Basic OSHA Requirements for Employers

As a telehealth vendor for several large employers, we often get questions about OSHA requirements for workplace injuries. It can be confusing, but we’re experts in occupational health, with dozens of board-certified physicians ready to clarify the rules. With our deep knowledge and experience, we’re here to guide you through what you need to know.

Recordable vs. Reportable

When it comes to workplace injuries, OSHA has set specific guidelines that help determine what employers need to report versus what they need to record. Here’s a clear-cut breakdown:

Reportable Incidents

These are the big ones—the events that demand immediate attention from OSHA. Think of these as the headline-grabbers, the incidents that signal something has gone seriously wrong. Employers are required to report the following within a strict timeframe:

1. Fatalities: If a worker dies on the job, it’s a no-brainer. OSHA needs to know within 8 hours.
2. Severe Injuries: These include amputations, the loss of an eye, or any injury that requires hospitalization. These incidents must be reported within 24 hours.

These requirements are in place because such incidents often point to significant lapses in safety protocols and may necessitate a rapid response to prevent further harm.

Recordable Incidents

Now, recordable incidents are more about keeping tabs on the day-to-day bumps and bruises of the workplace. Think of these as the steady drumbeat of data that helps OSHA keep an eye on workplace safety trends over time. Employers need to document and maintain logs of these incidents, which include:

1. Medical Treatment Beyond First Aid: If an injury or illness requires more than basic first aid, it goes on the record.
2. Restricted Work or Transfer to Another Job: If an injury prevents a worker from performing their regular duties, this needs to be recorded.
3. Loss of Consciousness: Any incident resulting in a worker passing out, even briefly, must be logged.
4. Diagnosis of a Significant Injury or Illness: This includes conditions like cancer, chronic irreversible diseases, or fractured bones.

These records are not immediately sent to OSHA but must be maintained and available for review during inspections or upon request. They provide a comprehensive picture of workplace safety and help identify areas where improvements are needed.

In essence, reportable incidents are the emergencies that trigger immediate alerts, while recordable incidents are the everyday occurrences that build up a detailed safety record over time. Both are crucial for maintaining a safe work environment, but they serve different purposes in the realm of workplace safety.

One last point to remember: each recorded incident must be a new case. OSHA defines a new case as an injury or illness where the employee either:

• Has not previously experienced a recorded injury or illness of the same type affecting the same part of the body.
• Had a previous injury or illness of the same type affecting the same part of the body but had fully recovered before this new incident.

In simple terms, if the employee had an old injury but was completely healed, and now the same issue crops up again, it’s considered a new case.

What About Prescriptions vs Over-the-Counter

Clients often ask how to track medications, both prescribed and over-the-counter, and how to handle this with OSHA. It’s important to know that simply prescribing medication does not make an incident reportable to OSHA.

However, if a doctor prescribes medication to an injured worker, this incident becomes OSHA recordable. Here’s why:

• Medical Treatment Beyond First Aid: OSHA considers the prescription of medication as medical treatment beyond first aid. This includes both over-the-counter medications at prescription strength and prescription medications.
• Recordkeeping Requirement: The need for medication indicates that the injury is more than minor and therefore must be recorded in the OSHA logs.

Here’s a crucial point to grasp about OSHA’s requirements: when they say “over-the-counter medications at prescription strength,” they mean recommending OTC medications like NSAIDs at doses higher, more frequent, or for longer periods than what the packaging instructs. If you’ve ever been to an ER, you know it’s common for doctors to suggest taking medications at higher doses than what’s listed on the bottle. According to OSHA, this makes the incident recordable.

So, while prescribing medication doesn’t elevate an incident to the level of being reportable to OSHA within the tight timeframes, it does mean that the incident must be logged as part of the company’s OSHA recordkeeping obligations. This helps build a complete picture of workplace injuries and illnesses, contributing to ongoing safety monitoring and improvement efforts.