Workers compensation first report of injury

How do we get a workers compensation first report of injury filed with the state on its clock, with the employer's and the injured worker's information and the medical details complete?

Treat the first report as a filing with a deadline that starts at the injury. Callvu takes the report from the employer or the injured worker in any channel, classifies the injury (a lost-time injury, medical only, a fatality, an occupational disease) and the state, which together set the form, the deadline and the recipients, chases the employer's details, the worker's statement and the treating provider's first medical report through separate links, reads and checks each, files the state's form electronically by the deadline, and writes the claim to the claims system with the compensability review and the first payment clock running.

In scopeComplex: multi-party handoffsCallvu moves: classify, chase and verify, write back

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Last updated November 7, 2026.

The problem today

The employer emailed the injury report to a former account manager, and the state's deadline passed before anyone saw it.

Today, without Callvu

A worker is hurt. The employer fills in a paper form, or emails a description, or calls the broker. The report reaches the carrier days later, incomplete: no date of hire, no wage information, no treating provider. The carrier files with the state late, pays a penalty, and the worker's first indemnity payment, which the state also puts on a clock, is late too.

Each state sets a deadline for the employer to report the injury to the carrier and for the carrier to file the first report with the board or division, commonly within a few days for lost-time injuries, with electronic filing through the state's system or a data interchange standard, and with penalties for late or incomplete filings. The first payment or denial has its own clock from the carrier's knowledge of the injury. The information required is defined by the form.

The report has three contributors: the employer, the worker and the provider. The carrier owns the deadline.

How it runs

From the requestto the system of record.

An injury is reported by the employer, the injured worker, a supervisor, a broker or a clinic, in any channel. Callvu opens the claim with the date of injury and the date the carrier learned of it.

Employer: Reports the injury and provides the employment, wage and incident details through a link.
Injured worker: Provides their statement, contact and provider details through their own link, in their language.
Claims: Reviews compensability and decides in the Decision Desk.
State board: Receives the first report by electronic filing on its deadline.
Callvu: Classifies, chases each party, reads and checks, files with the state and writes.

Classify the injury
The injury type (medical only, lost time, a fatality, an occupational disease or cumulative trauma), the jurisdiction (the state of injury and of employment, where they differ), the employer's policy and class codes classify the state form, the filing deadline, the recipients (the board, the employer, the worker) and the information the form requires.
Chase and verify
The employer completes the incident and employment details (the date, time and place, the body part and nature, the witnesses, the date of hire, the wage and the schedule, whether work was lost) through a link; the worker completes their statement, contact details and treating provider through theirs; the provider's first medical report is requested; each is read and checked against the others (dates, body part, mechanism), and what is missing is chased on the deadline's schedule.
File and decide
The state's first report is generated from the record and filed electronically (through the state's portal or the data interchange standard the state uses) by the deadline, with the acknowledgment retained; the compensability review goes to claims in the Decision Desk with the three accounts side by side and only the allowed outcomes: accept, deny with the state's required notice, or investigate within the state's period.
Write back
The claim is written to the claims system with the classification, the filing confirmation, the compensability decision and the first payment or denial clock; the employer and the worker receive the confirmation and the next steps; the state's subsequent reports are scheduled from the record.

Where it ends: The first report reached the state complete and on time, the three contributors were each asked once through their own link, and the claim is in the claims system with the compensability and payment clocks running. The Decision Trace shows the classification, each check and the decision; the Audit Trace shows each party's submission, the filing acknowledgment and the write.

Runtime enforcement

What is enforcedwhile the work runs.

The regulations preloaded in Callvu Studio and the bank's own policies, applied as steps that run, not lines in a binder. A step that breaks a rule does not run, so a completed run was compliant.

Regulations

State workers compensation first report deadlines (for example California Labor Code 6409.1 and the DWC-1, New York WCL 110 and the C-2F, Texas Labor Code 409.005, Florida Statute 440.185): The employer must report an injury to its carrier within the state's period (often within one to ten days of knowledge, immediately for a fatality or serious injury), and the carrier must file the first report of injury with the state board or division within its deadline (commonly within a few days to ten days of the employer's report for lost-time injuries), by electronic filing in most states, with penalties for late, missing or incomplete filings and with copies to the worker and the employer.
IAIABC electronic data interchange (EDI) first report standards (FROI Release 3.1) adopted by most states: The first report is transmitted in the state's EDI format with the required data elements (the claim administrator, the employer, the employee, the injury, the wage and the employment data) and a maintenance type code; the state acknowledges acceptance or rejects with errors that must be corrected and resubmitted by the deadline.
State first payment and denial clocks (for example California's 14-day and 90-day rules, Texas 7-day initial payment, New York 18-day rule): The carrier must begin indemnity payments or deny within the state's period from knowledge of the injury, and may investigate for a limited period while paying; the compensability decision and the first payment are timed from the claim's record.

Company policies

The filing deadline is computed from the date of injury and the date of knowledge the moment the report arrives; it is on the claim, not in a calendar.
Each contributor (the employer, the worker, the provider) is asked once through their own link, and the three accounts are checked against each other.
The state form is generated from the record and filed electronically; a rejection is corrected and refiled inside the deadline.
The claims system is the system of record for the claim, the filing and the clocks.

Controls

Injury and jurisdiction classification setting the form and deadline.
Separate links for the employer, the worker and the provider.
Cross-checks between the three accounts.
Electronic filing with acknowledgment retained and rejection handling.
Decision Desk compensability decision.
Claims system write with the payment and denial clocks.

Clocks and deadlines

State workers compensation first report deadlines: The state's period for the carrier's filing from the employer's report, on the claim from the first notice.
First payment or denial: The state's period from the carrier's knowledge of the injury.
Document chase: Reminders to each party on a schedule that lands the information before the filing deadline.

Documents and checks

The first notice with the date of injury and the date of knowledge
The employer's incident, employment and wage details
The worker's statement and provider details
The provider's first medical report
The state filing with its acknowledgment and the claims system record

In the Decision Trace

The classification, the form and the deadline it set.
Each cross-check between the accounts.
The compensability decision and the person.

In the Audit Trace

Each party's submission with time.
The filing and the state's acknowledgment with time against the deadline.
The write and the clocks.

The handoff

Between the front doorand the back office.

The front door

The employer, the worker, a supervisor, a broker or a clinic, in any channel; each contributor finishes on their own link in their own language.

The back office

Claims reviews compensability on three checked accounts with the deadline visible; the filing is generated, not keyed.

The Decision Desk

Compensability goes to claims in the Decision Desk with the employer's, the worker's and the provider's accounts side by side and only accept, deny with the state's notice, or investigate within the state's period.

Proof

In scope.Proof at scale, not one process at a time.

The kind of process Callvu runs in production for customers in this industry. Ask for a reference on this exact process. The results below are the industry's published proof; each claim code links to its record on agents.callvu.com.

Phoenix put more than 100 processes live in under 3 months.

Across Callvu customers

More than 1,000 processes are live across Callvu customers.

Across Callvu customers

Questions

What buyers ask next,answered plainly.

Who provides what?

The employer gives the incident, employment and wage details, the worker gives their statement and provider, and the provider gives the first medical report, each through their own link and checked against the others.

How is the state deadline met?

It is computed from the date of injury and the date of knowledge when the report arrives, the chase is scheduled to land before it, and the form is filed electronically with the acknowledgment kept.

What if the state rejects the filing?

The errors are corrected from the record and the report refiled inside the deadline, with both transmissions on the Audit Trace.

Related processes

Medical bill and treatment review on injury claims Claim payment and payee details Claimant statements and declarations First notice of loss from any door Compared with the alternatives Try it in the sandbox All insurance processes

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