Workers’ compensation claims are essential for fair and supportive work environments. The law protects injured employees who’ve sustained injuries at the workplace by providing them with proper care and benefits while shielding employers from redress or avoidable legal battles. HR professionals handle these claims with appropriate effectiveness, compliance, and development of a caring and supportive culture.
Here are some of the best practices for navigating workers’ compensation claims.
Engage the Services of a Lawyer
A lawyer can provide essential support to navigate some very complex claims and help minimize risks the organization doesn’t want to attract.
Consider a situation in which an employee disputes the outcome of a claim, accuses the employer of negligence, or the claim has sweeping financial consequences. In those instances, the attorney’s knowledge may prove invaluable.
A workers’ comp lawyer, well-versed in states’ workers’ compensation laws, helps prepare for litigation if a resolution can’t be reached, especially negotiating settlements with insurers and opposing counsel.
Lawyers can address sensitive cases involving workplace harassment or pre-existing conditions. Taking proactive steps to get legal aid helps ensure the organization covers its behind and is set to deal with any potential issues while protecting its name and subsequent bounty.
Know the Legal Requirements
It is crucial that members of HR understand workers’ compensation laws to know what is expected of them by employers and employees when presenting claims for workers’ compensation.
HRs must remain updated on whether there are changes in these laws since every change nets unfortunate consequences for businesses that refuse to comply.
An accurate system of documentation of workplace accidents, incident investigation documentation, and correspondence about claims will always warrant the organization’s evergreen readiness in case of audits or legal implications. Legal partners may be good accompaniment in interpreting and implementing the various laws and thus limit being caught on the blind side of the law.
Create a Safety-First Culture
When it comes to workplace injuries, prevention surpasses all other disciplines. A culture that emphasizes safety not only protects employees but also discourages time-consuming and costly claims.
Investment should also be made in periodic training sessions on safety, emphasizing the specific hazards associated with others. Audit organizations routinely check workplaces for hazards. Encourage employees to report unsafe or near-miss incidents without the fear of retaliation. This fosters a culture of safety. Such endeavors exemplify the organization’s commitment to employee welfare and compliance with OSHA standards.
Responding to Incidents
The speed and efficiency of the organization in the face of a workplace injury can often influence the outcome of a claim. Getting treatment right away is vital for supporting the injured employee and figuring out how extensive the injury will be.
An investigation can help track down the causes of the incident, preventing it from occurring again. Also, notification to the insurance carriers and relevant authorities clarifies that the claim was lodged without unnecessary delay, thus incurring no penalties while simultaneously building goodwill with the injured employee.
Support Employee through the Claim Process
Workers’ compensation can seem quite daunting for many employees, particularly those who are unsure of their rights or the procedures they should follow. There’s no denying that HR professionals are, in fact, uniquely qualified to offer employees some much-needed guidance throughout the entire process.
Communicating the claims process, resources available, and employee questions helps to build trusting relationships and reassure the employee. Maintaining contact with the injured employee during recovery demonstrates compassion and caring. Instituting return-to-work programs and administrating temporary restrictions or light duty help staff ease back into work without compromising their recovery.
Collaborate with Various Stakeholders
Handling workers’ compensation claims calls for the cooperation of several stakeholders, such as the insurance carrier, healthcare provider, and various systems and teams within the organization. Good relationships with these parties ensure fast processing and support the recovery efforts of injured workers.
With such collaborative efforts with insurance carriers, the practitioner settles the claim promptly. Finding somebody from occupational health provides an accurate assessment regarding the readiness of an employee to return to work; continuous communication with supervisors and line managers helps with timely return-to-work programs.
Track and Analyze Trends
HR professionals can leverage data analytics as powerful allies to keep safe workplaces and enhance the workers’ compensation claims process.
By classifying their claims data, organizations can identify repeating injury patterns, high-risk job roles, and possible accident causes. These insights form a basis for actionable improvements that enhance workplace safety and reduce claims frequency.
For instance, a trend emerging of a specific role, such as seeing repetitive strain injuries, might trigger the organization’s urge for a program implementing ergonomic measures, such as adjustable workstations or improved tools.
Conversely, noticing frequent incidents in specific workplace areas might result in implementing additional safety measures, such as lighting, signage, or training.
Besides internal tracking, benchmarking performance against industry standards provides a broader perspective. This comparison provides organizations insights into how they measure up to peers and where they might fall short.
Build Empathy and Trust
Approval of a workers’ compensation claim creates a strong message for employees that it cares for their welfare and organizational success. Empathy builds trust and a close relationship between employees and the organization. In return, employees are likely to experience more feelings of being valued, empowered, and loyal, especially at difficult times.
Creating an environment where blame is avoided in the context of a work stoppage is very important for establishing openness and collaboration. Employees who work in a non-threatening environment would be more likely to report incidents or concerns freely, improving their participation in all safety initiatives and establishing a steady culture of improvement.
This attitude can be further strengthened by having the HR teams develop a feedback loop for the contributions from the employees about how their claims are dealt with.
Seeking input after claims are resolved further demonstrates the will to listen and learn and would provide valuable insights into improving this process. Employees might suggest changes that make papers flow more easily, enable better communication, or offer more planning and assistance in the recovery.
Bonus Advice:
If your company is expanding globally, it becomes complex due to the diverse laws and regulations in each country. In such cases, using EOR (Employer of Record) services is a smart move. EOR services can help streamline the process by handling compliance, payroll, and HR responsibilities, allowing companies to focus on their core business operations. For example, when hiring employees from Spain, an EOR can manage local legal requirements, such as benefits, taxes, and contracts, ensuring that the process is compliant and efficient. This approach allows companies to expand their workforce without the administrative burden of navigating different employment laws in each country.
Managing workers’ compensation claims is a complicated task that cuts across various disciplines, requiring legal knowledge, sensitivity, and tactics for proactive management. The HR professional must place a strong focus on promoting a safety culture, dealing proactively with the problem once it arises, aiding injured workers throughout the process, and using data to prevent future injury. Employing counsel when appropriate provides another layer of protection for the organization and keeps it compliant and prepared for the unexpected.
Endnote
Managing workers’ compensation claims is a complicated task that cuts across various disciplines, requiring legal knowledge, sensitivity, and tactics for proactive management.
The HR professional must place a strong focus on promoting a safety culture, dealing proactively with the problem once it arises, aiding injured workers throughout the process, and using data to prevent future injury.
Employing counsel when appropriate provides another layer of protection for the organization and keeps it compliant and prepared for the unexpected.
