Injury Lifecycle Series: What happens when an employee gets injured at work?

While every employer hopes a workplace injury never occurs, the reality is that injuries and illnesses can arise even in well-managed workplaces. When they do, an employer’s response in the hours and days that follow can have a significant impact on worker recovery, legal compliance and return-to-work outcomes.

Here's what employers should do.

Step 1: Ensure the worker receives appropriate medical treatment

The first priority is always the health and safety of the injured worker. Depending on the nature and severity of the injury, this may involve:

• Providing first aid
• Calling emergency services
• Arranging medical treatment
• Ensuring the worker can safely leave the workplace if required
• Taking steps to make the area safe and prevent further injury to others.

Employers should also consider workers who are working remotely or carrying out work away from their usual workplace. The steps required will depend on the circumstances and the level of control the employer has over the work and location.

Step 2: Determine whether the incident is notifiable

Some workplace incidents must be reported to WorkSafe Victoria immediately. This includes, but is not limited to, incidents involving:

• A workplace fatality
• A serious injury or illness requiring immediate medical treatment or hospitalisation, such as an amputation, serious head or eye injury, electric shock, spinal injury, or serious laceration
• A dangerous incident or near miss that exposes a person to a serious risk to their health or safety, such a plant failure, structural collapse, explosion, fire or uncontrolled release of hazardous substances.

Employers should familiarise themselves with their notification obligations under occupational health and safety laws and seek advice if they are unsure whether an incident is notifiable. If notifiable, the employer must also preserve the incident site, provide written notification to WorkSafe within 48 hours and retain a copy for at least five years.

Step 3: Record the injury

Employers must maintain a Register of Injuries and make it readily accessible to workers based on their duty with the Workplace Injury Rehabilitation and Compensation Act 2013 (Vic). The register provides a formal record of work-related injuries and illnesses and supports the employer’s injury reporting and workers’ compensation obligations.

An injury should be recorded as soon as practicable after the employer is notified. Recording injuries promptly helps maintain accurate records, supports any workers’ compensation that may be lodged, and fulfils an employer’s legal obligations.

Key details may include:

• Who was injured
• When and where the injury occurred
• How the injury occurred
• The nature of the injury
• Any witnesses to the incident

Step 4: Stay in contact with the worker

One of the most effective things an employer can do following a workplace injury is maintain appropriate and supportive communication. A simple phone call to check on the worker’s wellbeing can make a significant difference.

Early communication can help:

• Demonstrate support
• Keep the worker connected to the workplace
• Provide updates about available assistance
• Reduce misunderstandings during the recovery process

Employers should focus on the worker’s wellbeing rather than making assumptions about liability or compensation entitlements.

Step 5: Understand your workers’ compensation obligations

A worker may decide to lodge a workers’ compensation claim if they suffer a work-related injury or illness. If a claim is submitted, employers have specific obligations regarding the handling and forwarding of claim documentation within prescribed timeframes.

Importantly, employers should not discourage workers from exercising their right to make a claim. Workers’ compensation claims are ultimately assessed by the relevant WorkSafe agent or Self-Insurer, not by the employer.

Step 6: Start thinking about return to work early

Employers should start thinking about recovery and return to work as early as possible. Early planning does not mean rushing a worker back to work. It means maintaining appropriate contact and understanding the worker’s capacity. Research shows that early, safe and well-supported return to work outcomes can improve recovery and increase the likelihood of a successful return to employment.

Even where a worker may need time away from work initially, employers can begin considering:

• Suitable duties that may be available
• Temporary modifications to work
• Flexible arrangements that may support recovery
• Who will coordinate communication during the absence

Planning, consultation, reasonable adjustments and suitable duties can make the transition back to work smoother for everyone involved.

Common mistakes to avoid

When dealing with a workplace injury, employers should avoid:

• Delaying injury reporting and record keeping
• Failing to check whether an incident must be reported to WorkSafe
• Failing to maintain appropriate communication with the worker
• Assuming a worker must be fully recovered before returning to work or making assumptions regarding their capacity
• Discouraging or obstructing workers’ compensation claims
• Waiting until a claim is accepted before considering return-to-work options
• Sharing the worker’s medical or personal information unnecessarily.

How the Victorian Chamber can help

If you’re unsure how to manage workplace injuries in your workplace, Victorian Chamber members can access support through our Workplace Relations Advice Line. Where matters are more complex or require hands-on assistance, enquiries can be escalated for tailored advice and support. Contact the Advice Line on 03 8662 5222.