Best Practices for Occupational Medical Care
Effectively managing workplace injuries goes beyond providing immediate care — it also involves strategic coordination with occupational health clinics to ensure appropriate treatment and accurate OSHA reporting. When handled correctly, minor injuries can be treated as first aid rather than recordable incidents, helping employers avoid unnecessary lost-time cases and workers’ compensation costs. This guide outlines best practices for selecting the right clinic, educating providers, and proactively managing the injury treatment process to support both compliance and employee recovery.
1. Choose the Right Occupational Health Clinic
Not all healthcare providers understand OSHA recordability rules well. Partner with clinics that prioritize first aid treatment when appropriate. Here’s how to find them:
Interview potential providers – Ask how they handle minor workplace injuries and their familiarity with OSHA regulations.
Review their treatment protocols – Ensure they favor first aid when appropriate.
Build a relationship – Meet with clinic staff regularly and discuss your company's modified duty options.
2. Educate the Provider on Your Light-Duty Program
If a doctor recommends time off, it becomes a lost-time case (recordable). Instead, inform the clinic in advance about modified-duty work options in your company.
Provide the doctor with a list of available light-duty tasks so they can approve "return to work with restrictions" rather than removing an employee from duty.
Example:
If a worker injures their wrist, instead of being sent home, they can do tasks like:
Clerical work
Training new employees
Safety audits
This keeps the injury off the OSHA log as a lost-time case.
3. Encourage “First Aid-Only” Treatments
Doctors have discretion over whether an injury receives first aid or medical treatment (which triggers recordability). Work with your clinic to favor first aid when medically appropriate.
Here’s how:
Ask for OTC medications instead of prescriptions - Ibuprofen 200mg or acetaminophen 500mg instead of stronger prescription pain relievers. Any prescription automatically makes the case recordable.
Use simple wound care - bandages, butterfly strips, or steri-strips instead of stitches. Sutures = Recordable.
Avoid unnecessary work restrictions. If the employee can work with minor restrictions, they should stay at work. Sending them home turns it into a lost-time case.
Prefer non-rigid support. Elastic bandages, slings, or soft braces are first aid. Rigid splints or orthopedic devices = Recordable.
Use simple cold/hot therapy - ice packs, heating pads, and non-prescription creams are first aid. Physical therapy or chiropractic treatment = Recordable.
4. Pre-Set Expectations Before Employees Arrive at the Clinic
Before an injured worker visits a clinic:
Call ahead and communicate the desire to keep treatment within first aid guidelines if appropriate.
Send the list of modified duties to the doctor before the appointment.
Let the provider know that you are willing to accommodate restrictions so they don't have to put the employee on medical leave.
Example Call Script:
"We have an employee coming in for a minor injury. We’re looking for conservative care and first aid treatment where appropriate. Also, we have plenty of modified-duty options available to keep the employee at work."
5. Follow Up on Medical Notes
Always review the doctor’s recommendations before accepting them. If a provider inadvertently prescribes something recordable, ask if there’s a first aid alternative. *Example: If the doctor prescribes 800mg ibuprofen, ask if the worker can take two OTC 400mg tablets instead.*
6. Build a Relationship with Occupational Medicine Providers
Schedule regular meetings with clinic leadership to discuss your company’s safety and RTW policies. If you frequently use a clinic, they will better understand your preferences and work with you to reduce unnecessary recordables.
7. Train Supervisors on the Process
Supervisors should NOT send employees to clinics unnecessarily – Call a nurse triage line first. Ensure managers understand what makes an injury recordable so they can support first aid treatment when possible.
Conclusion
Building a strong relationship with your occupational medical clinic is essential to maintaining OSHA compliance and minimizing workplace disruption. By communicating your modified-duty options, advocating for conservative care, and staying engaged throughout the treatment process, you can help ensure injuries are managed appropriately without escalating to recordable events. Remember — a proactive, informed approach not only protects your injury statistics but also supports your employees' well-being and keeps your team productive
