Tracking Workers’ Compensation Claims

A business owner from Colorado called me the other day and asked me to help his Office Manager get her arms around the workers’ compensation claims tracking process.  With an Experience Modification Rate of 1.71 and insurance rates climbing nation-wide, the owner was trying to increase the efficiency of this procedure.

I spoke with the Office Manager and suggested she follow the following sequence:

  • Download the Excel version of the OSHA 300, 300A, and 301 Forms
  • Complete this electronic version rather than filling out the hard copy version
  • Complete the OSHA 300 Form within 7 days of each new recordable injury
  • Make sure the OSHA 300 Form populates the OSHA 300A Form with every edit made to the OSHA 300 Form
  • Complete an OSHA 301 Form for every recordable injury listed on the OSHA 300 Form
  • Request that the workers’ compensation provider send a copy of the YTD Loss Run Reports to the Office Manager on the first day of every month
  • Cross-reference all of the workers’ compensation claims on the Loss Run Report with all of the recordable injuries shown on the OSHA 300 Form; there must be a direct correspondence between both documents
  • Hold the workers’ compensation vendor accountable by scheduling monthly telephone meetings with him/her to identify all next steps, anticipating closure date, and possible obstacles to closure for every open workers’ compensation claim
  • Per OSHA guidelines, every company with more than 10 employees must have an accurate OSHA 300, 300A, and related 301 Forms for each of the past five years
  • March 2, 2020, is the deadline for electronically reporting the company OSHA Form 300A data for the calendar year 2019.

If you have any questions or comments about this topic or anything else related to human resources, simply call me at (760) 685-3800.

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Steve Cesare Ph.D.

has more than 25 years of Human Resources experience. Prior to joining The Harvest Group, Steve worked with Bemus Landscape, Jack in the Box, the County of San Diego, Citicorp, and NASA. Steve earned his Ph.D. in Industrial/Organizational Psychology from Old Dominion University, and has authored 68 human resources journal articles. As a member of The Harvest Group, Steve’s areas of expertise include: staffing, legal compliance, wage and hour issues, training, and employee safety.  Read Steve's full bio.