How to Report Work-Related Injuries (Procedure 2.1100)

Based on board policy number and Florida Statutes:F.S. 1001.64, 1001.02, 440.185;  College Policy 2.110
Effective Date:11/12/96; Rev. 9/09; 06/2015
Date of Review:05/09; 08/2011; 04/2015


The purpose of this procedure is to provide instructions to College employees on how to report injuries incurred in the line of duty.

All work-related injuries shall be reported on the college accident/incident report whether or not the injury requires medical attention.


  1. Medical Emergency: A Medical Emergency occurs when a work-related injury requires immediate transport to a medical facility.
    1. Dial 9-1-1 immediately or dial 0 and have the College operator call 9-1-1. Treatment for a Medical Emergency can be obtained at any hospital emergency room or other medical facility. It is not necessary to obtain prior authorization from the Office of Risk Management for treatment of a Medical Emergency.
    2. Notify the Security Office immediately at:
      Altamonte Springs Campus  407.404.6100
      Heathrow Campus 407.708.4410
      Oviedo Campus407.971.5020
      Sanford/Lake Mary Campus  407.708.2178
    3. Someone should stay with the injured person until assistance arrives.
    4. It is the responsibility of the injured employee's supervisor or the responding Security Officer to report the injury to the Office of Risk Management as soon as possible after the emergency and submit a completed Accident/Incident Report for processing the employee's Workers' Compensation claim.
  2. All other work-related injuries: All other work-related injuries that are not a Medical Emergency shall be reported to the Office of Risk Management on the College Accident/Incident Report whether or not the injury requires medical attention at the time of injury. The Office of Risk Management or the responding Security Officer is available to assist the employee in the proper completion of the Accident/Incident Report.
    1. An Accident/Incident Report can be obtained by calling Security at the above numbers or the Office of Risk Management at Sanford/Lake Mary Campus – 407.708.2005, Fax – 407.708.2186.
  3. It is the responsibility of the injured employee to immediately report any work-related injury to his/her Supervisor and complete an Accident/Incident Report at the time of the injury. The employee is required to have the Accident/Incident Report signed by his/her supervisor if possible.
  4. The completed Accident/Incident Report shall then be forwarded or faxed to the Office of Risk Management, Sanford/Lake Mary Campus by the employee, employee's Supervisor or the responding Security Officer.
  5. Except in cases of a medical emergency and injuries occurring after hours or on a weekend, College employees are required to obtain a Medical Authorization form from the Office of Risk Management prior to seeking medical treatment for a work-related injury. Medical treatment can only be provided by an authorized health care provider.
  6. If an employee has to seek medical attention after hours or on a weekend it is vital for the employee to inform the health care provider that his/her injury is due to a work- related accident. Make sure the provider is authorized to treat work-related injuries and notify the Office of Risk Management by the next business day after receiving medical treatment.
  7. If an employee does not wish to seek medical attention at the time of the injury, he/she may seek medical attention at a later date. If this occurs, employee shall contact the Office of Risk Management to obtain a Medical Authorization form before seeking medical treatment of the injury.
  8. Employees that seek medical attention without prior authorization from the Office of Risk Management or seek medical attention with an un-authorized medical facility, may not be covered by Workers' Compensation benefits through Gallagher Bassett Services, Inc. or the employee's own health insurance.
  9. If an employee is unable to return to work after medical treatment of a work related injury, the employee shall follow the steps below:
    1. Unless the employee has been given a doctor's excuse for a specific time period, and provides a copy to the Office of Risk Management or the Human Resource Department, the employee is required to call his/her supervisor every day.
    2. A Gallagher Bassett Medical Care Coordinator will schedule all medical services required for the employee and provide oversight of the employee's medical treatment and current case information to the College regarding work limitations, modified duty and return to work status as indicated by the authorized health care provider(s).
    3. Employee is required to keep all medical appointments with the authorized physician(s), until a DWC-25 release form is received from the treating physician(s) that will include a return to work status report.
    4. Failure to report to duty on the first day after being released could result in the absence not being paid and employee may be subject to disciplinary action, unless some other form of leave is approved prior to the absence.

Under Florida law, failure to report a work-related injury within 30 days of the accident date may result in the denial of Workers' Compensation benefits.

Authorized Centra Care medical facilities

Search for hours of operation and additional locations at

Altamonte Springs Centra Care
440 W. State Road 436, Altamonte Springs, FL 32714
Phone: 407.788.2000; Fax: 407.788.2024 or 407.788.1026
Lee Road Centra Care
2540 Lee Road, Winter Park, FL 32789
Phone: 407.629.9281; Fax: 407.629.5739 or 407.628.5596
Longwood Centra Care
855 S. Highway 17-92, Longwood, FL 32750
Phone: 407.699.8400; Fax: 407.699.1258 or 407.695.2842
Oviedo Centra Care
8010 Red Bug Lake Road, Oviedo, FL 32765
Phone: 407.200.2512; Fax: 407.200.2514
Sanford Centra Care
4451 West 1st Street, Sanford, FL 32771 (next to Regions Bank)
Phone: 407.330.3412; Fax: 407.330.6849 or 407.323.3784
Recommended byExecutive TeamDate06/2015
Approved:President, E.Ann McGeeDate06/2015