Creating and Updating OSHA Case Files

Use the OSHA Cases form to create and update Occupational Safety & Health Administration (OSHA) case files for work-related injuries or illnesses.

OSHA Case

The first panel establishes basic information for the OSHA case file.

To set up or modify an OSHA case:

1. Click New Case to create a new OSHA case file, or enter the Case Number of an existing case file.
2. Enter the Employee by either entering the name, Social Security Number, or ID to display a pop-up list of matching employee records. You can also click the field label or press Ctrl+Enter with your cursor in this field to open the search window.
3. If this case involves privacy concerns, select the Privacy Case? option. If this field is selected, the OSHA 300 Log will display the employee name as "Privacy Case".
4. Enter the employee's Position. The default comes from the Employee Details; do not enter the activity in which the employee was engaged.
5. Enter the code for home Department code in which the employee worked when the injury occurred or at the onset of the illness. The default comes from the Employee Details.
6. Enter the Location code where the injury or illness occurred. The description displays.
7. Modify the fields in the panels listed below, as necessary.
8. Click Save.

Injury/Illness

Use the Injury/Illness panel to describe what happened in the OSHA case.

Field

Description

Date of Injury or Onset of Illness

Date when the employee sustained the injury or first reported the symptoms.

OSHA Event Code for Injury/Illness

Enter the event code that best describes the injury or illness.

Report Incident on the 300A log

Select this option if the client recorded the injury or illness in the OSHA 300A log.

Description of Injury/Illness

Enter a description. Be as explicit as possible.

Description of where accident occurred

This is an optional field and is limited to 15 characters.

Claim

The Claim panel provides additional OSHA claim information.

Field

Description

Date Notified

Date when the employee notified their supervisor about the injury or illness.

Fatal

Select one of the following options:

• Unknown - to indicate that the condition of the employee is not known.
• No - to indicate that the injury or illness was not fatal.
• Yes - to indicate that the injury or illness was fatal.

Expired On

If you select Yes above, enter the date of the expiration of the claim to ensure reporting on the OSHA 300A Report.

Claim Filed

Select one of the following options:

• Unknown - to indicate that the claim filing status of the employee is not known.
• No - to indicate that the claim has not been filed.
• Yes - to indicate that the claim has been filed.

Days Away

Number of days away from work as a result of the injury or illness.

Days Restricted

Number of days the employee has restricted work duties.

Medical Cost

Total estimated medical cost associated with the illness or injury.

Enter 0 if there is no estimate or if it does not apply to this case.

Labor Cost

Enter the total labor cost due to this illness or injury.

Enter 0 if there is no estimate or if it does not apply to this case.

OSHA Form 101 Detail

Enter detailed information as required in the OSHA Form 101 Detail panel.

To fill out information for OSHA Form 101:

1. Enter the Body Part Description. This describes what was affected by the injury or illness.
2. Describe the task in which the employee was engaged.
3. Describe in detail the events that resulted in the injury or illness.
4. Name the object or substance that affected the employee. For example:
• The machine or other object that struck the employee, or which he or she struck
• The vapor or poison the employee inhaled or swallowed
• The chemical or radiation that irritated the skin
• The object that the employee lifted or pulled

OSHA Other Detail

Enter other information in the OSHA Other Detail panel, as required.

Field

Description

Report Date

Date when the report was prepared.

Prepared By

Person who prepared the report.

Preparer Position

Job title of the person who prepared the report.

Physician Name

Name of the physician who treated the employee for the injury or illness.

Physician Address

Street address for the physician.

City, State, & ZIP code

Location of the physician.

Hospital Name

Name of the hospital where the employee received treatment for the injury or illness.

Hospital Address

Street address of the hospital.

City, State & ZIP Code

Hospital location.