When An Employee Gets Injured on the Job
A Supervisor's Responsibilities
The purpose of this page is to inform you of Loyola University Maryland's procedures for addressing those occurrences when an employee, including a student employee, suffers illness or injury during the course of his/her job duties. Most of us will go through our entire work life and never suffer a job-related injury or illness. Loyola University seeks to provide a safe and supportive work environment for its faculty, staff, administrators, students, and guests. Safety at Loyola is the responsibility of all members of the University community.
An assessment of the employee's injury/illness must be conducted to determine whether an employee is eligible for workers' compensation and Loyola employees and supervisors are not qualified to make that assessment. As a supervisor working for Loyola University, you have an obligation to perform several duties whenever an injury occurs as a result of a work assignment. No matter how minor or serious the injury, it should be reported to you as soon as possible. Even accidents that may not require medical attention need to be reported.
As defined by the U.S. Department of Labor, a reportable injury is "any accidental injury or death allegedly arising out of or in the course of employment, including any occupational disease or infection believed or alleged to have arisen naturally out of such employment or as a natural unavoidable result from accidental injury. It includes any injury or claimed injury known or believed to have been caused by the willful act of a Third Party directed against an employee because of employment."
It is always possible that an injury is more serious than initially expected. Supervisors are responsible to make certain that the office of human resources is contacted and that a Workers' Compensation - First Report of Injury or Illness (First Report) is completed that same day for all work-related injuries. The injured employee is expected to provide the information you need to respond to the questions contained in the First Report. If the employee is not able to do so, you should do this for him/her.
If an employee sustains an injury you should:
Seek appropriate first aid or medical treatment.
Our priority is to make sure that the employee's injury or illness receives immediate attention. In cases of serious injury requiring immediate medical attention, your first consideration must be to assist the employee in obtaining proper treatment. When emergency medical attention is required, you should request the department of public safety to arrange for an ambulance or paramedic service and to direct their way through the campus to the location of the injured employee. Advise your employee that the physician, hospital, or medical provider should be informed that the treatment is for a work-related injury. Invoices for medical services and authorization for treatment should be directed to the workers compensation insurance carrier as soon as possible.
Coordinate the completion of the Employee Accident and Injury Report (Employee Report) within 24 hours.
Inform the injured employee that he/she must complete an Employee's Accident and Injury Report (Employee Report) and submit it to human resources within 24 hours. If necessary, assist the employee in completing the Employee Report. Talk with the injured employee to determine his/her desire to use available sick leave to cover time off, if absence away from work occurs as a direct result of a compensable job-related injury. If the employee does not desire to use sick leave, them confirm with the employee that he/she will be placed in a leave-without-pay status (unpaid leave of absence). Deliver or fax the report to the benefits & wellness office. Supervisors and employees should report all injuries that occur in the workplace no matter how minor. Prompt reporting will ensure that proper medical care is provided and that Environmental Health and Safety (EHS) is notified of hazards and conditions that need to be investigated and addressed.
Complete the Supervisor's Accident Investigation Report (Supervisor's Report).
Complete the Supervisor Report and submit it to Maurisha Hooper, benefits manager, within 24 hours after the incident. The law allows the University to refute claims, which it feels are not its responsibility. If there is a dispute as to the nature of the injury, the law also allows the employee to contest the issue in front of the Workers' Compensation Commission. Therefore, it is important that you thoroughly investigate the circumstances regarding each accident resulting in injury to one of your employees. Witnesses should be asked to describe the events that resulted in the injury. Do not rely upon your memory. Because hearings often take place many months after the injury, it is possible to forget or to confuse important facts. The report should contain the date of the accident and the name of the employee. The names of witnesses should be noted along with a summary of their account of the incident. The injury should be described as accurately as possible and the type of medical treatment obtained should be included. Environmental Health and Safety (EHS) documents and investigates work-related injuries and accidents and may make recommendations to correct the hazard. EHS may assess whether the accident could have been avoided, or if a continuing safety hazard exists, and may make a specific recommendation about how to avoid future accidents.
Report absence from work immediately to the benefits & wellness office and collaborate with the HR Partner regarding "light" or "restricted" duty requests.
When an employee loses time from work due to a job-related illness or injury, he/she must report to a licensed physician and must receive permission to return to work when the illness/injury appears to have improved so that a return to full or light duty is reasonable. If it is medically determined that the employee is able to resume regular duties, the employee must report for work immediately. Failure by the employee to report to the physician and/or failure to report to work when physically able (per physician's statement) is cause for disciplinary action. In no case should you allow an employee to resume his/her work responsibilities if such may jeopardize the health of the employee, co-workers, students, or visitors of the University. Also, periodic updates of medical condition are required in case of an extended absence. Certain University departments may be able to allow their injured employees to return to work at full pay but with limitations on the type of work required of them due to the nature of their illnesses or injuries. The University and its departments are neither required to have light or restricted duty programs nor to offer it to all of its employees. Light or restricted duty assignments must have a reasonable expiration date and must be documented for approval by the department head and human resources.
Benefits & Wellness Office
Human Resources Department
Loyola University Maryland
Mailing Address: 4501 N. Charles Street, Baltimore, MD 21210
Office Location: 5000 York Road, Room 200, Baltimore, MD 21212