What Is Workplace Incident Management? Complete Guide to Processes

TL;DR

• Dedicated processes for incidents ensure higher success in management
• Incident management usually encompasses three phases: prevention, response, and analysis
• Appropriate response to incidents means better OSHA compliance and a culture of safety

What is Incident Management in the Workplace?

Every workplace experiences incidents, from common workplace injuries like slips, falls, and repetitive motion injuries to serious ones requiring time off work. The difference between organizations with excellent safety records and those with persistent problems lies not in whether incidents occur, but in how systematically they’re managed. 

While many employers focus solely on reaction after incidents occur, comprehensive workplace incident management integrates prevention, immediate protocols, medical oversight, and post-incident analysis into a cohesive system. 

At WorkPartners, we’ve redefined work injury management by becoming the first and now largest provider utilizing occupational medical doctors as the remote first point of contact for injured workers, not nurses. 

What Are the Three Critical Phases of Incident Management?

Good incident management in the workplace goes through three key phases. It’s only when they’re all handled appropriately that worksite managers can see results.

Phase 1: Prevention and Preparedness

Incident response should ideally begin before they even occur. This means risk identification through appropriate processes and mitigation strategies.

WorkPartners’ approach to incident prevention in the workplace delivers 40% reduction in injury frequency through:

• Safety Engagement Platform: A dedicated platform to engage front-line workers and managers, the key stakeholders of employee safety. This tracks employee participation and creates a feedback loop.
• Post-Offer Employment Testing (POET) and FCEs: These assess physical capability and offer evidence-based job allotment. Functional Capacity Evaluations establish baselines while also identifying risks.
• Preparedness Infrastructure: This sets up response protocols, medical contact, and medical supplies (complete stock and well-maintained). This also includes employee training. 

Phase 2: Immediate Response and Intervention

Despite your best efforts, incidents may still occur. Here’s what makes a good response:  

First Contact

Unsurprisingly, the first medical contact has a drastic effect on outcome. While many worksites utilize nurse triage services, leading employers now choose to utilize occupational MDs to lower DART and TRIR. 

On-Site Resolution

You may resolve many issues on-site with the following:

• 24/7 access to occupational medical expertise
• Clear supervisor guidance on appropriate first-aid administration
• Immediate assessment to determine if external care is necessary
• Proper documentation for compliance

Strains and Sprains

Strains and sprains account for 60% of workers’ compensation costs and lost time. Here’s how to manage them effectively:

• Immediate expert medical consultation assessing severity
• Evidence-based treatment protocols
• Modified duty recommendations maintaining productivity
• Close monitoring prevents progression to recordable status

Medical System Management

For incidents requiring external treatment, expert medical case management minimizes medical spend and lost time through:

• Reviewing treatment plans for appropriateness and injury-relatedness
• Identifying unnecessary procedures or excessive care
• Ensuring evidence-based protocols guide care decisions
• Engaging injured workers along the care path to ensure cooperation with recovery

At WorkPartners, we’ve seen that organizations with strong medical case management systems can achieve up to 70% reduction in total incurred costs compared to those without systematic oversight. 

Phase 3: Complete Analysis 

Post-incident, there is a learning opportunity for all involved. Here’s how to go about it:

Some best practices to guide your analysis:

• Conduct within 24 to 48 hours 
• Focus on system improvements rather than blame
• Document findings thoroughly for trend analysis
• Implement and track corrective action completion
• Share lessons learned organization-wide

Also Read: Handy Guide to Total Recordable Incident Rate for Employers

What Best Practices Optimize Incident Management Outcomes?

Led by Dr. Fred Mosley, WorkPartners delivers best practices for incident management that achieve measurable improvements in safety outcomes.

Engage Front-Line Workers:

• Safety committees with employee representation
• Hazard reporting recognition programs
• Employee input in safety procedure development
• Regular hands-on safety training

Data-Driven Targeting:

• Analyze historical incident patterns
• Prioritize high-frequency and high-severity risks
• Track leading indicators through safety engagement platforms
• Benchmark against industry standards

Prioritize Expert Medical Guidance:

WorkPartners’ occupational MDs provide immediate expert assessment that keeps appropriate injuries out of the medical system while ensuring those requiring treatment receive optimal care focused on both patient and company interests.

Focus on Employee Experience:

Our team of medical doctors holds the value that injured workers who feel understood and cared for heal faster. This requires:

• Treating injured workers with empathy and respect
• Communicating clearly about expectations
• Maintaining regular contact during recovery
• Facilitating smooth return-to-work transitions

Emphasize Learning:

• Focus on system improvements, not blame
• Create psychological safety for honest reporting
• Share lessons learned organization-wide
• Track corrective action implementation

Use Standardized Tools:

• Root cause analysis 
• Investigation checklists
• Corrective action tracking systems
• Trend analysis dashboards

Building a Culture of Safety

Incident management in the workplace is a systemic change that spans dedicated phases. For organizations putting in the work, lies a better safety culture, understanding of shortcomings, and better reputation. 

WorkPartners redefines occupational medicine by making occupational medical doctors the first point of contact for injured workers, providing the clinical authority and OSHA expertise that delivers 40% reduction in injury frequency, 85% on-site incident resolution, and 70% reduction in total incurred costs. 

Also Read: 7 Handy Steps for Creating a Workplace Injury Report

FAQs

Q1. What’s the difference between incident management and injury management?

Ans. Incident management in the workplace encompasses all events, including near-misses, property damage, and minor incidents that don’t result in injuries, while injury management specifically addresses events causing worker harm. WorkPartners’ comprehensive approach tracks all incidents to identify patterns and prevent future injuries, making it broader and more proactive than injury-only management.

Q2. How soon after an incident should investigation begin?

Ans. Investigations should begin within 24 to 48 hours while details remain fresh and evidence is available. For serious incidents, immediate preliminary investigation may be necessary. 

Q3. What are the top 5 most common workplace injuries?

Ans. Common workplace injuries include falls on the same level or from height, lifting-related strains, incidents involving equipment or moving objects, and repetitive stress injuries, often resulting in sprains, fractures, cuts, and back problems.