Even the safest workplaces aren’t immune to accidents. No matter how much effort goes into prevention, injuries can still occur and when they do, what you do next matters as much as what you did beforehand.

In New Zealand, the Health and Safety at Work Act 2015 (HSWA) places significant responsibility on employers to protect their workers. It also sets out clearly what’s required when something goes wrong.

An injury just happened, what now?

The first priority is always the safety and well–being of the worker. That means:

Providing first aid or medical attention immediately – call an ambulance if needed.

Notifying your Health and Safety Officer or designated safety person.

Isolating the hazard that caused the injury to prevent further incidents.

Considering mental health support, particularly where the incident was traumatic.

Reporting: what the law requires

The HSWA and related regulations set out specific reporting obligations both internally and to WorkSafe New Zealand.

Your reporting obligations fall into three areas:

Notify WorkSafe New Zealand: Some incidents must be reported to WorkSafe directly. WorkSafe publishes a list of notifiable events, injuries, illnesses and incidents on its website. If your incident falls into one of those categories, notification is not optional.

Record the incident internally: Document what happened, who was affected, and what immediate steps were taken in your health and safety records.

Notify the worker’s union or safety representative: If the worker has a union or safety representative, notify them where relevant, particularly for significant injuries.

Investigate, investigate, and investigate again

Every workplace injury needs a thorough investigation. The HSWA requires employers to identify the cause and implement measures to prevent it happening again.

That means speaking with the injured worker (if they’re able), talking to witnesses, examining the incident site, and reviewing any related previous incidents or near-misses. Document everything: the root cause, any safety controls that failed, and the actions taken in response.

If WorkSafe is involved either because the incident was notifiable or because they choose to investigate, you must cooperate fully and provide any documents or evidence requested.

Future-proof your workplace safety

Investigating is only half of it. The HSWA requires employers to ensure, so far as is reasonably practicable, the health and safety of their workers – which includes acting on what the investigation found.

Fix the immediate cause: repair or replace faulty equipment, update risk assessments, and adjust control measures to eliminate the risk of a repeat incident.

Reinforce training: If inadequate training was a factor, address it. Make sure everyone affected is clear on updated safety protocols.

Consult your workers: for ongoing tasks that carry similar risks, talk to the people doing the work before making changes. They often know where the gaps are.

Monitor and follow up: track whether the changes are working. Regular toolbox meetings and safety audits are a practical way to keep safety on the agenda and make sure new measures stick.

Managing ACC claims

New Zealand’s Accident Compensation Corporation (ACC) system provides cover for workplace injuries. As an employer, your role is to help the injured worker file their claim by providing the relevant injury details – what happened, how it occurred, and what treatment was provided.

Keep in touch with the worker during their recovery and, when they’re ready to return, support a gradual transition back to work. That might mean modified duties or reduced hours until they’re fully recovered.

The bottom line

A workplace injury is stressful. But responding well – promptly, thoroughly, and in line with your HSWA obligations – protects both your workers and your business.

If you’d like support putting robust health and safety systems in place, Citation HR is here to help. Our Work Health and Safety software gives you the templates, tools and training modules to manage safety confidently – whatever your business size. Contact us today.