How to Report Work-Related Injuries (Procedure 2.1100)

Authority:F.S. 1001.64; 1001.02; 440.185 
Date Adopted:11/96
Date of Review:05/09; 08/11; 04/15
Date of Revision:09/09; 06/15
Related Policy:2.110


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



  1. Medical Emergency: A Medical Emergency occurs when a work-related injury requires immediate transport via ambulance 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 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.
  1. All other work-related injuries: All other work-related injuries that are not a Medical Emergency shall be reported the Campus Safety and Security office whether or not the injury requires medical attention. The responding Security Officer is available to assist the employee in the proper completion of the Accident/Incident Report.
  2. 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.
  3. The completed Accident/Incident Report shall then be forwarded to the Office of Risk Management, Sanford/Lake Mary Campus by the responding Security Officer.
  4. Except in cases of a medical emergency when an employee is transported by ambulance 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.
  5. 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.
  6. 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.
  7. 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 or the employee's own health insurance.
  8. After seeking medical attention at an authorized medical facility, an employee is issued a Form DWC-25 to bring back to work. This document from the medical provider will dictate Workers’ Compensation leave, if any. 
  1. Unless the Form DWC-25 states that the employee is not fit to return to work, and the employee provides a copy of the Form DWC-25 to the Office of Risk Management or the Human Resource Department, the employee is required to report back to work.
  2. If the Form DWC-25 has work related restrictions, the Office of Risk Management will work with the employee and the department to see if the restrictions can be accommodated on a case by case basis.
  3. For follow up care, surgeries and or therapy a  Medical Care Coordinator on behalf of the third party claims administrator 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).
  4. Employee is required to keep all medical appointments with the authorized physician(s), until a Form DWC-25 with a full release is received from the treating physician(s) that will include a return to work status report.
  5. Failure to report to duty on the first day after being released shall 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. 

A list of approved and authorized workers’ compensation medical providers can be found on the Risk Management website.

Recommended by:Executive Team/CACDate      4/21/2020
Signed by:President, Georgia L. LorenzDate      4/22/2020