Preventing slips, trips, and falls in municipal settings involves a proactive approach with fall protection, housekeeping, and regular maintenance to ensure a safe working environment.
In municipal settings, ensuring the safety of employees and the public is paramount. The Occupational Safety and Health Administration (OSHA) requires fall protection whenever employees are working at an elevation of 4 feet or more. This can include guardrails, harnesses, and other safety measures. However, slips, trips, and falls can occur at any height, often due to inadequate housekeeping or distractions.
How to Prevent Slips, Trips, and Falls in Municipal Workplaces
Here are some prevention techniques to help keep municipal employees and the public safe:
Reduce Distractions
· Limit cell phone use in active work areas.
· Observe employees for signs of illness, excessive stress, or other impairments.
Prioritize Housekeeping
· Ensure work surfaces and floors are clean and orderly.
· Address water, chemical, and equipment leaks immediately.
· Remove or route hoses, cords, and other obstructions away from walkways and emergency areas.
Use Fall Protection
· Use portable ladders and elevated work surfaces with handrails.
· Train employees on the proper use of harnesses and lanyards.
Regular Maintenance
· Schedule regular preventive maintenance for equipment to prevent leaks and breakdowns.
· Ensure tools and equipment are returned to proper storage areas after use.
Clear Signage
· Post clear signage wherever floor conditions change (e.g., dry to wet).
Employee Training
· Train employees on how to safely perform tasks and identify hazards.
· Conduct walkthroughs to identify and address potential hazards.
· Encourage employees to report hazards and suggest improvements.
Following these prevention techniques will help protect your workforce and the public, reduce liability, and ensure compliance with safety regulations. By prioritizing slip, trip, and fall prevention, you can create a safer environment, enhance productivity, and foster a culture of safety.
Contact Us
To learn more about unique municipality risks and how to address them, contact our OneGroup Municipality team.
Matt Maguire, Regional President, North Country at [email protected].
This content is for informational purposes only and not for the purpose of providing professional, financial, medical or legal advice. You should contact your licensed professional to obtain advice with respect to any particular issue or problem. Please refer to your policy contract for any specific information or questions on applicability of coverage.
Please note coverage can not be bound or a claim reported without written acknowledgment from a OneGroup Representative.
A lot of condo owners assume that their association takes care of insurance, in addition to maintenance. But that’s not entirely true, especially when it comes to your belongings and other items within your unit.
What does your condo association cover?
Condominium associations are usually responsible for insurance and upkeep when it comes to building exteriors and communal amenities. Your association probably insures the interior of the building as well, up to and including the walls of your unit.
But what about things inside or attached to those walls? Well, it’s your responsibly to protect those.
Your association probably has “bare walls” coverage, which leaves unit owners like you responsible for all property and fixtures in individual units.
“As built” coverage makes it the owner’s responsibility to insure any upgrades or additions made to the original dwelling.
What’s covered by most condo owners policies
Personal property damaged by storms, accidents, theft or loss
Alternative lodging and required transportation if your condo becomes uninhabitable due to a covered event
Liability protection if you are held financially responsible for loss of or damage to another person’s possessions, or the costs associated with someone else’s injury
What’s not covered by most condo owners policies
Standard maintenance
Wear and tear and associated damage
Effects of termites, insects, birds or rodents
Rust, rot or mold
Liability due to malicious, dishonest, criminal or illegal acts
Upgrade your protection options
The following coverages can be added to your policy by optional endorsement:
Vacant condo coverage for damages that occur in a unit left vacant for 30 consecutive days or more (Time is specific to each policy.)
Floods
Earthquakes
Sewer/septic backups and sump pump backups
Specialized hobby items, fine art or other high-end collections
Home office and from-the-home businesses
Credit theft protection and monitoring
Loss assessment coverage (This helps protect you if you suffer a catastrophe that exceeds the association’s limits.)
What we offer
Customizable coverages, limits and deductibles
Experience with the unique needs of condo owners who must coordinate insurance with condo association coverage
Responsive, friendly claims professionals
Easy claims reporting process and communication with your HOA
Give us a ring
Give us a call to learn more about covering the current gaps in your coverage, so you can enjoy your condo worry-free.
This content is for informational purposes only and not for the purpose of providing professional, financial, medical or legal advice. You should contact your licensed professional to obtain advice with respect to any particular issue or problem. Please refer to your policy contract for any specific information or questions on applicability of coverage.
Please note coverage can not be bound or a claim reported without written acknowledgment from a OneGroup Representative.
Crystalline silica is a common mineral found in the earth’s crust. Sand, stone, concrete and mortar contain crystalline silica.
Glass, pottery, ceramics, bricks and artificial stone are also made with crystalline silica. Crushing, drilling or cutting these minerals creates a superfine dust that people breathe into their lungs. Silica dust exposure can lead to severe health problems or death.
The Occupational Safety and Health Administration (OSHA) estimates that 2.3 million workers are exposed to silica as part of their jobs. Learn more about silica dust and ways to test for and prevent exposure.
Job duties that can cause silica dust exposure
Workers in various industries could be exposed to silica dust in their daily duties. These tasks include:
Abrasive blasting with sand
Sawing brick or concrete
Sanding or drilling into concrete walls
Grinding mortar
Manufacturing or installing brick, concrete blocks, stone countertops or ceramic products
Cutting or crushing stone
Foundry work
Drilling and hydraulic fracturing (aka fracking)
Health dangers caused by crystalline silica dust
Crystalline silica particles are tiny, at least 100 times smaller than beach sand. They might look like dust in the air, but they’re more insidious than that. Your workers could get disabling silica-related diseases if they breathe in silica dust particles, including:
Silicosis: A lung disease caused by inhaling silica particles. Over time, the particles cause inflammation and scarring in the lungs, making breathing difficult. Silicosis causes permanent lung damage.
Lung cancer: A type of cancer that begins in the lungs and can spread to lymph nodes or other parts of the body. It can develop in people with prolonged exposure to harmful substances like silica dust. Even people who have never smoked can develop lung cancer.
Chronic obstructive pulmonary disease (COPD): COPD is an inflammatory lung disease that obstructs airflow, causing symptoms like breathing difficulty, cough, excessive mucus and wheezing. Long-term exposure to air pollutants, like silica dust, can cause COPD.
Kidney disease: OSHA reports that workers exposed to respirable crystalline silica have a higher risk of developing kidney disease. Diseased kidneys filter waste from the body less effectively, and kidney disease can sometimes progress to kidney failure.
Ways to reduce silica dust exposure in the workplace
OSHA’s Respirable Crystalline Silica standard protects workers from exposure to dangerous levels of silica dust. The standard establishes a permissible exposure limit (PEL), or the maximum amount of crystalline silica a worker can be exposed to during an eight-hour shift. The PEL must not exceed 50 micrograms per cubic meter.
The standard also requires employers to prevent workers from being exposed to silica dust. Some of the prevention requirements are:
Exposure control plan
You must create a written exposure control plan. Your plan must identify tasks that increase workers’ silica dust exposure, ways to control exposure or restrict access to hazardous areas, and how you will train your employees.
Engineering controls and exposure control methods
You should use engineering controls such as water, ventilation and work methods to minimize worker exposure.
For example, a concrete drill jig vacuums silica dust as it drills into cement. The two primary components are a special drill bit and a dust collection unit. Unlike traditional drill bits, the drill bit on a concrete drill jig has a hollow center. When you drill into concrete, the bit cuts through the concrete, creating silica dust. The vacuum nozzle connects to an opening at the top of the drill bit shaft where the hollow center begins. The vacuum sucks up the silica dust and deposits it into a container. The hollow bit and vacuum combination prevent silica dust from dispersing into the work environment.
Housekeeping
You should implement good housekeeping practices to prevent the accumulation of silica dust. Prevention can include vacuum dust collection and water delivery systems to cut down on dust. Avoid dry brushing, dry sweeping or using compressed air to clean since it pushes crystalline silica dust into the air, causing an inhalation hazard.
Personal protective equipment (PPE)
Use dust masks and respirators if you can’t engineer out the silica dust exposure at your work site. Have each employee trained and fitted when you use respirators.
Employee training
Train your workers on silica dust risks, including proper PPE and ways to limit their exposure. Tell them about the health effects of silica exposure and the purpose of medical surveillance if their job duties require it.
Work site air sampling and analysis
Test your work site if crystalline silica is in the materials you use. According to OSHA, the maximum allowable amount of breathable crystalline silica in the air spread over an eight-hour total weight average (TWA) is 50 micrograms per cubic meter. Breathing in particles above this permissible exposure limit (PEL) can compromise employee safety and health.
You can assess for silica dust using a personal cyclone sampling device. Cyclones are small, lightweight devices worn on clothing. They pull air through at a specified flow rate and separate dust particles based on size. This allows them to measure the amount of silica in the environment.
You can hire a professional silica testing firm to assess the air for silica dust exposures. If you’re not clear on the monitoring techniques for your industry, a professional testing facility might be your best option. Something as simple as an incorrect flow rate can skew results so it’s important to understand the devices and how to calibrate them.
OSHA’s action level is when the airborne concentration of silica dust is at 25 micrograms per cubic meter using the eight-hour TWA. Exposures at or above this action level trigger requirements for exposure assessments and medical surveillance.
If the most recent exposure assessment reveals employee exposures at or above the action level but below the PEL, you must repeat silica exposure monitoring within six months.
If the most recent exposure assessment reveals employee exposures above the PEL, you must repeat silica exposure monitoring within three months.
Medical surveillance
If dust exposure exceeds OSHA’s action level for 30 or more days each year, you must offer medical exams. The exams must include chest X-rays and lung function tests every three years. Use OSHA’s Appendix B, Medical Surveillance Guidelines to help physicians and licensed health care professionals (PLHCP) understand the medical surveillance provisions of the Respirable Crystalline Silica standard. Appendix B is divided into seven sections:
Section 1: Silica-related diseases, medical and public health responses
Section 2: Components of the medical surveillance program
Section 3: Roles and responsibilities of the PLHCP implementing the program
Section 4: Confidentiality and other considerations
Section 5: Additional resources
Section 6: References used to create the appendix
Section 7: Sample forms for the written medical report for the employee, the written medical opinion for the employer and the written authorization
Recordkeeping
Keep records of employee training, as well as air sampling, silica exposure and medical exam results. Document your findings and the actions you took to reduce silica dust exposure.
Competent person
OSHA requires construction industry employers to designate a competent person to identify existing and predictable silica hazards. This competent person must have the authority to take prompt corrective measures.
Reassessing exposures
You must reassess for silica exposure whenever a change in production, process, equipment, personnel or work practices could result in new or added exposures.
You can read more about the OSHA standard in these publications:
Remember, the ultimate goal of the guidelines is to prevent exposure and protect workers’ health and safety. If you need help with respirable silica dust, contact OSHA’s On-Site Consultation Program for free, confidential assistance. Or hire an industrial hygienist to perform air quality testing and recommend ways to reduce silica dust.
Contact Us
To learn more about the risk of crystalline silica and how to prevent exposure, contact our Risk Management team.
This content is for informational purposes only and not for the purpose of providing professional, financial, medical or legal advice. You should contact your licensed professional to obtain advice with respect to any particular issue or problem. Please refer to your policy contract for any specific information or questions on applicability of coverage.
Please note coverage can not be bound or a claim reported without written acknowledgment from a OneGroup Representative.
The Occupational Safety and Health Administration (OSHA) can justify coming to your business for many reasons, including a random inspection
Understanding your rights and responsibilities, and how to react to a surprise inspection can help with safety operations and save you some anxiety. Use this guide to prepare for an OSHA inspection and evaluate the condition of your safety programs.
What is a random inspection?
A random inspection is simply that: random. Your facility may not have a high injury rate. Your employees may all be happy with you and the working conditions. You may not have any formal safety complaints against you. Still, you could be selected for a random inspection. OSHA occasionally conducts these inspections across industries.
You shouldn’t have much to worry about if you already practice good safety hygiene: protecting your employees from hazards, injuries and illnesses. However, neglecting safety precautions and taking chances could result in citations and fines during a random inspection.
Who conducts OSHA inspections?
Compliance safety and health official (CSHOs) are sometimes known as “compliance officers” or “OSHA inspectors.” CSHOs conduct inspections to ensure employers follow federal and state health and safety regulations. They identify potential workplace hazards, examine equipment and operational procedures, and check documentation and training records. They inspect workplace conditions, interview employees and enforce compliance with OSHA standards. CSHOs also educate employers on how to improve safety.
How OSHA prioritizes inspections
OSHA prioritizes its responses and inspections as follows:
Imminent danger (workers face immediate risk of death or serious harm)
Employee injuries, illnesses, catastrophes or death (incidents have already occurred)
Complaints from workers (not every complaint results in an investigation)
Referrals from federal, state or local agencies
Target industry inspections selected randomly (such as the National Emphasis Programs, which focus on certain hazards and high-risk industries)
Follow-up inspections (to ensure previously identified safety citations have been corrected)
OSHA gives top priority to imminent danger inspections because the employer can still prevent worker injury.
OSHA gives second priority to incidents that have already occurred so they can immediately investigate and prevent further injury.
Complaints, referrals, and targeted and follow-up inspections are conducted in order of importance.
Preparing for a random OSHA inspection
OSHA standards are a bare minimum, not the gold standard. Your safety culture should showcase more than just your compliance. It should demonstrate that you, your people and your workplace are performing well. OSHA wants proof that you comply with its requirements, but its primary purpose is to ensure you’re actively trying to keep workers safe.
If your safety culture is based on meeting compliance alone, you won’t find long-term success. You need your people’s ongoing cooperation, engagement and participation to achieve a thriving health and safety program. OSHA has the right to interview your employees during an inspection. What will a compliance officer discover during these interviews?
Tips to prepare for an OSHA inspection
In no particular order, here are some steps you can take to prepare for a random OSHA inspection:
Assess personal protective equipment
Conducting a personal protective equipment (PPE) risk assessment can help identify hazards within the general workplace and for specialized tasks.
Conduct a job hazard analysis
Conducting a job hazard analysis (JHA) for all the positions at your facility will help you rank and prioritize the hazards. This is known as your hierarchy of controls. It might even reveal hazards you didn’t think of. For example, a few workers might spot weld as part of their duties, but only occasionally. You should account for this in your safety evaluation. Provide welders with PPE, training, and a fire watch (aka spotter) when welding near combustible materials. It’s not a typical job duty, but it requires safety planning.
Develop written safety programs and action plans
Develop a safety action plan for your facility. Once you know what your hazards are and you’ve ranked their priority, you can address your safety planning, A comprehensive safety plan includes written programs like an emergency action plan and hazard communication plan. It also includes documentation such as a chemical inventory list, safety data sheets and recordkeeping.
Evaluate your employee training
Train your employees. A safety program only works if your employees understand the hazards and safety procedures available. Retrain employees periodically and whenever operations change. For example, if you adopt a new way of working or introduce new chemicals, retrain your employees. Informal toolbox talks are an effective way to communicate safety and refresh information from past trainings. It only takes a few minutes at the start of a shift. (Remember to keep records of your toolbox talks and informal on-the-job training so you can prove you’ve done it during an investigation.)
Do a mock safety inspection of your workplace
One of the easiest ways to measure your safety procedures is to do a walk-around inspection of your worksites. Engage all your employees in a mock inspection. Create a safety inspection and assign each member duties for the inspection. Front-line workers have valuable insight into workplace safety improvements. But they’ll only tell you if you allow them to speak openly, without fear of retaliation. Allow them to offer suggestions, participate in walkthrough inspections and help mitigate hazards. Consider assigning employees to sections of the worksite they don’t usually work in. They’ll have a fresh perspective and could catch safety issues that might otherwise go unnoticed.
Talk to an employment lawyer
A seasoned employment lawyer can help you evaluate your safety compliance and what to do in an inspection. Since you’ll only have 15 days to respond to OSHA’s written inspection results, connecting with an employment lawyer you trust before an inspection is best. You’ll have less anxiety knowing you already have someone to call for advice and help sorting out the details if OSHA cites you.
Model behaviors and make safety a part of every workday
Prioritize and model safety. Communicate with your employees. Give them ways to report safety concerns without fear of retaliation. Investigate near-misses and involve workers in the process. Make near-misses and safety mishaps a learning opportunity to advance safety initiatives, not a punishment. Toolbox talks serve as training tools but also allow time for worker questions and team bonding. If you make safety part of the daily routine, it won’t feel as awkward or overwhelming.
Review the safety citations in your industry
Looking into common hazards in your industry can be a learning opportunity. Review OSHA’s Top 10 Most Frequently Cited Standards. Use the list as a guide to identify and correct any items at your workplace. OSHA’s top 10 list is released annually. Many citations hold the top spots year after year. These include fall injuries, hazardous chemical exposures, and uncontrolled energy that causes unexpected machine startups and electrocution.
This repetition signals that employers can do more to protect workers in these areas.
Check other documentation and required postings
Recordkeeping
If you’re required to keep injury and illness records according to OSHA’s injury and illness recordkeeping and reporting requirements, the CSHO will request:
Your Form 300A (posted annually)
All recordable injury and illness logs
All injury and illness documentation going back five years
Don’t include personal information, such as names, in your incident report logs. Instead, anonymize the employee information before you submit it to OSHA. Use terms like “Worker 1” and cross-reference the personal data in separate files.
Posters
You’ll also need to show the compliance officer where you display your OSHA Job Safety and Health: It’s the Law poster.
Review required written safety programs
Write and maintain your written plans as prescribed in the OSHA standards. An internet search will provide tips, lists and templates. OSHA has a Sample Programs resource to help you create written programs for various hazards and industries.
You can combine your written programs into one comprehensive injury and illness prevention program (IIPP). The IIPP must address the OSHA standards that apply to the risks in your industry.
Rehearse your OSHA inspection response plan
Rehearse the OSHA inspection process with your employees. Assign key roles to your employees:
Designate someone to document what the inspector finds. Assign someone to take notes, sample (noise and air quality) and take pictures of everything the OSHA inspector mentions.
Designate people to take immediate corrective action. The CSHO might find simple infractions, like a burned-out light bulb or boxes blocking a walkway. These things are easy to correct, but you don’t want to leave the inspection walkthrough to do them. It’s best to assign a secondary team to remedy minor infractions and document them before the inspector leaves.
Designate an employee representative. If you have a union or human resources representative, make them part of the inspection. Inspectors can interview random employees. Employees have the right to talk to the inspector alone or request that a union representative be present. (It is up to the employee to decide.)
Designate a company representative. A manager should attend the inspection walkthrough and all meetings. A safety director or upper management is preferable. They should understand the OSHA standards that apply to your organization and have access to training records, injury and illness logs, and other information documentation.
Read the inspection letter. Make sure everyone on your team knows how to read an OSHA inspection letter. You team should stick to the areas the CSHO has requested to see. Don’t deviate from those areas. If you willingly allow access to areas of your business that aren’t on the inspection list, a CSHO can comment or cite what they find or see.
Rehearse appropriate responses. If a CSHO finds violations during the inspection, do not admit fault or over-explain. Simply take notes and acknowledge what the CSHO says. Tell your corrective action team to remedy the violations immediately, if possible.
If a CSHO comes to your business
A surprise inspection can be stressful, but you should never react angrily. Always be polite.
Ask to see their badge and identification number. Call the number of your state or federal OSHA office to check their credentials, including their name and badge ID. Scams involving people impersonating a CSHO have happened. (Don’t rely on the contact number on the back of the badge in case it’s a fraud.)
Usher the CSHO to a conference room or another area separate from your general work areas. Remember, any area you show them could end up in a report.
Gather your team. The CSHO will explain the reason for the inspection and the areas and documents they will inspect at the opening meeting.
Only produce the documents they request to review while on site, which may include:
Incident and injury logs and summaries
OSHA poster
Training records (five years)
Written safety programs (emergency action plan, hazard communication plan, etc.)
Safety data sheets
Chemical inventory
Medical surveillance programs and records (hearing tests, X-rays, blood samples, respirator fit tests, etc.)
Be careful about disclosing sensitive information. Remember to redact Social Security numbers and other personally identifiable information from employee records and inform the CSHO you’ve done so.
The hidden benefits of safety self-audits and inspection preparation
A massive benefit to preparing for an OSHA inspection is that you’ll increase your ability to identify hazards in the workplace. You’ll have methods to correct them before they cause an incident. You’ll gain staff buy-in that safety’s important because they’ll see you take safety seriously. Your modeled behaviors will set the pace for health and safety.
Soon, safety and wellness will be a natural part of every workday. Your workers will automatically think about safety and take action when they see unsafe behaviors. They’ll follow safe work practices and watch for safety. That’s the true purpose of OSHA: to ensure every worker gets home safely.
Contact Us
For more information please contact Matt Maguire, Regional President, North Country at [email protected], or Todd Goodman, Risk Management Consultant at [email protected].
This content is for informational purposes only and not for the purpose of providing professional, financial, medical or legal advice. You should contact your licensed professional to obtain advice with respect to any particular issue or problem. Please refer to your policy contract for any specific information or questions on applicability of coverage.
Please note coverage can not be bound or a claim reported without written acknowledgment from a OneGroup Representative.
A Texas court blocked the FTC’s noncompete ban, while New York enacted a law to protect freelance workers.
FTC Noncompete Ban Injunction
On August 20, 2024, the U.S. District Court for the Northern District of Texas issued a nationwide injunction blocking the Federal Trade Commission’s (FTC) final rule banning noncompete agreements. Read more here.
The rule, which was set to take effect on September 4, 2024, would have prohibited most non-compete clauses with limited exceptions for senior executives and business sales. The court ruled that the FTC lacked the authority to enforce such a ban.
As a result, the FTC’s final rule will not go into effect on September 4, 2024, and employers currently do not need to comply with its requirements.
On August 28, 2024, New York State enacted the “Freelance Isn’t Free” Act, adding Article 44-A to the General Business Law. The new law provides additional protections to freelance workers in New York State.
The law defines “freelance worker” as any natural person or organization composed of no more than one natural person, whether or not incorporated or employing a trade name, that is hired or retained as an independent contractor by a hiring party to provide services in exchange for an amount equal to or greater than $800, either by itself or when aggregated with all contracts for services between the same hiring party and freelance worker during the immediately preceding 120 days. “Freelance worker” does not include:
“construction contractors,” as defined in the Freelance Isn’t Free Act.
The law defines “hiring party” as any person or entity (other than a federal, state, or municipal governmental agency or authority) that retains a freelance worker to provide any service. Employers who utilize freelance workers are now required to put a contract in place between themselves and the freelancer. The contract must include:
An itemized list of services to be provided, and the value of those services.
The rate and method of payment.
The payment due date, which must be no later than 30 days after the completion of services.
The date the freelance worker must provide the employer with a list of services rendered under the contract.
A copy of the contract must be provided to the freelance worker, and employers must retain their own copy for at least six years. The NYS Department of Labor has developed a model contract that employers can use to meet the Act’s requirements.
Freelance workers who believe their rights have been violated may now file a complaint with the New York State Attorney General.
This content is for informational purposes only and not for the purpose of providing professional, financial, medical or legal advice. You should contact your licensed professional to obtain advice with respect to any particular issue or problem. Please refer to your policy contract for any specific information or questions on applicability of coverage.
Please note coverage can not be bound or a claim reported without written acknowledgment from a OneGroup Representative.
Open enrollment can be overwhelming. Employees are expected to learn about new benefit options, budget for the cost of coverage, and make the best decision for themselves and their families in a relatively short period of time.
Here are five strategies to help make the open enrollment season less stressful for you and your employees.
1. Start early: Don’t wait until open enrollment to let employees know what’s coming. Tell employees several weeks ahead of time what changes are being made to existing plan options and detail new plans for the upcoming year. This gives employees time to consider their choices and ask questions.
2. Keep it simple: Insurance can be confusing with its associated acronyms and technical jargon. Keep open enrollment materials simple, especially when talking about health care. Highlight changes to the benefit offerings and clearly identify plan features like preventive care, telemedicine and prescription drug coverage. This makes it easier for employees to find information quickly and helps them feel more confident when choosing their options.
3. Communicate, communicate, communicate: Talking about benefits should happen year-round. Make it easy for employees to find information like benefit summaries, highlight sheets, calculators and plan updates. Consider a monthly newsletter or blog about your benefit plans and what they cover.
When open enrollment begins, supplement existing information with the details employees need to make their elections for the new plan year. Choose more than one form of communication:
Hold employee meetings.
Send emails.
Provide materials employees can take home to review.
Assign a point person who can answer questions.
The more access employees have to information, the more empowered they will feel in their decision-making process.
4. Make resources available: When it comes to finding benefit resources, many employees need help. Provide them with links to insurance carrier sites and directions on how to register. Offer additional online tools like calculators for health savings accounts and videos on health care basics.
Give employees the option to talk with your benefits broker or someone in the human resources department dedicated to answering open enrollment questions. Be prepared to support employees as they determine what information they need to make timely benefit decisions.
5. Consider technology options: Using an online enrollment platform can save time and increase accuracy while ensuring employees’ information remains secure. It can also provide personalized options for each employee, show the exact cost of the benefit, and display total compensation information. You won’t have to worry about collecting forms or keeping track of what’s missing. The system reminds employees who haven’t made open enrollment elections and can generate reports needed for compliance.
Open enrollment can play a large role in the success of your employee benefits plan. With these five easy steps, you can set the stage for a worry-free enrollment period by engaging employees in the process and giving them the tools they need to make the most of their benefits throughout the year.
More information is available
For additional information on how to help your employees during open enrollment, contact our Employee Benefits team.
This content is for informational purposes only, should not be considered professional, financial, medical or legal advice, and no representations or warranties are made regarding its accuracy, timeliness or currency. With all information, consult with appropriate licensed professionals to determine if implementing any recommendations would be in accordance with applicable laws and regulations or to obtain advice with respect to any particular issue or problem.
Every worker has the right to a reasonably safe workplace.
Understanding workplace first aid kit requirements and using a checklist is an important way to protect your employees and stay compliant with Occupational Safety and Health Administration (OSHA) requirements.
No matter what type of work is being performed, OSHA’s standard on medical services and first aid requires a person or people to be trained in first aid, with “adequate first aid supplies…readily available” when there isn’t an infirmary, clinic or hospital within a very short (three- to four-minute) drive.
Minimum safety standards
Unless your company is a logging operation, OSHA’s legal standards do not require specific first aid materials. Instead, OSHA has referenced the American National Standards Institute’s (ANSI) and International Safety Equipment Association’s (ISEA) criteria to provide guidelines for employers.
The number and type of safety kits required at your workplace depends on the number of employees you have, the business layout/location, and the likelihood for serious injury. A low-risk office complex, for example, will require fewer on-hand materials than a high-risk industrial factory.
Class A (common workplace injuries) first aid kit requirements
Common workplace injuries are minor cuts, abrasions, or sprains. Class A kits are ideal for offices or warehouses with light assembly/packaging.
For low-risk environments, here are some general guidelines:
Small-size kit for fewer than 25 employees
Medium-size kit for 25 to 99 employees
Large-size kit for every 100 employees
The minimum recommended materials include:
Adhesive bandages, 1″ x 3″ (16 total)
Adhesive tape, 2.5 yards (one roll)
Antibiotic treatments/creams, 1/57 oz. or 0.5 g (10 total)
Antiseptic, 0.14 oz. or 0.5 g (10 applications)
Bandage roll, 2″ x 4 yards (one roll)
Breathing barrier (one total)
Burn dressing, gel-soaked, 4” x 4” pad (one total)
Burn treatments/creams, 1/32 oz. or .9 g (10 total)
Cold pack (one total)
Eye coverings, with means of attachment (two total)
Eye/skin wash, 1 oz. (one total)
Exam gloves (two pair)
First aid guide
Hand sanitizer, .9 g (six total)
Scissors (one pair)
Sterile pad, 3″ x 3″ (two total)
Trauma pad, 5″ x 9″ (two total)
Triangular bandage, 40″ x 40″ x 56″ (one bandage)
Class B (complex workplace injuries) first-aid-kit requirements
Complex injuries occur in high-risk environments like industrial manufacturing or fabrication facilities.
For Class B environments, here are some general guidelines:
Small-size kit for fewer than 5 employees
Medium-size kit for 5 to 24 employees
Large-size kit for every 25 employees
The minimum recommended materials include:
Adhesive bandages, 1″ x 3″ (50 total)
Adhesive tape 2.5 yards (two rolls)
Antibiotic treatments/creams, 1/57 oz. or 0.5 g (25 total)
Antiseptic applications/creams, 1/57 oz. or 0.5 g (50 total)
Bandage roll, 2″ x 4 yards (two rolls)
Bandage roll, 4″ x 4 yards (one roll)
Breathing barrier (one total)
Burn dressings, gel soaked, 4” x 4” pad (two total)
Burn treatments/creams, 1/32 oz. or .9 g (25 total)
Cold packs (two total)
Eye coverings, with means of attachment (two total)
Eye/skin wash, 4 oz. (one total)
Exam gloves (four pairs)
First aid guide
Hand sanitizer, .9 grams (10 total)
Scissors (one pair)
Splint, minimum size of 4″ x 24″ (one total)
Sterile pad, 3″ x 3″ (four total)
Tourniquet
Trauma pad, 5″ x 9″ (four total)
Triangular bandages, 40″ x 40″ x 56″ (two total)
Location of first-aid kits
Per OSHA regulations, first aid supplies should be easily accessible and in “near proximity” to workplaces. This means a first aid care provider shouldn’t have to travel through several doorways, hallways, and/or stairwells to reach the supplies.
OSHA interprets “near proximity” to mean that emergency care/supplies should be no more than three to four minutes from the workplace location. This interpretation has been supported by both the Occupational Safety and Health Review Commission and federal courts.
Additional first-aid capabilities
OSHA also doesn’t specify a particular program or skill level for first aid training courses. However, it does recommend training should address workplace hazards, life-saving skills, responding to non-life-threatening emergencies (wounds and burns), and CPR training (cardiopulmonary resuscitation, when breathing and the heart have stopped).
Cardiac arrest is a risk at all workplaces no matter what type of work is performed. While OSHA does not require Automated External Defibrillators, you should consider purchasing one or more, depending on the size of your workplace. Employees should be trained in their use.
Contact us
Contact our Risk Management team to learn more about how to maintain safety standards.
This content is for informational purposes only and not for the purpose of providing professional, financial, medical or legal advice. You should contact your licensed professional to obtain advice with respect to any particular issue or problem. Please refer to your policy contract for any specific information or questions on applicability of coverage.
Please note coverage can not be bound or a claim reported without written acknowledgment from a OneGroup Representative.
When an employee is working under the influence of alcohol or drugs, their performance may be diminished, they may be more prone to error and the odds of them being involved in a workplace accident or injury increase.
Substance abuse can also lead to attendance issues and decreased morale, impacting the productivity of your entire team.
To prevent drugs and alcohol from affecting your workplace, it’s important to train supervisors and managers on:
How to spot behavior that might indicate inebriation or addiction
Their role in enforcing the organization’s drug and alcohol policy
How to document issues related to performance and conduct in an objective and concise way
How to counsel employees in a confidential and caring manner so they feel supported and are aware of any employee assistance program (EAP) resources that may be available
Federal, state and local labor laws, including the Americans with Disabilities Act (ADA), Family and Medical Leave Act and National Labor Relations Act.
SAMHSA recommendations
The Substance Abuse and Mental Health Services Administration (SAMHSA), which is part of the Department of Health and Human Services, provides guidance on developing substance abuse training for supervisors. Its primary goal is to help supervisors understand their role in enforcing the organization’s drug and alcohol policy.
SAMHSA’s suggestions for building out a comprehensive supervisor training program include:
Educating supervisors and managers on the organization’s drug-free workplace policy. Make sure they aren’t just reading the policy. They should understand its practical impact and be committed to enforcing it.
Making sure they are aware of any collective bargaining agreement or federal, state or local law concerning prescription drug use that may apply.
Teaching them to spot questionable conduct. Supervisors and managers are often an organization’s first line of defense when it comes to performance and attendance issues. Therefore, they need to know how to recognize questionable behavior as it comes up so the situation doesn’t morph into a serious problem that jeopardizes workplace safety or productivity. This includes going over scenarios that illustrate:
Changes in performance or attendance
Changes in appearance
Changes in attitude or mood swings
Withdrawing from interactions with coworkers, customers or clients
Sleeping on the job
Inability to concentrate
Getting defensive when questioned
Training them on how to draft objective, detailed and iron-clad employee documentation to identify performance and conduct issues. In cases of substance abuse, an employee may habitually call out sick, arrive late to work or leave work early without advance notice. It’s important to impress upon supervisors and managers that the key is to focus on workplace policies and standards that aren’t being followed (for example, if the employee handbook requires employees to notify their supervisor in advance if they will be late to work). Also, educate managers on why they should avoid inserting opinions or making conclusory statements in their notes. Their job is to document the facts.
Evaluating how well their documentation stands up to critique. This includes whether the documentation:
Addresses the employee’s strengths
Specifically describes the job performance or conduct issue
Has been provided to the employee, so it’s not a surprise that they’re being written up
Specifies how to rectify performance or attendance issues
Outlines how to go about getting an EAP referral should they decide to seek help
Identifies time frames for:
Improving performance once the employee is on notice that there’s an issue
A follow-up meeting to discuss progress
Making sure they don’t sweep concerning behavior under the rug or make excuses for misconduct. If an employee has a conduct or performance issue that could be related to substance abuse, the supervisor could reach out to an EAP for direction. The program can help guide them in conducting a constructive assessment of the situation.
Training supervisors on how to act in a caring and supportive manner when an employee is assimilating back to work following a period of recovery. Recovery from substance use issues may have ups and downs, and the ability to maintain sobriety can be improved if the employee feels a connection to their supervisor.
While these are the core recommendations that should be addressed in any training program, SAMHSA notes that a successful program should be customized to fit the unique characteristics of your workplace and employees.
Address ADA-related issues in the training
The Equal Employment Opportunity Commission (EEOC) outlines some key points about the ADA that supervisors and managers should be aware of as they navigate substance abuse in the workplace. For instance, be sure to train supervisors and managers on the following information:
It’s perfectly legal to hold employees with substance use issues to the same performance and conduct standards as other employees. “Poor job performance or unsatisfactory behavior — such as absenteeism, tardiness, insubordination, or on-the-job accidents — related to an employee’s alcoholism or illegal use of drugs need not be tolerated if similar performance or conduct would not be acceptable for other employees,” the EEOC notes.
It’s an ADA violation to reprimand an employee with an addiction for being late when their tardiness is comparable to other workers who do not suffer from addiction, and there is no direct evidence linking their attendance issues to their addiction. This underscores the importance of ensuring supervisors don’t hold certain employees to a higher standard than similarly situated employees.
The ADA permits discipline for violations of workplace policies barring illegal drug use and alcohol in the workplace. Still, discipline must be administered evenhandedly with respect to all employees who commit the same or similar infractions.
It’s acceptable to suggest an employee reach out to an EAP in lieu of or in addition to discipline. However, employers are not required to provide EAPs or offer rehabilitation in lieu of discipline. If a supervisor settles on discipline only, that is permissible.
If an employee discloses for the first time during a reprimand that they have a drug or alcohol problem, the discipline still stands if they’ve violated “a uniformly-applied conduct rule.” If termination is warranted for the offense, there’s no need for a supervisor to further discuss their purported disability or any request for accommodation they may make. The ADA does not cover cases where employee misconduct is due to illegal drug use.
If the poor performance or conduct is attributed to alcoholism, a reasonable accommodation may be owed, so long as the employee hasn’t committed an immediately terminable offense.
Supervisors are not required to offer last chances to employees with an alcohol or drug addiction when the misconduct is a direct result of their addiction.
It’s important to thoroughly train supervisors and managers on these parameters to ensure ADA compliance. It’s equally important to educate them on other state or local laws that may afford greater protections to employees. The bottom line: Give supervisors and managers real-life examples of the actions they may take when dealing with an employee they suspect is abusing drugs or alcohol. Teach them about the specific laws that apply to your organization and industry and what they need to do to comply.
Determine if reasonable suspicion training is required by law
Certain industries must conduct reasonable suspicion training for supervisors who manage employees in safety-sensitive roles. This training teaches supervisors to identify signs and circumstances that may indicate drug and alcohol abuse. Industries subject to reasonable suspicion training include, for example, those subject to Department of Transportation (DOT) regulations.
J.J. Keller & Associates, a workplace safety training company, recommends that training covers:
How applicable regulations may impact reasonable suspicion testing
How to spot signs of on-the-job alcohol and drug use
How to proceed at each of the five stages of the reasonable suspicion process (observation, confirmation, documentation, confrontation and testing)
Many of the concepts covered in mandatory DOT training may be useful for organizations outside of covered industries, too. Consider referring to reasonable suspicion training when training supervisors and managers on evaluating whether they have reasonable grounds for suspecting someone of drug or alcohol use on the job.
Supervisors walk a fine line
You want supervisors and managers to be able to confidently address situations where they suspect an employee is abusing drugs or alcohol. But you don’t want them going rogue and making determinations that aren’t backed up by objective facts.
When all the training is said and done, regularly remind supervisors and managers of the importance of maintaining detailed, objective records. And make sure they aren’t rushing to judgment or disciplinary action simply because an employee is acting as though they may be impaired.
Help them understand what they can and can’t say to coworkers about an employee suspected of being impaired on the job. Supervisors should address these concerns directly with the employee in question in a private setting.
Finally, remind supervisors and managers to apply policies in a fair and evenhanded manner. If a supervisor singles out one employee over suspected substance abuse but not others exhibiting the same behaviors or infractions, they could expose the organization to a discrimination claim. Let them know that human resources (HR) and legal counsel are available to help, so they don’t feel the need to navigate these murky issues alone. The sooner HR knows about a situation involving suspected substance abuse, the better.
This content is for informational purposes only and not for the purpose of providing professional, financial, medical or legal advice. You should contact your licensed professional to obtain advice with respect to any particular issue or problem. Please refer to your policy contract for any specific information or questions on applicability of coverage.
Please note coverage can not be bound or a claim reported without written acknowledgment from a OneGroup Representative.
Insights from Our Recent Personal Insurance Webinar
In our recent Personal Insurance 101 webinar, our insurance professionals David Weaver and Kimberly Hendrick provided valuable information on insurance for personal assets, such as home, auto, and umbrella insurance.
Some main takeaways from their discussion include:
The insurance industry is facing increased rates and stricter underwriting procedures, causing difficulty in finding a policy that is right for home and auto owners.
Some insurance carriers are exiting the market or tightening their approval procedures, which limits insurance options.
Some insurance carriers are increasing deductible amounts to save on premiums. If you decide to increase the deductible, ensuring that it is a feasible amount to pay is crucial.
You may be able to obtain decent rates and discounts for updating safety features on your property, such as water sensors, security devices, and safety training courses.
Umbrella insurance is a great option to cover liability losses that may exceed the limits of your primary insurance. This comes into play in the event of a claim with severe injuries or damages.
Endorsements on primary insurance can cover many damage-causing events relevant to the property and save thousands of dollars. Examples of endorsements include, but are not limited to, water backup and sump pump overflow, equipment breakdown, underground utility line coverage, and identity fraud coverage.
Catastrophic losses, such as damage from tornadoes and hurricanes can be classified as “get-one-free” events, or “one free pass”, which don’t typically impact your future insurability. Review your policy for specifics on catastrophic loss coverage.
If you have any questions, or would like to review your personal insurance policy, please don’t hesitate to contact our team.
This content is for informational purposes only and not for the purpose of providing professional, financial, medical or legal advice. You should contact your licensed professional to obtain advice with respect to any particular issue or problem. Please refer to your policy contract for any specific information or questions on applicability of coverage.
Please note coverage can not be bound or a claim reported without written acknowledgment from a OneGroup Representative.
Stress, anxiety, depression, burnout and other mental health conditions are challenging workplaces across regions and industries.
More than 50 million Americans are dealing with a mental illness, according to the nonprofit Mental Health America. And 34% of employees report declining mental health, notes the human resources association SHRM.
Making matters worse is a lack of connection to mental health services. Mental Health America reports nearly 30% of adults cannot access the mental health care they need.
Accessibility issues
Many employers are trying to add in-network mental health services and providers. But a shortage of mental health care providers means inaccessibility will likely remain a significant challenge.
Wait times for mental health providers can range from days to months. Employee Benefit News reports many providers are so busy they aren’t accepting new patients. The scarcity of providers means some employees can’t access treatment at all or experience worsening mental health conditions due to delayed care.
An additional challenge is that the first available mental health care provider may not be the right match for an employee. Patients need to feel a strong, comfortable connection with the provider. This is especially true for counselors, therapists and psychiatrists. According to Employee Benefit News, it often takes patients two or three attempts to find the right therapist.
Despite these challenges, there are strategies to help your employees get the care they need. And there turn on investment can be substantial, notes SHRM. Returns include:
Improved attendance, engagement and productivity
Reduced rates of stress and related chronic conditions
Increased employee retention and job satisfaction
How employers can help
There isn’t a single answer to accessibility issues in mental health care. But these eight strategies can help you understand employee needs, identify potential solutions and increase pathways to mental health treatment.
Frequent communication
Communicating regularly about workplace mental health can normalize the issues your employees face. It can also increase the usage of your existing mental health benefits.
Mental health affects every aspect of life and work. Organizations are increasingly including mental health resources in various employee communications to reflect this breadth of mental health needs.
Don’t limit messaging to communications during open enrollment and employee onboarding. Instead, reinforce mental health benefits when communicating about other aspects of your organization, including new business developments, growths or reductions in your workforce, productivity and sales benchmarks, and more.
Frequent communication encourages employees to discuss their challenges and helps them find solutions. As you communicate, address differences that can occur among different genders and races.
SHRM notes that 70% of women value mental health benefits, compared with 49% of men. Yet men are over 3.5 times more likely to die by suicide. Social and cultural norms may dissuade men from discussing or seeking mental health treatment.
These disparities are also seen in different racial groups. SHRM notes that a lack of diversity among healthcare providers may explain lower rates of nonwhite employees seeking mental health treatment.
To overcome hesitation among employee groups not seeking treatment, communicate the importance of diversity in mental health providers and treatment options. Securing providers with similar traits, backgrounds and experiences to those of your employees can help bridge gaps in access.
Employee surveys
Ask employees about their mental health needs. Anonymous surveys can reveal mental health challenges in your workforce.
Surveys can also pinpoint challenges related to access or affordability. Employee insights can lead to two immediate actions:
If your current benefits align with employee needs, increase your communications and direct employees to these resources.
If you uncover unmet needs, strategize with your broker or benefits adviser to address gaps in mental health benefits.
Care integration
Integrate mental health treatment with primary care. Encourage transparency between employees and their doctors. And reduce barriers to referrals and appointments with mental health professionals.
Transparency is important because primary care doctors don’t always need to refer patients for mental health needs. SHRM notes that primary care clinics can address many mental health conditions, including stress and anxiety disorders, eating disorders and attention-deficit/hyperactivity disorder.
Employee assistance program
Promote the mental health benefits within your employee assistance program (EAP). EAPs provide confidential resources at no cost to employees. They typically connect employees to mental health counselors trained to meet their needs.
Many EAPs provide three to six counseling sessions for free. They can also connect employees to additional mental health care providers if they need further treatment.
Despite these resources, EAPs are often underutilized. Regular messaging can normalize and promote EAP usage.
Community care
Remind employees about community-based care options. For example, SHRM reports that walk-inMinuteClinics at CVS Health offer nurse practitioners who can assess patients for anxiety, depression and other mental health challenges. Some clinics also provide social workers to address health issues or connect patients to specialists.
Virtual care
Virtual care options can reduce waiting times to speak to a mental health provider. Telehealth increases access to providers beyond employees’ geographic locations, often at a lower cost than in-office visits.
In addition, virtual pharmacies may offer prescription drugs at lower prices. These savings can increase medication access and adherence for those facing financial challenges. Virtual pharmacies often provide online access, refill reminders and free delivery. Pharmacists can consult with employees by phone or video.
Plan navigation
Your carrier may have plan navigators to help employees locate potential providers and schedule appointments. This service can be vital for individuals facing depression and anxiety because it removes roadblocks to care. For example, a navigator may be better equipped to pursue multiple options if the first provider is not seeing new patients.
Some carriers have mental health care case managers who follow up with patients facing more severe mental health challenges. Case managers typically check in following emergency room visits, inpatient treatment or new prescription medications.
Online resources
Mental health apps provide another avenue for treatment. Free or subsidized apps can offer employees valuable tools and resources. Examples include self-guided mental health assessments and cognitive behavioral therapy.
In addition, insurance carriers often provide their own apps to improve the patient experience and connect employees to in-network providers. Carrier apps are another option for reducing financial and accessibility issues.
More information is available
For additional information on mental health benefits, contact our Employee Benefits team. They can help you explore mental health trends, identify employee needs and examine solutions.
This content is for informational purposes only, should not be considered professional, financial, medical or legal advice, and no representations or warranties are made regarding its accuracy, timeliness or currency. With all information, consult with appropriate licensed professionals to determine if implementing any recommendations would be in accordance with applicable laws and regulations or to obtain advice with respect to any particular issue or problem.
