By Kurt M. Dettmer
Senior Vice President, Business Development

Running a business means taking care of your people as much as your bottom line. One key area where both intersect is workers’ compensation. How you handle claims and safety in the workplace can directly impact your costs, compliance, and employee well- being.

This guide highlights best practices every business owner should know to properly handle workers’ compensation claims, reduce risk, and create a safer workplace.

Why Timely Reporting Matters

Late reporting of workplace injuries can increase claim costs by up to 50%. The takeaway? Report incidents immediately, even if you question the validity of the claim or are still waiting for medical information. The insurance company will investigate the details on your behalf.

Steps to Handle Workers’ Compensation Claims

1. Report immediately – Submit the claim via online portal or fax as soon as possible.

2. Provide complete information – Fill out the loss report fully and include a memo if you have concerns about the claim’s validity. This can be done online at RetailersInsurance.com.

3. Post claim procedures – Make sure your employees know how to report workplace injuries and enforce adherence to the process.

4. Use your rights – Employers can select the initial healthcare provider for the first 28 days after an injury, but the first day is the day the incident is reported to the employer not the day the incident is reported to the insurance carrier.

5. Explore return-to-work options – Ask providers if an employee can return with light-duty accommodations and schedule treatment outside normal work hours where possible.

6. Stay connected – Maintain open communication with your insurer and the injured employee. Studies show this helps manage claims effectively, reduce adversarial relationships, and lower litigation risks.

Additional Strategies for Business Owners

Good Hiring Practices

  • Require complete, legally compliant job applications.
  • Conduct detailed interviews and reference checks.
  • Use post-offer physicals and drug screenings.

Recordkeeping

  • Keep attendance, payroll, and disciplinary records accurate and detailed.
  • Maintain signed documentation for employee infractions.
  • Have clear job descriptions and an employee handbook.
  • Provide requested records promptly to avoid legal complications.

Workplace Safety

  • Train employees properly on job duties and equipment.
  • Provide necessary safety gear and enforce its use.
  • Post safety procedures and prohibit altering safety devices.
  • Conduct orientation programs and supervise adequately.

Support Services for Policyholders

Many insurers, such as Retailers Insurance, offer additional resources:

  • Loss Control Services – Risk assessments, safety evaluations, and claim reporting and Return To Work forms
  • Injury Triage – 24/7 access to healthcare professionals for non-emergency injuries at 866.764.7705
  • Claims Support – Round-the-clock claims assistance with consistently high satisfaction ratings

Workers’ compensation claims are not just about compliance—they’re about protecting your employees and your business. By reporting promptly, keeping strong records, enforcing safety standards, and partnering with your insurer, you can reduce claim costs, improve workplace safety, and foster a culture of care and accountability.