How does an employer inform each employee on how he or she is to report an injury or illness?

Employers must establish a reasonable procedure for employees to report work-related injuries and illnesses promptly and accurately. (A procedure is not reasonable if it would deter or discourage a reasonable employee from accurately reporting a workplace injury or illness.)

Employers must also inform each employee:

1. Of how he or she is to report a work-related injury or illness to the employer;
2. Of the procedure for reporting work-related injuries and illnesses;
3. That employees have the right to report work-related injuries and illnesses; and
4. That employers are prohibited from discharging or in any manner discriminating against employees for reporting work-related injuries or illnesses.

The recordkeeping rule does not specify how the employer must accomplish these objectives, so employers have flexibility to set up systems that are appropriate to their workplace. The size of the workforce, employee’s language proficiency and literacy levels, the workplace culture, and other factors will determine what will be effective for any particular workplace. However, it is noteworthy that OSHA has stated that the agency’s “It’s The Law” poster from April 2015 or later is one way to meet the provisions of numbers 3 and 4 above. However, employers must still find a way to inform employees of the items listed in numbers 1 and 2 above.