Quick Answer

Supervisors are responsible for initiating, collecting, and submitting required injury documentation after a workplace injury, including incident reports, witness statements (if applicable), medical information provided to the team member, and return-to-work documentation. All documentation must be completed accurately, on time, and routed to HR in accordance with the LWG Workplace Injury Guide.

Why This Matters

Supervisors are responsible for initiating, collecting, and submitting required injury documentation after a workplace injury, including incident reports, witness statements (if applicable), medical information provided to the team member, and return-to-work documentation. All documentation must be completed accurately, on time, and routed to HR in accordance with the LWG Workplace Injury Guide.

Supervisor Documentation Responsibilities

1. Initiate Injury Reporting Immediately

   • After ensuring safety and contacting Medcor (if applicable), supervisors must:

     • Initiate the Workplace Injury Investigation Form as soon as possible, but no later than the same day the injury is reported.

     • Ensure documentation reflects the injury as reported, without delay.

     • Notify HR immediately that an injury has occurred.

2. Provide Medical Information to the Team Member

   • Supervisors are responsible for ensuring the injured team member receives the following documentation and resources:

     • Workers’ Compensation Coverage Information

     • State-Designated Provider List (if required)

     • Providing these materials supports proper medical care, billing, and return-to-work decisions.

     • A copy of the team member’s Job Description

     • The Team Member Checklist: What to Bring to Every Appointment

     • A blank Return to Work Release Form

3. Complete Fact-Based Incident Documentation

   • Supervisors must:

   • Complete the Workplace Injury Investigation Form within 24 hours.

   • Collect Witness Statements, if applicable.

   • Document facts only, including:

     • Date, time, and location

     • What occurred

     • Equipment, tools, or conditions involved

     • Immediate actions taken

   • Supervisors must not assign blame, speculate on cause, or determine claim validity. Formal investigations and claim determinations are handled by HR, Risk, and the claims administrator.

4. Secure the Scene and Document Preventive Actions

   When applicable, supervisors must:

   • Remove or control immediate hazards.

   • Take photos if appropriate.

   • Implement reasonable steps to prevent recurrence.

   • Document actions taken as part of the incident record.

5. Submit Documentation to HR

   • Supervisors must:

     • Submit all completed forms and supporting documentation to HR by the end of the day when possible.

     • Forward any medical or return-to-work documentation received from the team member.

       • Ensure HR reviews and approves documentation before any return-to-work or duty changes occur.

     • Supervisors must not retain medical records locally or approve work status independently.

6. Support Modified Duty Documentation (If Applicable)

   • If work restrictions are issued:

   • Coordinate with HR to determine whether modified duty is available.

   • Ensure a Modified Duty Agreement is completed if required.

   • Assign only tasks that fully comply with documented restrictions.

   • Document any task or schedule adjustments related to modified duty.

7. Follow Up and Maintain Communication

• Supervisors must:

  • Confirm that all Return-to-Work forms are submitted after each medical visit.

  • Maintain open, supportive communication with the team member during recovery.

  • Report concerns, changes, or non-tolerance of modified duty to HR immediately.

Partner With HR Early

• Supervisors are encouraged to partner with HR early and should not hesitate to reach out for guidance or support at any point during documentation, injury response, investigation support, or return-to-work coordination. Early collaboration helps ensure consistency, compliance, and the best outcome for team members and operations.

Important Guardrails for Supervisors

Supervisors must not:

• Conduct independent investigations
• Delay reporting to “gather more information”
• Modify documentation after submission
• Make promises regarding claims, pay, or outcomes
• Store medical documents outside approved systems

Where to Find Documentation Tools

• Dayforce > Manager Homepage > QuickLinks

  • LWG Workplace Injury Guide

  • Workplace Injury Training

  • LWG Safety Manual

• LWG Knowledge Base (HappyFox)

• HR Support via HappyFox