As the school year winds down, summer offers a valuable window for school districts in Pennsylvania to strengthen their workers’ compensation defenses before students and staff return in the fall.
Here are a few proactive steps districts can take now to reduce exposure and improve claim outcomes in the upcoming year:
Review and Update Policies
Ensure workplace safety policies, reporting procedures, and return-to-work protocols are current, clearly written, and consistently enforced. In Pennsylvania, we have a violation of a positive work order defense, so create written policies as to appropriate use of school equipment and facilities.
Evaluate Modified-Duty Programs
Modified duty programs are one of the most effective tools to reduce indemnity exposure and help employees transition back safely. One of the requirements in Pennsylvania workers’ compensation is that when modified-duty work is available, the Employer must provide a detailed description of job duties. Summer is the perfect time to fine tune those job descriptions.
Train Supervisors and Administrators
Front-line staff play a critical role in claim defense. Provide refresher training on incident reporting, documentation, and how to respond when injuries occur.
Strengthen Incident/Witness Documentation
Accurate, timely reporting is often the difference between a defensible and costly claim. Emphasize detailed incident reports and witness statements.
Audit Prior Claims
Look for trends in past claims—repeat injuries, specific job roles, or locations. Identifying patterns can guide targeted prevention strategies. Many brokers and insurance carriers offer AI auditing services of trends that you can review over the summer to see if changes in jobs should be made.
Evaluate Your Posted Panel List
Establish or revisit relationships with panel providers. Remember that your goal is to get your injured workers the BEST care so that they can recover and successfully return to work. Make sure that all new employees sign the Notice of Rights and Responsibilities about panel treatment both at the time of hire and as soon as practical following an injury.
Inspect Facilities and Equipment
Address maintenance issues, safety hazards, and ergonomic concerns while buildings are less occupied.
Preparation now can significantly impact outcomes later. A little time invested over the summer can mean fewer claims—and stronger defenses—when the school year begins.
If you’d like to discuss specific strategies tailored to your district, feel free to connect.
