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  • Every year brings new opportunities. Unfortunately, time can usher in big changes that can leave businesses scrambling. Over time, new legislation can leave your company open to legal problems if you don’t take appropriate action. Fortunately, there is one key tool you can use to protect your business – a good employee handbook. 

    There’s more to a handbook than just basic information for new hires. This document acts as an important compliance document for your business that shares you and your employees’ rights and obligations. Unfortunately, it can be easy to let your handbook become outdated – and an outdated handbook is a serious problem for any business. As time goes on, it’s important to make sure that your handbook evolves as new laws go into effect. Here are five parts of your handbook that you should update (or create if you don’t have one already)..

    Image of a small business owner making handbook updates in 2018.

    Sexual Harassment

    Every handbook should cover sexual harassment, but you should look at ways that you can further enhance your anti-harassment policy to double down on how sexual harassment is unacceptable in the workplace. The Society for Human Resource Management (SHRM) offered up recommendations for updating your handbook’s anti-harassment policy. They suggest that your handbook includes definitions and examples of the two types of sexual harassment: 

    • Quid pro quo, in which someone demands sexual favors in exchange for certain benefits or to avoid negative outcomes
    • Hostile work environment, in which harassment is so severe and prevalent that it creates an environment that negatively impacts an employee

    Not only should you include information on what is and isn’t acceptable, but you’ll also want to have a policy in place to let employees know multiple methods for reporting incidents. There may also be specific compliance requirements depending on your state, so make sure to evaluate your local sexual harassment training requirements to ensure that your policies are up to date with the latest regulations.

    Social Media

    According to SHRM, federal organizations like the Department of Labor (DOL) and the National Labor Relations Board (NLRB) started making changes to limit workers’ rights when it comes to social media policies. According to SHRM, one big factor for this trend was that the NLRB “overruled a prior decision that placed limits on employer handbook policies that could be “reasonably construed” by workers to limit their right to engage in protected concerted activity.” 

    While this trend is favorable for employers, it’s still very important to have a section on social media to make it clear where you stand for your employees (and for any instances where you need to act on your policy. This includes details on the following:

    • Confidentiality and privacy of company information
    • Your employees’ identities online
    • Limitations on online publications
    • Creating and managing content

    Parental Leave

    If your business doesn’t have a policy on parental leave, you may want to change that. Businesses with at least 50 employees are already affected by FMLA, which allows eligible employees to take parental leave. Even if you don’t hit the 50-employee threshold, more states have parental leave laws, such as New York, California, and New Jersey.

    The other important factor to consider is that even if your business isn’t in a state that requires paid parental leave, it can be a very attractive benefit for both your current and potential employees. According to the Harvard Business Review, 42 percent of employees would consider choosing a job that offered paid parental leave over one with a higher salary or hourly rate. Of course, these policies need to be clearly laid out in your handbook. Make sure your policy is specific about your plan’s details, including:

    • Who is eligible for parental leave
    • How long the leave can or will last
    • How compensation works
    • When requests for leave must be made
    • Timelines for when leave can be taken
    • How termination affects parental leave

    Medical Marijuana

    For years, medical marijuana has been subject to ongoing legal discussions and reviews, which may mean that additional handbook updates are a part of your future. Legal shifts can put business leaders in a bind if they don’t have clear drug policies in their handbook about how to handle testing and medicinal use. This is also complicated by the fact that marijuana laws can differ greatly between states. It’s important to pay attention to any changes to your local marijuana laws so that you can adapt your company policy if necessary. In terms of your handbook, consider adding info on the following:

    • Instituting a drug-free workplace policy
    • Outline a drug testing policy pending local laws
    • Discipline standards

    Update Your Employee Handbook to Prepare Your Business for the Future

    If you think keeping your employee handbook up to date is a lot of work, you’re right. Creating and maintaining a comprehensive document of policies requires collaboration between business leadership and both legal and HR experts. As the owner of a small business, those responsibilities may fall to you if you don’t have help.

    Want to talk to an expert about your handbook and other risk management strategies to help protect your business and save you time. Contact GMS today to learn more.

  • Summer is on the horizon, which means that heat waves, overheating, and heat exhaustion will be more common for companies and employees working outdoors. According to the Occupational Safety and Health Administration (OSHA), dozens of workers die and thousands more become ill while working in hot temperatures or humid conditions.  

    While you can’t control the temperature, you can take measures to protect your employees from heat stroke and other serious health issues. It’s important to update your heat illness prevention strategies and develop a plan to help ensure the health and safety of your employees. Navigate the heat this summer by following these safety tips. 

    1. Know the Signs 

    To keep your employees safe from the high temperatures, educate them on how to identify signs of heat-related illness. Among the most common illnesses are heat stroke and heat exhaustion.  

    The following are symptoms of heat stroke: 

    • Flushed skin 
    • Rapid breathing 
    • Headache 
    • Confusion 
    • Nausea 

    Keep your eyes out for the following heat exhaustion symptoms: 

    • Cool, moist skin with goose bumps when in the heat 
    • Heavy sweating 
    • Paleness 
    • Dizziness 
    • Headache 
    • Faintness 
    • Muscle cramps 

    If one of your employees or co-workers exhibits these symptoms, it’s best to get them in the shade or indoors if possible. The Mayo Clinic also recommends removing the individual’s excess clothing, cooling them off with a cold towel or applying ice packs to their neck, head, and under their arms. If these symptoms persist, consider calling 911 or EMT services.  

    2. Be Aware of Risk Factors  

    While working in the summer heat can be dangerous for anyone, but there are various factors that increase the risk of experiencing a heat-related illness. Read further to understand more about these risk factors. 

    Age 

    Individuals over 65 have a less responsive nervous system, making working in hotter environments more difficult since they can’t regulate body temperature as well. Be aware of your employees’ ages and their health as you schedule them for hotter days or certain assignments. 

    Certain medications and health conditions 

    There are specific medications that impact your body’s ability to stay hydrated and regulate body temperature. Have your employees consult their doctors to see if any of their medications will put them at greater risk for heat exhaustion or heat stroke. Having a history of heatstroke, being overweight, or having heart or lung disease also puts workers at risk.  

    High intensity activity 

    Completing a high-intensity activity in the heat puts workers at greater risk for developing a heat-related illness. Scheduling consistent breaks, providing fans, and water stations are great ways to break up the day and reduce exposure to the sun and heat.  

    3. Dress for the Summer 

    Appropriate attire can help workers stay cool in the summer. If possible, let employees wear loose, light-colored clothing as dark-colored apparel attracts heat, making it easier to overheat. You can also protect your employees from the sun by providing hats and other protective headgear. A little sunscreen also goes a long way toward preventing sunburn. 

    4. Encourage Hydration 

    One way to prevent a heat-related illness is through hydration. By setting up a water station in a section of shade, you can help workers cool down and stay hydrated. It’s also important to set up regular water breaks so that employees have a designated time to rest. On long, sweaty days, providing sports drinks can help workers replenish their electrolytes.  

    5. Develop Risk Management Strategies

    The safety and well-being of your employees is a big responsibility, especially when the weather threatens their health. While educating your employees is a great way to limit the risk of heat exhaustion or heat stroke, many other heat-related risks can occur and fall through the cracks. One way to help protect your employees and your business is to invest in risk management.  

    Group Management Services and Heat Safety 

    A certified professional employer organization (CPEO) like Group Management Services (GMS) can provide your business with the resources and assistance needed to strengthen your safety policies and protect your employees. Our team of experts can help develop safety programs, write safety guidelines, provide onsite consulting, and more. Implementing these safety strategies will protect your employees’ health and safeguard your business from productivity loss, employee injury, and costly workers’ compensation claims. Contact GMS today to talk to one of our risk management experts about how we can help make your business a safer place this summer. 

  • A handful of GMS employees were honored to sponsor and participate in the 3rd Annual Rezod Construction Golf Outing, raising funds for Constructions Angels. It was heartbreaking to hear some stories from Construction Angels, but there was a sense of comfort in knowing an organization exists to help families on the back end of a work-site fatality and that there are ways that businesses can reduce workplace risks.

    Constructions workers working in a safe worksite of a businesses investing in risk management services.

    The Construction Angels Plan

    There are 14 fatalities each day in the United States in the construction industry. Construction Angels is a national non-profit organization created to facilitate access to financial services for immediate surviving family members of a construction worker who has lost his or her life while working on a job site. Founder Kristi Ronyak came from a family that was involved in the construction world and found herself in the same industry, but in a different capacity. Construction Angels is currently present in Florida (where it was established), Georgia, Ohio, and Michigan, but it continues to grow nationally. 

    REZOD’s Involvement

    When Rezod President Rich Mason found out about Construction Angels, he wanted to support the cause and help extend its presence in the state. Mason, and several employees at Rezod, have seen worksite claims and worked closely with GMS on risk management. Through the use of safety programs and risk specialists at GMS, Rezod has successfully worked to minimize exposure on each and every job and make safety part of the company’s culture. 

    GMS and the Construction Industry

    Currently, GMS has around 1,300 clients. Of those clients, 23 percent are in the construction industry. According to OSHA, there were 5,190 fatalities on the job in 2016, 991 or 21.1 percent of which were in construction. These stats show how significant it is to make safety a top priority. Construction Angels has done great work to aid these families after these tragic events, but we all have the same goal in working to address these safety issues on the forefront to minimize the risk of these events ever taking place. 

    What You Can Do to Manage Risk

    By working with GMS’ safety department, along with our HR and risk management specialists, companies can minimize exposure in the workplace and protect their most valuable assets. You can never predict the future, so it’s vital to ensure that your risk is under control each and every day. Contact GMS to see how we can help make your business simpler, safer and stronger.

  • What do you do when a worker gets injured on the job? It’s important to make sure your employees are protected in the case of a job-related injury, while also making sure that your business is protected. 

    Every company is susceptible to workplace injuries. In 2017, the U.S. Bureau of Labor Statistics reported about 2.8 million nonfatal workplace injuries, ranging from slips, trips, and falls to muscle strains.

    As an employer, finding ways to contain costs in all areas of your business are crucial, but there is a fine line between saving money and ensuring the health and recovery of your employees in these situations. One way to set yourself up for the best possible result of a workers’ compensation claim is to utilize a nurse case manager.

     A nurse case manager can help reduce the cost of worker’s compensation claims.

    Role of a Nurse Case Manager in Workers Compensation

    A nurse case manager helps address the medical needs of your employee, while keeping open communication between all parties involved. According to mPower by Mitchell, a group of technology leaders and insurance industry experts, “Engaging a nurse case manager on a claim can save an average of $6,100 in medical and indemnity costs, resulting in an 8:1 ROI.” 

    Group Management Services (GMS) understands the importance of having a nurse case manager who is closely involved in moving claims forward while focusing on your employee’s health and recovery. Here’s how our in-house nurse case manage can reduce costs:

     

    GMS In-House Nurse Case Manager Others
    Provides prompt medical review of complicated industrial injuries Take a “wait and see” approach
    Fast tracks claims on Day One to an in-house case manager dedicated toward a positive claim resolution Employees are misinformed by unqualified outside sources
    Spots “transitional duty opportunities” for a swift return to work Incur replacement labor costs
    Reduces likelihood of attorney involvement Open themselves up to “Ambulance Chasers”
    Focus on improving morale and encouraging positive outcomes for all parties Poor company morale leading to “copycat” claims
    Collaborates team approach in working hand-in-hand with GMS claim examiners Potential for errors in paperwork without a qualified professional
    Corresponds with medical personnel to improve efficiency of treatment in identifying all work-related conditions Delayed care drives costs and increases frustration
    Controls medical tests and coordinates care to improve Late diagnosis can lead to less efficient treatment and delayed recovery
    Identifies red flags for fraud and potential Rx abuse Increased costs and opiate addiction risks
     
    As you can see, when you have someone closely involved to moving the claim forward and focusing on your employee’s health and recovery, everyone wins. Helmsman Management Services, a subsidiary of Liberty Mutual Insurance, compiled the injury data from over 40,000 claims and found that claims involving a nurse case manager had:
    • 16 percent lower future medical costs
    • 15 percent lower overall claim costs
    • 12 percent faster claims resolution
    In addition to cost savings, when you partner with GMS for workers’ compensation claims management, you’ll be able to leave the details to us. GMS will oversee the process of claims management and work closely with carriers to ensure your best interests are always at the forefront. We’ll help with claims investigation, claims certification, hearing representation, and merit rate predictions, so you can keep the focus on growing your business.
     

    More Than a Risk Management Company

    An in-house nurse case manager is just one of the ways GMS can help save you time and money when it comes to the administrative functions of running your business and managing your employees. When you partner with GMS, our experts can assure you have everything covered when it comes to payroll, human resources, risk management, and employee benefits. Contact us today to learn more. 

  • Winter isn’t coming—it’s here. The falling snow and frigid air are good reminders to prepare your workplace for the winter months ahead. From power outages to workplace injuries, winter weather can have some chilling effects on your business operations. Read on to understand why workplace safety is important and the winter workplace safety measures your organization should take this season.

     Implementing winter workplace safety tips help keep these two businessmen shaking hands safe.

    Why Invest in Workplace Safety

    Winter weather can cause many workplace injuries and safety hazards. Don’t think your organization is immune. For example, in 2014, there were 42,480 work injuries involving ice, sleet, or snow that required at least one day to recuperate, according to the U.S. Bureau of Labor Statistics. These injuries resulted from falls, slips or trips; overexertion and bodily reaction; and transportation incidents. However, had the proper winter workplace safety precautions been taken, many of these workplace injuries likely could have been prevented.

    Workplace injuries not only result in lost work hours, but safety violations can also lead to costly fines. The average penalty for a willful or repeated violation is $129,336. Additionally, your insurance rate will go up with the more workers compensation costs your organization takes on. To avoid these expenses, it’s best to implement loss prevention strategies before workplace accidents happen. Through human resource and risk management tactics, you can build toward a more secure future for your company while saving time and cutting costs for your business in the process.

    Winter Workplace Safety Tips

    Businesses can’t keep operations running and thriving without a healthy and efficient workforce. That’s why it’s important to prepare for the elements now to keep your employees safe and ensure your workplace continues to run smoothly during the winter months. 

    Here are a few winter workplace safety measures you can implement at your organization this season:

    Prevent slip-and-fall accidents

    Snow, ice and freezing temperatures in the winter can create wet and slippery surfaces at work that will lead to accidents. Most snow and ice-related slip and falls happen outdoors, so make sure your parking lots, driveways, and walkways are cleared and salted so workers can travel safely between the worksite and their vehicle.

    Winter workplace accidents can also occur indoors, especially in entryways, hallways, and other rooms where ice and snow have been tracked in from outside. Lay down absorbent mats and set up wet floor signs to help employees safely move around the office during the winter months.

    Safeguard your air quality

    Cold temps lead to tightly sealed workplaces, so the office can get a bit stuffy during the winter months. According to the U.S. Environmental Protection Agency, the levels of contaminants and pollutants found in indoor air can be between 2 and 5 times higher than outdoor air. 

    To prevent the accumulation and buildup of contaminants inside your workplace, use cleaning, break room, maintenance, and office supplies that don’t emit vapors or distribute contaminants. Also, take advantage of warm winter days to open the windows and filter some of the air out.

    Back up utilities, technology, and data

    Power outages can happen when weather conditions take a turn for the worse, causing technology and utilities to fail. In case the electricity goes out, keep flashlights stashed around the office so employees can safely navigate their way to the exit. Additionally, pipes can freeze and burst if the heat is off for too long and sump pump failure could cause flooding. Consider investing in a backup power generator to keep the building utilities running smoothly.

    A bad storm can also cause electrical surges that can damage expensive technology equipment, such as computers, printers, TVs, and data centers. Make sure your devices are hooked into surge protectors to avoid any electrical damage. Additionally, loss of power can result in loss of company data. Regularly back up data through a hosted off-site or onsite service, and make sure your back-up system is functioning properly before a potential storm hits.

    Allow a work-from-home option

    Inclement weather can affect an employee’s ability to get to work safely and in a timely manner, so it’s important to have a telecommuting policy in place. Every year, more than 1,300 people are killed and 116,800 people are injured in vehicle crashes on snowy, slushy, or icy pavement, according to the U.S. Department of Transportation Federal Highway Administration (FHWA).

    Not to mention, the time your employees waste on a lengthy winter commute could be put to better use if they avoid it altogether and work from home. The FHWA says speeds can be reduced by as much as 40 percent during bad weather, increasing travel time delay—and the last thing you want is an employee speeding to work to avoid clocking in late.

    If the job permits, encourage your employees to work from home if they feel unsafe commuting to the office during inclement weather. Make sure your staff has the proper equipment, such as access to the company intranet and important contact information saved to do their job effectively from home. During the winter months, employees should get in the habit of taking laptops and work materials home when they leave for the day in case a bad storm rolls in overnight. 

    Keep sick employees out of the office

    Bad weather isn’t the only safety hazard companies have to overcome during the winter months. Colder temperatures often come with a rise in sickness, such as the common cold and flu, and unfortunately, that doesn’t deter some employees from coming into the office.

    According to NSF International, about 1 in 4 employees goes to work when they’re sick. While this might sound good for meeting deadlines, these employees are not only putting the entire office at risk for getting sick, they’re actually being less productive than if they would have just taken a sick day to recover.

    Encourage employees not to come into the office when they’re sick, either by working from home or taking the day off. Sanitize workspaces, especially desks, keyboards, door knobs, and bathroom keys on a more frequent basis during the winter months when flu season is at its peak.

    More Workplace Safety Help

    It’s important for business owners to take a proactive approach to workplace safety, especially during the winter months. Group Management Services can help with onsite consulting, jobsite inspections, accident and injury investigations, training, and education to make sure your workplace is a safe environment for employees.

    As you prepare for the winter, you might also want to think about other ways you can prepare your workplace year-round. GMS offers a variety of payroll, risk management, and human resources services to help keep your business running smoothly all through the year. 

    Want to make your workplace safer? Contact GMS today to talk with one of our experts about how you can ensure workplace safety at your organization.

  • A culture of workplace safety not only helps protect you and your employees from avoidable accidents, it can also benefit your business financially. Costs associated with workers’ compensation rates can add up over time, but preventative measures can help businesses save their hard-earned money.

    One place that has seen the benefits of reduced fees is North Carolina. Business Insurance reported that two states announced workers’ compensation rate reductions in 2019, led by a 17.2 percent drop for the Tar Heel State. What could have caused this and how does it affect small business owners? Here’s what you need to know.

    An injured employee filling out a claim for a small business dealing with high worker’s compensation claims.

    What Does the Rate Decrease Mean for Small Businesses Owners in North Carolina?

    There’s nothing uniquely different about North Carolina’s workers’ compensation laws, so that isn’t the reason why the state’s decrease in rates is markedly higher than others. Instead, the first takeaway from the announced rate decrease is that businesses in North Carolina have focused on better implementations of safety programs and procedures in the past year. As Business Insurance notes, employers are reporting fewer claims overall and that the claims are less severe on average than in the past.

    Another potential explanation could involve the growth of non-manual-labor-intensive jobs. These jobs are less prone to workplace injuries, so an increase of employees in these fields relative to other industries naturally lowers the average number of claims.

    Of course, the 17.2 percent rate drop doesn’t mean that business owners can simply enjoy the statewide trend and rest on their laurels. Since every business can deal with different insurance carriers, industries, and other factors; that drop likely represents an average decrease and not a guaranteed rate drop. In that case, it’s possible that your business could see an increase in rates despite the statewide trend. To combat this, you’ll want to take some of the same measures that helped North Carolina achieve such notable rate drops.

    What Can Small Business Owners Can Do to Lower Their Workers’ Compensation Rates?

    There are several ways that you can help protect your business and limit the chances of claims. One of the most notable methods to do this is through safety programs. A successful workplace safety program can help employees avoid dangerous situations, as well as provide some additional benefits for your business. Another way to help lower worker’s compensation rates is to conduct risk assessments. These assessments can identify potential areas where your business is non-compliant with OSHA laws. In addition, they can highlight other areas that are technically fine in terms of safety codes but could still be improved.

    Creating a safer work environment isn’t the only way to help lower worker’s compensation claims. You can also take a proactive approach to claim management. If an employee has an incident that results in a back injury, it’s important to go through the proper process to show that your business took all the right steps, such as filing the first report of injury and helping the employee find an appropriate doctor. After that, a good return-to-work plan can help the employee ease back into their responsibilities without negatively affecting their injury.

    It’s also important to note that not all worker’s compensation claims are legitimate. Instances of fraudulent claims are uncommon—ABC News notes that worker’s compensation fraud accounts for roughly one or two percent of cases—but the costs associated with them can increase your rates if gone unnoticed. If you think that a claim may be fraudulent, you can work with claims management experts to investigate the situation and make sure that your business is protected in another way.

    How a PEO Can Help You Manage Worker’s Compensation Claims

    Proper worker’s compensation claim management is important, but it also requires a lot of work in an area that you may not have the time or expertise to properly handle. As a Professional Employer Organization, GMS has experts in locations across the country who can help you take the right measures to help lower your rates and protect your business.

    If you own a business in North Carolina, our Charlotte branch can work with you to protect your company and its employees. If you’re not based in the Tar Heel State, don’t worry—we have locations across the country that can assist with risk management, outsourcing payroll, benefits administration, and other key HR functions. Contact GMS today to talk to one of our experts about how we can help your business prepare for the future.

  • As a small business owner, it’s important to try to prepare for anything—even Mother Nature. In Florida, that means doing what you can to make sure your business and your employees are as ready as possible for hurricanes, named storms, and other events that can cause serious problems.

    Hurricane season is a stressful time that requires plenty of preparation and employee management to help weather any issues. Here are some tips that you can use to help you and your employees navigate any potential problems before, during, and after a storm.

    A hurricane approaching Florida, causing small business owners to prepare for the storm.

    Train Your Employees Ahead of Time

    Good employees play a major role in the success of your business, but sometimes they don’t always look out for themselves. The best time to prepare for a natural disaster is long before one arrives, so it’s smart to include hurricane education as part of a regular training program, especially if you have a lot of transient workers who never experienced a storm before.

    People move to Florida all the time. According to the U.S. Census Bureau, nearly 330,000 moved to the Sunshine State from 2016 to 2017, which is an average of nearly 900 people per day. That means a lot of workers in the state have never been through a bad storm before. A hurricane education session can help them know what they should always have available, including:

    • Battery operated TV and fans
    • Generator
    • Second refrigerator just to store water (will keep somewhat cool even after power is out)
    • Nonperishable canned goods

    While basic hurricane preparation education and supplies are good, you can go the next step and see if an expert would be willing to help. Local meteorologists are a great resource for hurricane training, whether they give you some helpful advice or are willing to visit your business to talk to your employees. It never hurts to ask.

    The frequency of the training depends on the makeup of your business. If you have a small workforce and little turnover, training can be more infrequent. If you’re in a high turnover business or have a larger staff, yearly training sessions can be a good idea. It’s also important to stress to your employees that they may want to consider leaving the area depending on the storm. Sometimes the best plan of action is to be nowhere near the hurricane when it hits.

    Close the Office When Necessary

    In general, the decision to close the office due to an incoming storm is up to you. OSHA does stipulate in its general duty clause, that all places of employment are “free from recognized hazards that are causing or are likely to cause death or serious physical harm to his employees.” Essentially, if the storm makes your workplace a dangerous location, it’s time to shut down and evacuate.

    Another reason to play it safe and close your business if the weather is questionable is to avoid any potential liability issues. While the commute to and from your office is outside of your workplace, there is a grey area in terms of whether you’re on the hook if the impending or active storm causes an employee to get hurt or have an accident. A court may rule in your favor, but you may not want to take that risk when you can simply play it safe and close your office.

    Handle Wages with Care

    If you decide to close your business, your employees may still expect to be paid. According to the Society for Human Resource Management (SHRM), what they’re owed and if you need to pay them at all can depend on the type of employee:

    • Nonexempt employees are only owed for the hours they’ve worked according to the Fair Labor Standards Act (FLSA). This means that you do not owe them any money when you close your business.
    • Exempt employees are owed their full salary if the weather forces the office to close for less than a full workweek. However, you may require these employees to take paid time off (PTO) during these days.

    While the FLSA outlines your minimum requirements, that doesn’t mean that you should follow these guidelines. Forcing an employee to take PTO sends a message that you see the hurricane as their vacation, which will rub even the most loyal workers the wrong way. In addition, being left without a paycheck for something out of their control can create some discontent, even if the business isn’t able to generate any money during the closure either.

    One solution to this is to go above and beyond if possible. If you know what an employee typically makes during a week, find a compromise, whether it’s paying them in full or even offering a portion of their normal earnings. This can show them that you’re still trying to help during a difficult period. If you can’t make that kind of financial commitment or you need to make serious repairs to the business after the storm, explain the situation so that your employees understand instead of feeling blindsided by a lack of pay.

    Be Open and Accommodating About Leaves of Absence

    Even if you decide to keep your business open, there may be employees who want to stay home with their families. In this case, the Department of Labor allows you to consider such leave as an absence for personal reasons. As with wages, however, this can send a bad message to a good employee. Instead, it can be best to be flexible for employees who want to be at home to prepare for a storm, especially if they plan to head out of state.

    You can also offer some alternatives. For example, you can allow employees to work from home if possible. This will allow them to cut down on travel during a storm without sacrificing valuable work hours, at least until the power goes out.

    Employees may also be absent from work after a storm to attend to post-disaster needs, such as meeting with insurance adjusters. SHRM also notes that “employees affected by a natural disaster are entitled to leave under the FMLA [Family and Medical Leave Act] for a serious health condition caused by the disaster,” such as the need to care for a family member.

    If you want a more set structure in terms of how many days employees are allowed off for storms, you can include writing in your handbook or leave policies that sets out a specific process. The problem with this is that no hurricane is the same. One storm could last two days, while another could last 10. A set policy may pigeonhole you into an exact number of days if you’re not careful.

    Protect Important Documents

    Both you and your employees have important documents that must always stay safe. Unfortunately, hurricanes don’t cooperate. In Florida, it’s good to invest in document storage that can protect both business and personal documents from the elements, like a fireproof and waterproof safe.

    While a great start, a safe can’t protect your documents from a worst-case scenario. If a storm is projected to be bad enough to make you leave the area, make sure to take your documents with you so that the storm doesn’t take them away for good. Digitizing documents in a securely-stored online portal can also make sure that these files are safe from storms and accessible anyplace with an internet connection.

    Always Communicate

    Good communication is a key part of hurricane preparation. It’s important to keep in contact with your employees long before a storm hits, during the storm, and after it’s gone.

    While some employees will know the risks and protect themselves, others may not understand the danger of these storms or will be afraid to stay home out of fear of losing their job. Monitor the situation and make employees feel comfortable with their decision to stay or go if the coming storm looks dangerous. There are times where storms pass over and you don’t need to close, but it’s always good to err on the side of caution instead of being wrong about the weather.

    If you have any other questions about protecting your business before, during, and after a storm, it’s best to communicate with a trusted HR partner. GMS is a Professional Employer Organization that serves companies of all sizes across the nation. The experts in our Fort Myers, Florida branch can work with you to help you protect your business and manage key HR functions that complicate your day and bog down your schedule.

    Contact GMS today to talk to one of our experts in our Florida office about how we can help your business prepare for the future.

  • A healthy and efficient workforce is paramount for business owners to keep operations running smoothly, yet injury in the workplace is all too common. According to the National Safety Council, a worker is injured on the job every seven seconds. Prioritizing occupational health is essential, not only to reduce the risk of workplace injuries, but also to lower your workers’ compensation rates and limit violations for the Occupational Safety and Health Administration (OSHA). Follow these workplace safety tips to build a more secure workplace for your company.

    Do Educate Your Workforce

    No matter how many safety guidelines and practices you set, they’ll do no good if your employees aren’t aware or don’t understand them. Take the time to educate your workforce—not just new hires—to ensure they are fully aware and understand the guidelines you have in place. A quick refresher course on workplace safety for employees never hurt anyone. Ongoing safety training supports a strong occupational health culture and helps reinforce critical protocols across all levels of staff. 

    Don’t Take Shortcuts on Procedures

    Workplace procedures exist to protect employees and maintain occupational health standards. While it may seem like a good idea at the time to skip a couple steps to speed up production, if it results in an injury, production will only be slowed down. In 2017, the National Safety Council reported that 104 million production days were lost due to work-related injuries. It’s critical that employees follow procedures—and supervisors and managers enforce protocol as a standard operating procedure at all times.

    Do Be Aware of Your Surroundings

    Whether it’s from contact with heavy machinery or slipping on wet floors in the office, every job can present some dangers. The National Safety Council also found that the most common workplace injuries are the result of overexertion, contact with objects and equipment, and slips, trips, and falls. Promoting environmental awareness is the cornerstone of occupational health and safety.

    Make sure workers are aware of their surroundings. One of the top safety violations reported to OSHA is a lack of warning signs and labels. Having proper signage in place, like “Watch for Falling Objects” or “Caution Wet Floors,” can help workers become more aware of any potential dangers in their environment.

    Don’t Be Quiet About Unsafe Conditions

    It’s important to take a proactive approach to workplace safety. Your employees are the eyes and ears of your workplace. Promote a culture where employees feel comfortable speaking up about safety concerns. This kind of proactive reporting supports both compliance and occupational health by addressing small hazards before they escalate into serious problems. After all, it’s in your best interest as an employer to correct safety issues as they arise, rather than face an OHSA violation and/or a workers’ compensation claim later.

    Do Encourage Regular Breaks

    In a culture that often promotes workaholic tendencies, it’s important to give and encourage employees to take regular breaks. Tired workers are more prone to injuries, as they become less aware of their surroundings. Data from the National Health Interview Survey found that injuries occur over three times more often to workers who sleep fewer than five hours per night.

    While there is no federal requirement for breaks or meal periods under the Fair Labor Standards Act (FLSA), some states like Illinois and New York do require it. Regardless of your location, all employers should encourage workers to take breaks, which includes not eating lunch at a desk. Breaks are an important component of any occupational health strategy, especially when paired with scheduling physically demanding tasks for the start of a shift , when your employees are most alert.

    Don’t Forgo Drug Testing

    It can be a tough pill to swallow but working under the influence is more common than you may think. A Hazelden Foundation survey found that more than 60 percent of adults know people who have gone to work under the influence of drugs or alcohol. Similar to fatigue, when a worker’s ability to exercise judgement, coordination, motor control, concentration, and alertness is compromised, workplace injury is bound to happen. According to the Substance Abuse and Mental Health Administration (SAMHSA), employees who abuse alcohol or drugs are over three times more likely to be involved in a workplace accident.

    We’ve seen it happen to employers firsthand, resulting in ugly battles over workers’ compensation claims. Ongoing drug testing is a surefire way to reinforce occupational health and safety measures and protect your business and workforce.

    Do Wear Protective Equipment

    Personal protective equipment (PPE) is a critical defense against injury and is a fundamental element of occupational health practices. Whether it’s eye protection, a hard hat, or a respirator, PPE must be worn when necessary. This may sound like a no-brainer, but the majority of OSHA violations involve a lack of protection, whether it’s fall protection or eye and face protection. It’s up to facility managers and business owners to enforce that all workers wear the proper protective gear and that any protective equipment is in place before tasks are carried out.

    Don’t Block Emergency Exits

    In case of an emergency, it’s important to have quick and easy access to exits. Even if it’s only for a few minutes, never place anything—ladders, forklifts, boxes, anything—in front of an emergency exit door. Furthermore, ensure pathways to the equipment for emergency shutoffs are clear in case you need to immediately stop them from functioning. These practices are basic but vital to maintaining occupational health and safety in crisis situations.

    Do Ask for Help

    It’s important for business owners to understand the proper safety precautions needed for their workplace. Group Management Services can help with onsite consulting, jobsite inspections, accident and injury investigations, workplace safety training, and education to make sure your workplace is a safe environment for employees. We help you create and maintain a workplace built around occupational health best practices.

    As you think about ways to keep operations running smoothly, you might also want to think about other ways you can make your workplace simpler, safer, and stronger. GMS offers payroll, risk management, and human resources services to help keep your business running smoothly all through the year. Contact GMS today to talk with one of our experts about how you can ensure employee safety at your workplace.

  • Broken bones, muscle strains, burns, cuts, and lacerations—injuries at work happen all too frequently. According to the National Safety Council, a worker is injured on the job every seven seconds.

    Does your organization have a workers’ compensation strategy? As a small or mid-size business, you might think you have it under control and can brush it under the rug until the unfortunate happens. Or, perhaps the very fear of “what if” keeps you up at all hours of the night.

    Either way, business owners have a lot to lose when they don’t have the resources to properly handle a workers’ compensation claim. See what you can learn from these two real-life stories involving workers’ compensation claims below.

     Construction worker suffers a workers’ compensation injury.

    [more]

    Names have been changed to protect identities.

     

    The Case of the Missing Workers’ Compensation Policy

    Mary was the owner of a security camera company. She had been in business for 29 years, and one employee named Jack had been with the company for 25 of those years. Jack drank, consuming a daily liquid diet of whiskey and beer.

    One day, he was 20 feet up on a ladder, putting together a security camera at a school during recess. His shakes from alcohol withdrawal caused him to lose control of the ladder and fall, breaking both of his arms.

    An ambulance transported Jack to the hospital where they tested his blood. The first time, his test results detected MRSA. The second time, the doctors found both cocaine and marijuana in his system.

    Jack filed a workers’ compensation claim, but Mary wasn’t worried. She figured that between the drinking and illicit substances found in her employee’s blood, she could go to court without representation and the judge would easily rule in her favor.

    Unfortunately for Mary, that wasn’t the case. Mary didn’t have an employee handbook. She simply never had time to put any real policies in place. When the judge asked about Mary’s post-accident policy, her makeshift handbook of sorts was found unacceptable. 

    The workers’ compensation claim cost Mary $85,000. On top of that, Mary had to pay Jack 14 months of unemployment.

    Let that sink in. The real kicker, though, is Jack then sued Mary for $5,000 for not having rules or an employee handbook to protect him.

    Workplace injuries used to keep Mary up at night. Fast-forward six years later, and that’s no longer the case. Mary sought the expertise and protection of Group Management Services and was quickly onboarded with a risk and safety team to create policies and offer protection should the unfortunate happen again. As a business owner, she now says she sleeps better at night knowing GMS is protecting her business.

    Had Mary worked with GMS from the start, she would have been equipped with an employee handbook featuring a workplace injury policy that would’ve protected her from her employee’s alcohol consumption and drug use. She also would have had a human resources, safety, and legal team behind her to handle the claim efficiently and successfully in court.

    Mary is just one story of the millions of workers’ compensation cases that happen each year throughout the U.S. However, not all workers’ compensation cases are quite as horrific.

     

    The Case of the Fraudulent Workers’ Compensation Claim

    Sam headed a construction group that his family had owned for over 60 years. The company had been passed down through generations, and Sam worked hard to protect the business.

    One Saturday, an employee named Tom was working at one of the construction sites and fell 15 feet through an opening in the ceiling. He went to the hospital and stayed overnight.

    Meanwhile, Sam notified his risk manager at GMS right away and she worked with him over the weekend to report it to the Occupational Safety and Health Administration (OSHA). 

    By Monday, a field case manager at GMS met with Tom to gather his medical documentation. Together, the risk manager, field case manager, and legal team at GMS worked with Tom to sort out the facts of the case. They put together an investigation to uncover what actually happened during the time of the alleged accident, interviewing several witnesses.

    Six hours later, GMS got to the bottom of the case. One of the witnesses reported that Tom intentionally fell through the ceiling in hopes of putting the money he would earn from the workers’ compensation claim toward an “early retirement.” 

    As a result, Tom’s workers’ compensation claim was denied. GMS is now preparing to take it to hearing, armed with enough evidence to report the claim to the Bureau of Workers’ Compensation (BWC) fraud unit and open a fraudulent case claim.

    Thanks to the quick action, constant communication, and solid teamwork, this workers’ compensation claim was handled efficiently and successfully, and Sam was able to protect his family business.

    Lower Your Workers’ Compensation Claims

    If you spend a lot of time—or not enough time—trying to find ways to lower workers’ compensation costs and keep your business safe, a professional employer organization (PEO) might be a good fit for you.

    Group Management Services is a PEO that provides cost containment and loss prevention strategies to help lower workers’ compensation claims. When you partner with GMS for workers’ compensation claims management, you’re getting more than just a cost savings; you’re also getting a partner that oversees the process of claims management and works closely with insurance carriers to ensure that your best interests are always at the forefront. 

    In addition, GMS provides comprehensive risk management, human resources, payroll, and benefits services to help your business run smoothly.

    Put your mind at ease. Contact GMS today to talk with one of our experts to see how we can make your business simpler, safer, and stronger.

  • Are you prepared for an OSHA inspector to arrive at your door? OSHA performed roughly 72,000 federal and state plan inspections in 2018 alone and all it takes to earn an unexpected visit from an inspector is a complaint from an employee or operating in a high-hazard industry.

    Nobody plans to have an OSHA inspection occur at their place of business, but it’s important to act accordingly if it does. Here’s what you should and shouldn’t do before, during, and after an OSHA inspection to protect your business.

    An OSHA inspector reviewing the worksite of a small business. 

    Do: Invest in Workplace Safety

    One of the most important steps you can take should happen well before an OSHA inspector arrives. Investing in workplace safety benefits your business in two big ways. First, a culture of safety with set policies, procedures, drug tests, and other measures can minimize injury risks and help protect your workforce. Second, these policies, along with proper reporting for any incidents, will show OSHA that you’ve done your part to make your job site a safe place. In terms of what you do to protect your business and potentially lower your workers’ compensation claims, check out our list of dos and don’ts for workplace safety.

    Don’t: Assume Your Existing Policies are Fine After Years of Inaction

    If you already have an employee handbook with various workplace safety policies in place, that’s great. If it’s been a while since you’ve reviewed those policies, they may not be so helpful after all.

    There’s so much that changes over time. Between new legal requirements, the growth of your business, and other factors, what may have been a solid set of safety policies at one point could be outdated. A regular review of your policies with a risk management expert can help you keep your handbook updated and your business in a good spot in case an OSHA inspector ever stops by for a visit.

    Do: Be Welcoming and Professional if An Inspector Arrives

    The arrival of an OSHA inspector isn’t good news, but it’s important to be civil toward whoever arrives to scope out your space. Any attempts to prevent the inspector from entering can be perceived as obstruction, which has some major consequences including criminal penalties. Instead, welcome the inspector in and be friendly and honest. Demonstrating good faith can go a long way toward the reduction of any resulting penalties, so don’t be afraid to work with the inspector and make the process a lot quicker and easier.

    Don’t: Provide Information Unasked

    Just because you should be courteous and honest doesn’t mean you need to tell the inspector everything right away. It’s important to be honest when an inspector asks questions, but as the Society for Human Resource Management suggests, “Once you’ve answered a question, stop talking.” As long as you succinctly and honestly answer the inspector’s questions, you don’t have to volunteer any other information unless it’s requested.

    Do: Gather Information

    The inspector isn’t the only person allowed to ask questions. When the inspector first arrives and holds an opening conference for the visit, ask to see some credentials and get some details about what is being inspected and the nature of the visit. The inspection can also provide you with ways that can potentially improve the overall safety of your workplace. Feel free to ask the inspector if there are ways that you can improve any existing hazards – you never know if he or she may have a couple inexpensive solutions observed from other worksites.

    Don’t: Leave Inspector Alone

    Once an inspector is on your premises, it’s important to make sure that someone from your business always tags along. Not only will this person be able to answer any questions and assist with the inspection process, he or she can document the same information as the inspector. If the inspector takes pictures of something, do the same. If he or she takes down measurements, record that information. This information may not be readily available to you, so saving these details can help in case you need to defend your business against a citation.

    Do: Consider Your Options After the Inspection

    It can take months for OSHA to issue a citation. If your business is cited, you’ll want to address the hazards noted in the citation. You’ll also need to decide if you want to contest any violations (or abatement requirements), aim for early settlement, or go for voluntary compliance. The right path is heavily dependent on the specifics of your case, so you’ll want to talk to experts to see which course of action makes the most sense.

    Whether you’re concerned about potential OSHA inspections or want to take a proactive approach to workplace safety, GMS can help. As a Professional Employer Organization, we have the experts it takes to help you create a culture of safety and protect your business against safety violations, lost work hours, and costly fines and workers’ compensation rates. Contact GMS today about risk management strategies or any of our other HR management services.