How Do I Report a Workplace Injury in Victoria?

If you’ve been injured at work in Melbourne or anywhere in Victoria, one of the most important things you can do is report the injury properly and on time. It doesn’t matter whether you slipped on a wet floor, hurt your back lifting stock, developed anxiety from bullying, or suffered a slowly building repetitive strain injury – the way you report what happened can make a big difference to your WorkCover claim.

Many workers feel unsure about the process. They worry about upsetting their employer, or they’re confused about forms, time limits, and what to say (or not say) to the insurer. This guide is designed to walk you through the key steps in reporting a workplace injury in Victoria in a clear, practical and relatable way, so you can protect your health, your income and your legal rights.

Table of Contents

• 1. Understanding Your Rights Under WorkCover in Victoria
• 2. Why Reporting a Workplace Injury Properly Matters
• 3. Immediate Steps After a Workplace Injury
• 4. Notifying Your Employer About the Injury
• 5. Seeing a Doctor and Getting a Certificate of Capacity
• 6. Completing the WorkCover Injury Claim Form
• 7. What Your Employer Must Do After You Lodge a Claim
• 8. What Happens After the Insurer Receives Your Claim?
• 9. Reporting Psychological or Stress-Related Injuries
• 10. Common Mistakes to Avoid When Reporting an Injury
• 11. What If Your Employer Refuses to Help or Disagrees?
• 12. What If Your WorkCover Claim Is Rejected or Delayed?
• 13. When Should You Get Legal Advice?
• 14. Final Thoughts – Get Help from Hymans Legal

1. Understanding Your Rights Under WorkCover in Victoria

In Victoria, most workers are covered by the state’s WorkCover system, which is designed to support people who are injured or become ill because of their job. WorkCover can provide weekly payments if you can’t work, cover medical and treatment costs, and in some cases offer lump sum compensation for permanent impairment.

Importantly, you don’t have to prove that your employer did anything wrong in order to make a claim. The central question is whether your injury or condition is connected to your employment. That might be a sudden accident, a long-term wear-and-tear injury, or even a psychological condition like depression or anxiety caused by what happens at work.

Knowing that you have a legal right to claim can make it easier to take the next step: properly reporting the injury and lodging a WorkCover claim if you need to.

2. Why Reporting a Workplace Injury Properly Matters

Reporting your injury correctly and as early as possible is crucial for several reasons:

• It creates a paper trail. An early report shows that your injury really did arise from work and wasn’t something that appeared “out of the blue” months later.
• It helps you access treatment and income support sooner. The sooner WorkCover is involved, the sooner you may receive funded treatment and weekly payments if you’re unable to work.
• It helps your employer manage safety risks. Reporting helps your employer identify hazards and prevent the same thing happening to someone else.
• It protects your legal position. Delays or incomplete reporting can raise red flags for insurers and sometimes lead to disputes or rejections.

Even if your injury seems “minor” at first, it’s still wise to report it. Many conditions, especially back injuries and psychological injuries, can worsen over time.

3. Immediate Steps After a Workplace Injury

When an injury happens, it’s normal to feel shocked, embarrassed, worried or even guilty. But your health and safety come first. As soon as possible after the incident, you should:

• Remove yourself from danger. If you can, move away from unsafe equipment, hazardous chemicals or aggressive behaviour.
• Get first aid. Use the workplace first aid officer or kit. In serious cases, emergency services should be called immediately.
• Tell someone in charge. This might be your supervisor, manager, health and safety representative, or HR.
• Write down what happened. If you’re able, make brief notes on your phone or a notepad while everything is fresh in your mind.

For serious injuries, getting medical treatment is the top priority. Once things are stabilised, you can focus on the formal reporting steps and WorkCover claim process.

4. Notifying Your Employer About the Injury

In Victoria, workers are expected to tell their employer about work-related injuries as soon as reasonably possible. You don’t need to know every detail or have a final diagnosis before you report what happened – you simply need to describe the incident and your symptoms as best you can.

Practical ways to notify your employer include:

• telling your supervisor or manager in person and asking them to record it
• emailing HR or your manager outlining what happened and when
• completing an internal incident report or workplace injury form, if your workplace has one
• noting the injury in the workplace injury or hazard register

When reporting, try to include:

• the date and time of the injury
• where it happened (e.g., warehouse, office, job site, client premises)
• what you were doing at the time
• how the injury occurred (e.g., slipped on a wet floor, heavy box, aggressive customer)
• which parts of your body are affected
• any witnesses or colleagues who saw what happened

If you’re worried your employer might not take it seriously, making a written report (or email) gives you clear proof that you notified them.

5. Seeing a Doctor and Getting a Certificate of Capacity

Medical evidence is central to any WorkCover claim. Even if you think your injury is minor, seeing a doctor early provides you with a diagnosis and medical record that can support your claim later if symptoms worsen.

When you see a GP, urgent care clinic or hospital in Victoria for a work-related injury, you should:

• tell them clearly that the injury is work-related
• describe the incident and your symptoms in detail
• ask for a WorkCover Certificate of Capacity if you need time off work or modified duties

A Certificate of Capacity is the official document that:

• confirms your diagnosis
• describes your ability to work (full, partial or no capacity)
• sets out what restrictions you have (e.g., no heavy lifting, limited standing, reduced hours)

This certificate is essential for claiming weekly payments and guiding your return-to-work plan. It will usually need to be updated periodically while you’re recovering.

6. Completing the WorkCover Injury Claim Form

Reporting an injury to your employer is not the same as lodging a WorkCover claim. To formally claim benefits such as weekly payments and medical expenses, you generally need to complete a Worker’s Injury Claim Form.

These forms can usually be obtained:

• from your employer
• from your GP or medical clinic
• from your union (if you are a member)
• by downloading or requesting one via WorkSafe Victoria

When you fill out the form, you will typically need to provide:

• your personal details (name, address, contact details)
• your employment details (employer’s name, address, job title, length of employment)
• a description of the incident or work circumstances that caused the injury
• details of your injury or condition and affected body parts
• information about any time you’ve had off work so far
• information about your treating doctor or healthcare providers

It is important to be truthful, clear and consistent. If there are details you’re unsure about, it is better to say so than to guess. Inconsistencies between your claim form, your employer’s report and medical reports are one of the most common reasons insurers raise questions later.

If you feel overwhelmed or anxious about completing the form, you can seek help from a family member, union, or a WorkCover lawyer such as Hymans Legal to ensure it is done correctly.

7. What Your Employer Must Do After You Lodge a Claim

Once you have completed your Worker’s Injury Claim Form, you typically give it to your employer (or in some situations directly to the insurer). Your employer has legal obligations regarding how they handle your claim.

In broad terms, your employer should:

• accept the form from you and record the date it was received
• forward the claim to their WorkCover insurer within the required time frame
• provide information about your job, income and duties when requested by the insurer
• support your safe return to work where possible, including offering modified duties if available

Your employer should not pressure you to withdraw your claim or discourage you from lodging one. If you feel that you are being treated unfairly for reporting an injury or lodging a claim, that is a warning sign that you may need legal advice.

8. What Happens After the Insurer Receives Your Claim?

After your claim reaches the WorkCover insurer, they will assess the information and decide whether to accept or reject it. This process may involve:

• reviewing your claim form and medical certificates
• contacting your employer for their version of events
• requesting further medical information
• arranging an independent medical examination in some cases

Insurers are expected to make decisions within set timeframes. While these can vary, the process usually takes a number of weeks rather than days. If your claim is accepted, you may become entitled to weekly payments, medical and like expenses, and rehabilitation support. If it’s rejected, you will receive written reasons, and you may have options to challenge that decision.

During this period, it is especially important to:

• keep copies of all paperwork, forms and letters
• attend medical appointments and follow treatment advice
• keep your employer informed about your capacity to work
• seek legal advice early if you are unsure about any part of the process

9. Reporting Psychological or Stress-Related Injuries

Reporting a psychological injury – such as depression, anxiety, PTSD or stress-related conditions – can feel even more daunting than reporting a physical injury. Many workers worry that they won’t be believed or that they will be judged for “not coping”.

However, psychological injuries caused by work are recognised under Victorian WorkCover law, and similar principles apply to reporting:

• tell a manager, HR or a trusted person at work what is happening
• keep written records of bullying, harassment, workload issues or traumatic events
• see a GP, psychologist or psychiatrist and clearly explain that your symptoms are work-related
• ask for a Certificate of Capacity when your condition affects your ability to work
• complete a Worker’s Injury Claim Form describing the events at work that contributed to your condition

These claims can be more complex, and insurers may scrutinise them closely. There are also specific rules around psychological injuries that arise from “reasonable management action”. Because of this, obtaining advice from an experienced WorkCover lawyer can be particularly valuable.

10. Common Mistakes to Avoid When Reporting an Injury

Many workers unintentionally make errors that later cause delays, disputes or even claim rejections. Some common pitfalls include:

• Not reporting the injury early. Waiting weeks or months to tell your employer can make insurers doubt whether the injury is truly work-related.
• Underplaying symptoms. Trying to be “tough” or minimise pain at the beginning can lead to inconsistencies when your condition later worsens.
• Relying on verbal reports only. Without emails or written records, it can be harder to prove that you reported the injury at the time.
• Not telling medical providers that the injury is work-related. If your medical notes don’t mention work, insurers may question the link.
• Guessing facts on the claim form. If you’re unsure about dates or details, say so rather than guessing. Guessing leads to contradictions.
• Failing to keep copies of documents. Always keep digital or paper copies of forms, certificates and letters.
• Agreeing to decisions you don’t understand. Insurers may make complex decisions about payments or liability. If you don’t understand, ask questions or seek legal advice.

A bit of care and organisation early on can save a lot of stress later.

11. What If Your Employer Refuses to Help or Disagrees?

Most employers understand their obligations and will cooperate with the WorkCover process. Unfortunately, some do not. Problems can include:

• refusing to provide you with a claim form
• discouraging you from lodging a claim
• failing to forward your claim form to the insurer
• suggesting you use your own leave instead of WorkCover
• treating you differently after you report an injury

If you experience any of these issues, you still have options. You may be able to:

• get a claim form directly from WorkSafe or your doctor and lodge it yourself
• seek help from your union, if applicable
• contact WorkSafe Victoria to report concerns about your employer’s conduct
• obtain advice from a WorkCover lawyer about how to protect your rights

Retaliation for reporting a genuine workplace injury is not acceptable. If you feel bullied, sidelined or punished for asserting your rights, that is an important red flag that should be discussed with a lawyer.

12. What If Your WorkCover Claim Is Rejected or Delayed?

Many workers assume that if an insurer rejects their claim, that’s the end of the road. In reality, rejected claims are often challenged successfully through review processes and negotiation.

Your claim might be rejected or questioned because the insurer:

• doesn’t accept that your injury is work-related
• thinks your condition is due to a pre-existing issue
• believes you are fit for work despite medical evidence
• argues that your psychological injury arose from reasonable management action

These decisions can be deeply stressful, especially when you’re already dealing with pain, uncertainty and financial pressure. However, you usually have rights to seek internal review and to escalate your dispute through formal channels.

Strict timeframes can apply to appeals and dispute processes. If you receive a rejection letter or a notice changing your entitlements, it’s wise to speak to a specialist WorkCover lawyer as soon as possible, so that important deadlines are not missed.

13. When Should You Get Legal Advice?

While some straightforward claims progress relatively smoothly, many do not. It is sensible to consider getting legal advice if:

• your injury is serious or likely to last a long time
• you need surgery or significant treatment
• you’re not sure how to complete the Worker’s Injury Claim Form
• your employer is unhelpful or hostile about your claim
• the insurer is questioning your injury or capacity to work
• you receive a letter rejecting your claim or reducing your payments

A good WorkCover lawyer can:

• explain your rights in plain language
• help you prepare and lodge your claim correctly
• deal with insurers and their paperwork on your behalf
• represent you in disputes and negotiations
• pursue any lump sum or common law compensation you may be entitled to

Most importantly, having someone in your corner can reduce the emotional burden at an already stressful time.

14. Final Thoughts – Get Help from Hymans Legal

Reporting a workplace injury in Victoria can feel complicated, but the key steps are relatively clear:

• seek medical help and prioritise your health
• notify your employer as soon as possible, preferably in writing
• obtain a Certificate of Capacity if your ability to work is affected
• complete and lodge a Worker’s Injury Claim Form
• keep copies of all documents and follow your treatment plan
• seek legal advice if your claim is rejected, delayed or disputed

You don’t have to navigate this alone. If you’ve been injured at work in Melbourne or anywhere in Victoria and you’re unsure about how to report your injury, how to fill in the forms, or what to do next, getting clear legal advice early can make a real difference.

For experienced guidance with WorkCover and workplace injury claims, you can contact Hymans Legal.

Hymans Legal helps injured workers across Melbourne and Victoria understand their rights, deal with insurers and pursue fair compensation. They can walk you through every step of reporting your workplace injury and managing your claim.

Phone: 1300 667 116

If you’ve been hurt at work – physically or psychologically – you don’t have to guess your way through the process. Reach out for tailored advice and support so you can focus on your recovery and your future.