Supplement Electronic Visit Verification Data with SafetyOne™

Author, Jadyn Brandt, Client Communications Coordinator, Rancho Mesa Insurance Services, Inc.

Federal law mandates Medicaid-funded personal care services and home health service companies use the Electronic Visit Verification (EVV) system to ensure patients actually received the care they need. However, companies providing these service may want to collect additional information above and beyond the minimum that is required.

The 21st Century Cures Act requires caregivers to digitally clock in and out of a home visit and collect and verify six pieces of information from each visit. The information can be collected via GPs-enabled mobile applications, interactive voice response or telephonic systems, or in-home devices. Then, the data must be submitted to the state’s designated EVV system.

In California, employers can use CalEVV or an alternate EVV system. Each state manages EVV differently, so be sure to check your state’s requirements to ensure compliance.

The employee conducting the visit is required to document the following data:

• Type of service performed

• Who is receiving the service

• Date of the service

• Location of the service

• The individual providing the service

• The time the service begins and ends

Use SafetyOne™ to Supplement EVV Data

Rancho Mesa’s SafetyOne Platform allows clients to easily collect supplemental data about in-home visits.

Using custom mobile forms, Rancho Mesa clients create patient-specific QR codes that are placed at a patients’ residence, room, or bedside. Caregivers scan the patient-specific QR code using a mobile device to record supplemental information like cognitive condition, diet, incidents, mobility, mood, vital signs, or any other data that is needed.

Using these QR codes, employers can verify that the caregiver is awake throughout the shift automatic date and time-stamped reports.

Built-in user security ensures only authorized users have access to patient data on the platform once data is submitted.

Any caregiver can scan the patient-specific QR code and complete the check-in data without being a platform user, eliminating the need to manage a flexible workforce. 

Contact your client technology team to learn more about using the mobile forms in SafetyOne to document supplemental patient visit data.

Safety First: Protecting New Employees from Day One

Author, Jadyn Brandt, Client Communications Coordinator, Rancho Mesa Insurance Services, Inc.

As high schools and colleges let out for the summer months, your organization may be looking to hire young workers as interns or full-time employees. For many of these individuals, it may be their first job, or first time working in a professional setting. So, it will be necessary to ensure they understand the potential hazards they may face, their rights in the workplace, and how to address safety concerns that may arise.

Proper Training and Education

Young workers entering a jobsite or office environment for the first time will not have experienced most of the training and preparation seasoned employees may take for granted. Employers should ensure thorough training is provided to new employees before they face any potential hazards.

For example, in California all employees, no matter the industry, must be trained in Sexual Harassment Prevention and Workplace Violence Prevention.

In addition, Cal/OSHA also requires employers to provide training on job-specific hazards to all employees.

Industry-specific safety trainings can be assigned to both new and seasoned employees through the SafetyOne™ platform’s Learning Management System. And, weekly toolbox talks can be used to reinforce proper safety practices.

Rights in the Workplace

Employers are required to notify employees of their rights in the workplace, often through a combination of written notices and posters displayed in the workplace.

State-specific recruiting and new hire toolkits are available through the RM365 HRAdvantage™ portal. These toolkits include payroll documents, benefits notices, discrimination and accommodation notices, leave notices, and more.

Federal law also requires employers to report basic new-hire information within 20 days of hire, although some states require it sooner. New hire reporting resources are also available through the HR portal.

Addressing Safety Concerns

New employees should understand the process your organization has in place for reporting unsafe conditions. New employees should be encouraged to report any hazards they may see on the job without fear of retaliation.

Employees can use the SafetyOne’s QR Code-enabled forms to report issues.

Proper training, notification of workplace rights, and a well-established reporting process are three key pieces of a strong workplace safety culture. Employers should prioritize establishing and communicating the importance of safety to new employees at the start of employment to get them up to speed. Regular training and reminders should then be implemented following initial trainings to ensure all employees stay safe on the job.

Time Off from Work: Principles for Structuring PTO Policies

Author, Jadyn Brandt, Client Communications Coordinator, Rancho Mesa Insurance Services, Inc.

Paid time off (PTO) policies play an important role in how employers structure and support time away from work. Clear and well-documented PTO policies are a necessity for organizations to stay compliant, avoid employee confusion, and ensure proper use of leave time.

In California, the Department of Industrial Relations maintains that there is no legal requirement for an employer to provide PTO to employees (i.e., vacation time), not to be confused with California’s required paid sick leave. However, if an employer chooses to provide PTO, they must adhere to certain restrictions including: PTO accrues as it is earned, and “cannot be forfeited, even upon termination of employment, regardless of the reason for the termination.”

Employers can place a “reasonable cap” on PTO benefits and, “unless otherwise stipulated by a collective bargaining agreement, upon termination of employment all earned and unused vacation must be paid to the employee at his or her final rate of pay.”

Additional California exceptions to PTO:

• Employers can prevent employees from earning PTO during a specific period of time at the start of employment.

• Employers can exclude certain classes of employees including part-time, seasonal, or probationary workers.

• Employers can control the amount of PTO taken at a particular time.

• Employers can pay out employees for all PTO not taken at the end of each year.

Additional California restrictions to PTO:

• Employers cannot enforce “use it or lose it” policies in regards to PTO, the unused balance must either be paid out or rolled over into the following year. However, employers may limit PTO accrual once an employee has hit the established cap.

• Employers cannot deduct “advanced” vacation from an employee’s final paycheck if they quit/are terminated before that vacation is accrued.

Rancho Mesa’s RM365 HRAdvantage™ portal provides PTO resources for businesses across all states. Sample policies are available to be customized to your organization’s protocols and state regulations. Individual states may have additional requirements, so consult an HR expert or attorney who is knowledgeable about your state’s laws.

Frontline Safety: Working in Wildfire Conditions

Author, Jadyn Brandt, Client Communications Coordinator, Rancho Mesa Insurance Services, Inc.

Rising temperatures in the summer months bring a greater risk of wildfires across the country. California in particular is especially vulnerable to high heat and dry conditions, making wildfire preparedness a necessity for employers who work outdoors.

Working in areas where wildfires are burning exposes employees to unhealthy air conditions including smoke containing harmful chemical or fine particles. Even after a wildfire has been extinguished, workers can still be exposed to electrical hazards caused by power outages.

Proper training and identification of harmful exposures along with providing employees with the correct personal protective equipment (PPE) when necessary can help reduce injury and illness in the case of a wildfire.

Cal/OSHA requires employers to implement protections for their workers if the current Air Quality Index is greater than 151, or if employees are expected to be exposed to wildfire smoke. This includes creating and administering a system for hazard communication, providing adequate training, implementing engineering controls, and providing proper respiratory protection equipment. Specific training and PPE guidelines can be found on the DIR website.

Employers with indoor workers may also be required to adhere to specific ventilation requirements. Maintaining HVAC systems is an important but often overlooked part of protecting workers from wildfire smoke.

Wildfire safety regulations may differ by region, so be sure to check individual state guidelines for clarification. For additional safety information, register for Rancho Mesa’s Wildfire Prevention and Wildfire Smoke Regulations webinar.

Employee Health Insurance Benefit Protections under the Family and Medical Leave Act

Author, Jadyn Brandt, Client Communications Coordinator, Rancho Mesa Insurance Services, Inc.

When an employee takes leave provided to them by the Family Medical Leave Act (FMLA), an employer may be left with a number of questions concerning what protections they are required to give to said employee. ‍

The FMLA allows employees to take up to 12 weeks of leave from work for personal or family medical reasons, and return to the same job or an “equivalent job” when their leave ends. An equivalent job is a role where the pay, benefits, employment terms, and often schedule and location are identical to the employee’s original job.

FMLA leave is unpaid leave, but employee health insurance benefits can continue while the employee is on leave, so long as the employee continues to make regular contributions to insurance premiums.

The U.S. Department of Labor states these contributions can be made by the employee in a number of ways. Most commonly, these payments are made through payroll deductions when an employee has elected to take paid leave along with FMLA leave. If an employer does not require an employee take paid leave and the employee opts to take only FMLA leave, an employer may make payments on the employee’s behalf that the employee will then need to repay upon returning to work.

The terms under which an employee receives health insurance coverage through an employer must also remain the same while on FMLA leave. For example:

• Employees who have family member coverage must continue to receive family member coverage.

• All forms of benefit coverage including medical care, surgical care, hospital care, dental care, eye care, mental health counseling, and substance abuse treatment must adhere to pre-FMLA leave terms.

• Employees must be notified and given the opportunity to make changes to plans or benefits.

An employee can also elect not to continue coverage through an employer’s group health plan. However, upon returning to work the employee has the right to return to the same coverage levels as before and, “no qualifying periods or physical examinations may be required, and no exclusions based on pre-existing conditions may be applied.”

An employee returning from FMLA leave must also be allowed to resume receiving benefits at the same level and manner as before the FMLA leave began including: life insurance, disability insurance, sick leave, vacation, educational benefits, pensions, and retirement or 401(k) benefits.

For more information on FMLA leave requirements, login to the RM365 HRAdvantage™ portal or visit the U.S. Department of Labor website. Individual states may have additional requirements, so consult an HR expert or attorney who is knowledgeable about your state’s laws.

For a list of Rancho Mesa FMLA resources, read or listen to FMLA Made Easier: Tools and Resources for Employers Navigating Leave Laws.

2026 National Safety Month: Protecting People, Preventing Risks

Author, Jadyn Brandt, Client Communications Coordinator, Rancho Mesa Insurance Services, Inc.

Since 1996, June has been recognized by the National Safety Council (NSC) as National Safety Month.

National Safety Month is a reminder that workplace injuries and fatalities are often preventable. In 2024, preventable injuries were the third leading cause of death in the United States, with falls and motor vehicle accidents showing some of the highest concentrations among the most frequent and deadly incidents.

June is an opportunity for employers and employees to address common causes of preventable injuries at work. The NSC offers free safety resources through the month of June that can be used independently or alongside regular weekly safety trainings.

Week 1 (June 1-6): Moving Safety Forward

Advance a culture of safety with forward-thinking strategies and tools.

Rancho Mesa provides our clients with the necessary resources to be proactive rather than reactive when it comes to addressing jobsite risk. Conducting proper safety training using the RM365 HRAdvantage™ portal and SafetyOne™ platform.

Week 2 (June 7-13): Staying Safe on the Roads

Help reduce crashes with practical guidance for drivers, pedestrians and fleets.

A strong fleet safety program is one of the best ways to protect employees from motor vehicle accidents. This can include regular trainings, updated policies, and data collected from telematics. Rancho Mesa’s library of 52 driver-specific toolbox talk topics can be used for weekly training. For an in-depth overview on building a fleet safety program using Rancho Mesa’s tools and resources, watch our latest webinar.

Week 3 (June 14-20): Promoting Holistic Worker Health

Support total worker wellbeing with insights on mental, physical and emotional health.

Worker health encompasses more than just safe practices on the jobsite. Mental health resources are available through the RM365 HRAdvantage™ portal, including Q&As and ways to support employees’ mental health. Listen to our Mental Health Awareness Month podcast episode for more ways to support overall wellness in your organization.

Week 4 (June 21-20): Preventing Slips, Trips, and Fall

Reduce common workplace and home hazards with targeted prevention resources.

Slips, trips, and falls are one of the most common causes of workplace injury. But the good news is, they are often preventable. Fall prevention and protection toolbox talks are available through the SafetyOne™ platform. Rancho Mesa’s Ladder Safety workshop also address common causes of ladder-related falls and how to prevent them.

In addition to the resources offered by Rancho Mesa, the NSC offers free safety tools and resources including:

• Campaign Poster & Participant Guide

• Weekly Fact Sheets & 5-Minute Safety Talks

• Weekly Curated Videos, Articles and Research

• Go Green for Safety Sign

• SafeAtWork Pledge

• Member Exclusive Webinars

Staying Safe in the Heat: Preventing Heat Illness for Employees

Author, Jadyn Brandt, Client Communications Coordinator, Rancho Mesa Insurance Services, Inc.

As we enter into the summer months, warm weather conditions create a new level of risk for employers.

High temperatures and greater sun exposure can pose a danger to employees working both outdoors and indoors. Proper heat protection and preparation are necessary to keep employees safe.

The Occupational Safety and Health Administration (OSHA) reports over 70% of fatalities from heat illness occur in the first week of work. OSHA attributes this statistic to a lack of acclimatization, or proper adjustment to the changing temperatures.

Training employees on how to build tolerance to and protect themselves from the heat, and what to do if a person is showing signs of heat illness is essential when temperatures are high.

Rancho Mesa has a number of training and reporting resources available for clients through the SafetyOne™ platform and the RM365 HRAdvantage portal. These resources include:

SafetyOne™

• Heat Stress Online Training Courses

• Toolbox Talks for weekly safety training

• Observation Reports for documentation and issue identification

• Mobile Forms to collect safety data

• Heat Advisories that can be sent through the Company News function

RM365 HRAdvantage™ Portal

• OSHA 300 logs for incident documentation

Register to attend Rancho Mesa’s Heat Illness Prevention workshop on June 12th, 2026 at 9:00 am.

Completing this training counts towards earning the RM365 Advantage Safety Star™ Program certificate.

Rising Impact of Cumulative Trauma Claims in California Workers’ Compensation System

Author, Jadyn Brandt, Client Communications Coordinator, Rancho Mesa Insurance Services, Inc.

Claims involving Cumulative Trauma (CT) injuries are growing significantly, across California.

Data collected by the Worker’s Compensation Insurance Rating Bureau (WCIRB) shows growth of these types of claims accelerated in 2022, 2023 and 2024. The WCIRB now estimates that more than 25% of indemnity claims involve CT.

The Los Angeles area continues to see the largest concentration of CT claims; however, the recent increases have been observed state-wide.

Most CT claims are filed after an employee is terminated. Based on WCIRB claim survey data, approximately 60% of recent CT claims were filed post-termination, that’s an increase from prior studies which indicated only 40% of CT claims were filed post-term.

The rise in claims involving CT is having real effects on costs to employers, and underwriting losses.

The WCIRB reports combined ratios have exceeded 100% for the last six years and have been above 125% for the last two years. In accident year 2025, higher claim frequency, rising average medical costs, and increasing average allocated loss adjustment expenses (ALAE), led to a combined ratio of 129%, marking the highest ratio in over 15 years.

Rancho Mesa is seeking to reform California’s CT claims situation by drafting and sending letters to legislators asking for reform. If you are interested in taking action, templates are available addressed to California Senator Lola Smallwood-Cuevas and California Assembly Member Lisa Calderon at both their regional and capitol offices.

“All in Together”: Construction Safety Week 2026 Kicks Off May 4

Author, Jadyn Brandt, Client Communications Coordinator, Rancho Mesa Insurance Services, Inc.

May 4-8 is Construction Safety Week. The annual event is designed to improve industry safety culture through increased awareness and access to resources.

This year’s theme is “All in Together,” with a focus on three pillars: Recognize, Respond, and Respect all with the goal of preventing serious injuries and fatalities on high energy, high hazard job sites.

Recognize

The first step in addressing serious risks is identification. The Construction Safety Research Alliance finds construction workers identify only 45% of the hazards they face during typical planning briefings. Increasing recognition of high energy and high hazard activities can improve ability to respond quickly to a dangerous situation, and ultimately prevent serious injuries or death.

Respond

Once hazards have been identified, the next step is to respond. That means putting direct controls in place before any work begins. When planning turns into prevention, teams are able to eliminate, substitute, or engineer out serious risks.

Respect

Respecting job site hazards means taking seriously all potential risks to health and safety. Taking the time to plan and implement direct controls, and adapting to changes as they arise builds and strengthens a safety culture that lasts.

Digital safety resources are available for organizations participating in Construction Safety Week.

A Planning Playbook is available for download and includes information on how to organize events and communicate goals with leadership and employees. Sample agendas, social media resources, and daily toolbox talks are available throughout the week.

Toolbox talks and safety observations are also available through Rancho Mesa’s SafetyOne™ platform.

Well‑Being at Work: Observing Mental Health Awareness Month

Author, Jadyn Brandt, Client Communications Coordinator, Rancho Mesa Insurance Services, Inc.

Since 1949, May has been recognized as Mental Health Awareness Month. It is a time to raise awareness on mental health and share resources within your organization.

According to the Centers for Disease Control and Prevention, over 50% of the people in the United States will be diagnosed with a mental illness at some point in their lives. And, the World Health Organization (WHO) reports conditions like anxiety and depression lead to a trillion dollars of lost productivity worldwide, every year.

Both employers and employees benefit when mental health is addressed in the workplace, and when proper resources are available to support staff members. In fact, the WHO also found that for every $1 invested into treatment for depression and anxiety, there is a return of $4 in improved health and ability to work.

Mental Health resources are available in the RM365 HRAdvantage™ portal, including law breakdowns detailing what kind of mental health coverage employers are required to offer, Q&As that cover common questions about employee mental health, and guides outlining ways to support employees’ mental health.

Some of the ways our HR experts recommend employers provide support to their employees include:

• Providing time for employees to slow down and rest

• Offering paid time off, mental health benefits, and flexible schedules

• Offering an Employee Assistance Program (EAP)

• Making accommodations when possible

• Creating spaces for non-work related connection

• Promoting good mental and physical health in the workplace

For assistance accessing these resources, contact your client technology team. Rancho Mesa clients can also submit HR questions to a live expert through the HR portal.

New State Overview Screen in the RM365 HRAdvantage™ Portal

Author, Jadyn Brandt, Client Communications Coordinator, Rancho Mesa Insurance Services, Inc.

Staying in compliance with state laws is key to an organization’s success. Rancho Mesa’s RM365 HRAdvantage™ portal is making compliance easier for business owners and HR managers through the new State Overview screen.

Accessing the State Overview Screen

The State Overview screen can be found under the HR Compliance tab.

Hover over the “HR Compliance” in the navigation bar and click on “State Overviews.”

You will then see an interactive map of the United States. On the left side of the screen, you can switch between a Map and a List view.

Select the state you want to view an overview of.

State Overview

Select a state from the map or list to view the overview.

The overview includes:

• State minimum wage rates and laws

• Key laws specific to the state you have selected

• Toolkits for hiring, recruiting, and termination

• Recent law alerts and updates

• List of all state-specific laws available in the portal library

For questions about accessing State Overviews or other HR portal resources, contact your client technology team member.

Managing and Preventing Workplace Violence Involving Non‑Employees

Author, Jadyn Brandt, Client Communications Coordinator, Rancho Mesa Insurance Services, Inc.

When employers seek to address workplace violence, trainings are often centered around preventing violent acts from occurring in an office environment. But, serious occurrences of workplace violence can also happen outside of an office setting.

Utility or maintenance workers performing jobs late at night, social service workers dealing with patients experiencing mental health crises, or construction workers staffed in high-crime areas are some examples of employees who may be vulnerable to violence by non-employees.

These types of incidents are often recordable under the Occupational Health and Safety Administration (OSHA) guidelines. Section 1904.5(b)(6) of OSHA's recordkeeping regulation states injuries and illnesses are recordable if they occur while the employee was taking part in activities "in the interest of the employer."

If an employee is traveling to and from a jobsite, performing work on a jobsite, or dealing with clients, vendors, or outside contractors when the violence occurs, the incident will likely be OSHA recordable.

Precautionary actions can be taken in order to keep employees safe and reduce the likelihood of a violent incident. OSHA recommends employers establish a zero-tolerance policy. The policy should, “cover all workers, patients, clients, visitors, contractors, and anyone else who may come in contact with employees.”

No matter how you choose to incorporate a workplace violence prevention program into your company policies, training and clear communication are key for proper implementation. OSHA advises employers to “ensure that all workers know the policy; are trained on prevention methods, signs for potential violent behavior, and how to effectively react when an incident occurs; and understand that all claims of workplace violence will be investigated and remedied promptly.”

Workplace violence prevention training can be found in both Rancho Mesa’s SafetyOne™ Platform and RM365 HRAdvantage™ portal.

Other workplace violence prevention resources can also be found on the OSHA website, including specific guidance for health and human services workers.

Understanding Payment Fraud: Common Risks and Tools to Protect Your Business

Author, Jadyn Brandt, Client Communications Coordinator, Rancho Mesa Insurance Services, Inc.

Payment fraud is a threat to businesses of all sizes and can have a significant impact on a company’s bottom line.

Protecting your business from payment fraud is increasingly important, as scamming tactics continue to adapt to new technology. The Association for Financial Professionals (AFP) reports 79% of organizations included in their annual payments fraud survey reported have been victims of payments fraud attacks or attempts in 2024.

The same survey found that 63% of respondents reported their organization faced check fraud, making it the most common fraudulent payment method in 2024.

Wire transfers were reported as the payment type most vulnerable to business email compromise (BEC). ‍

According to the AFP, BEC scams like phishing attacks commonly include impersonation of a senior executive, vendors or a third-party. These scams use falsified identity to attempt to gain access to sensitive information including passwords, bank information, or credit card numbers. ‍

Effective fraud protection strategies can help insulate your business from these risks, and starts with proper training for employees. When employees know how to spot BEC scam tactics, they are less likely to share sensitive information and put the organization at risk.

Cybersecurity Awareness trainings are available through Rancho Mesa’s RM365 HRAdvantage™ portal. Participants will be taught how security breaches can occur and how to limit these risks.

Join us on Friday, May 1, 2026 from 9:00 am – 9:30 am for the Safeguarding Your Business: Fraud Protection & Smart Payment Strategies webinar.

April is National Distracted Driving Awareness Month

Author, Jadyn Brandt, Client Communications Coordinator, Rancho Mesa Insurance Services, Inc.

April is National Distracted Driving Awareness Month, and a good reminder to reevaluate your company’s driver safety policies and enforcement.

The National Highway and Traffic Safety Administration (NHTSA) leads the yearly effort to minimize distracted driving, and the dangers that come from failing to pay attention to the road.

In 2023, the NHTSA reported 3,275 deaths caused by distracted driving, including using a mobile phone, eating or drinking, changing the radio station, or talking to passengers.

An increased law enforcement presence will be out on roadways from April 10 through 14 as part of the national Put the Phone Away or Pay campaign.

Rancho Mesa has resources available for companies looking to train new drivers or remind company drivers of safe practices.

Driver-specific toolbox talks and online driver training are available through the SafetyOne™ platform that can be used to company drivers. And, for employers whose employees drive company vehicles daily or weekly, Rancho Mesa offers a weekly Driver Safety Toolbox Talk subscription, where each week, subscribers will receive an email containing one of Rancho Mesa’s 52 driver-specific toolbox talks in both English and Spanish.

Register to attend our Fleet Safety workshop, hosted at the Rancho Mesa office on April 24, 2026.

New RM365 HRAdvantage™ Law Comparison Tool

Author, Jadyn Brandt, Client Communications Coordinator, Rancho Mesa Insurance Services, Inc.

A new tool has been added to Rancho Mesa’s RM365 HRAdvantage™ portal for businesses that operate in multiple states.

The new Law Comparison Tool simplifies multi-state compliance, allowing users to compare employment laws across multiple U.S. states and identify legal differences.

Users of the HR portal can now:

• Compare laws from up to 10 states and 4 law categories

• Sort by specific law categories or subcategories

• Export results in Word or Excel

How to Use the Law Comparison Tool

The Law Comparison Tool can be found under the “HR Tools” dropdown menu in the Navigation bar in the HR portal.

Using either the interactive map or the filters on the right-hand side of the page, select up to 10 states and up to four law categories, then click the “Compare” button.

The page will generate a list of corresponding laws in each state you have selected. Use the check box next to each law to select up to 10. Some laws will be state-wide, while others are specific to a city or county.

The portal will display your selected laws side-by-side for easy comparison. Click the “Email Comparison Download” button to generate a Word document or Excel spreadsheet comparison.

Contact your client technology team with any questions about accessing the HR Portal or Law Comparison Tool.

National Ladder Safety Month 2026

Author, Jadyn Brandt, Client Communications Coordinator, Rancho Mesa Insurance Services, Inc.

March is National Ladder Safety Month, and 2026 marks a decade of the American Ladder Institute’s (ALI) efforts to increase awareness and education in the workplace.

The areas of focus that the ALI has chosen for 2026 include:

• Training and Awareness

• Inspection and Maintenance

• Stabilization, Setup, and Accessories

• Safe Climbing and Positioning

ALI and National Ladder Safety Month sponsors are hosting weekly free webinars discussing basic safety principles and common causes of ladder injuries on the jobsite.

Ladder and fall safety violations are some of the most common causes of Occupational Safety and Health Administration (OSHA) citations year after year. To prevent citations and injuries on the job, employers should prioritize safe ladder use practices, and proper education.

A list of ways to promote ladder safety is available on the National Ladder Safety Month website, from simple actions like contributing to the conversation on social media using #laddersafetymonth, to more in-depth efforts like encouraging employees to earn Ladder Safety Certificates.

Rancho Mesa also has ladder safety resources available for clients through our SafetyOne™ platform, including:

• Ladder Safety online training

• Ladder Safety Toolbox Talks

• Ladder observation form to document inspections

For help accessing Rancho Mesa’s ladder safety resources, contact your client technology team member.

Census of Fatal Occupational Injuries Summary, 2024

Author, Jadyn Brandt, Client Communications Coordinator, Rancho Mesa Insurance Services, Inc.

The Bureau of Labor Statistics (BLS) has released the collected data from the Census of Fatal Occupational Injuries Summary for 2024.

This survey collects the total number of fatal work injuries recorded in the United States in 2024 as well as worker characteristics, type of event or exposure and occupation data.

According to the BLS, 5,070 fatal work injuries occurred in the United States in 2024. This total is down 4% from 2023.

Key Findings

A 16.2% decrease in fatalities due to exposure to harmful substances or environments was a driving factor in the overall drop in fatal injury rate.

Drug or alcohol overdoses are the number one cause of these types of fatalities, but also saw a drop from 512 deaths in 2023 to 410 deaths in 2024.

Worker Characteristics

The fatal injury counts for Black or African American workers decreased in 2024 to 624 from 659 in 2023.

The fatal injury rate for Hispanic or Latino workers dropped to 4.3 fatalities per 100,000 full-time equivalent (FTE) workers in 2024 from a rate of 4.4 in 2023.

Women made up 8.1% of all worker fatalities but 15.3% of fatalities due to homicides in 2024.

Type of Fatal Event or Exposure

Transportation incidents were the most frequent cause of fatal injury in 2024, accounting for 38.2% of all occupational fatalities that year. However, the total number of fatal transportation incidents dropped to 1,937 in 2024 from 1,942 in 2023.

Falls, slips, and trips are another common cause of worker fatalities, but decreased 4.6% from 885 in 2023 to 844 in 2024. In 2024, over 10% of these fatalities resulted from a fall from a height over 30 feet.

Fatalities due to violent acts also decreased slightly, to 733 in 2024 from 740 in 2023.

Occupation

Construction workers saw the second highest number of work-related fatalities in 2024, after transportation workers. In the construction industry, falls, slips and trips caused 370 fatalities in 2024, down 7.5% from 400 in 2023.

Building and ground cleaning occupations and maintenance workers saw an increase in fatalities from 2023 to 2024 as did protective service occupations.

Fatal injuries are the worst-case-scenario on a jobsite and serve as a reminder of how important it is for employees to be properly trained on all safe working procedures. Rancho Mesa clients can use safety trainings and toolbox talks in the SafetyOne™ app to ensure their employees are prepared for the dangers and risks on a jobsite.

A library of 52 driver-specific toolbox talks is available through SafetyOne to aid in the prevention of transportation incidents that could be fatal. Slip, trip, and fall prevention toolbox talks are also available in SafetyOne.

Additionally, Rancho Mesa is hosting a Ladder Safety workshop on Friday, March 13th, 2026 at 9:00 AM. This workshop will address common causes of ladder-related injuries and how to keep workers safe when they are required to use ladders.

FMLA Made Easier: Tools and Resources for Employers Navigating Leave Laws

Author, Jadyn Brandt, Client Communications Coordinator, Rancho Mesa Insurance Services, Inc.

The Family and Medical Leave Act (FMLA) allows qualifying employees to take up to 12 weeks of unpaid leave per year, while maintaining job protection and healthcare benefits.

The U.S Department of Labor’s Fact Sheet outlines the qualifying reasons an employee may take FMLA. They include:

• “The birth of a child or placement of a child with the employee for adoption or foster care,

• The care for a child, spouse, or parent who has a serious health condition,

• A serious health condition that makes the employee unable to work, and

• Reasons related to a family member’s service in the military, including

  o   Qualifying exigency leave – Leave for certain reasons related to a family member’s foreign deployment, and

  o   Military caregiver leave – leave when a family member is a current service member or recent veteran with a serious injury or illness.”

Employees are eligible for FMLA when they, “work for a covered employer for at least 12 months, have at least 1,250 hours of service with the employer during the 12 months before their FMLA leave starts, and work at a location where the employer has at least 50 employees within 75 miles.”

There are additional rules and requirements for certain industries including teachers and service members. Many states also have additional laws and guidelines that may differ from federal laws, so it is important for employers to check state guidelines as well as federal.

Resources Available Through Rancho Mesa

The RM365 HRAdvantage™ portal has FMLA resources that employers can use to ensure compliance. Login to the portal to access:

• FMLA Quick Guide – helps determine if an employee is eligible for FMLA

• FMLA Leave Administration Checklist – overview of the process of administering leave

• FMLA Paperwork Video – breaks down what forms are necessary when requesting and approving FMLA

• FMLA Paperwork Packet – forms and letters to be used for FMLA leaves

• Family Medical and Leave Act Sample Policy – can be customized for your company

• FMLA Absence Tracking Spreadsheet – track employee FMLA leave

FMLA law updates are published in the portal. Plus, if Rancho Mesa clients choose to build a Smart Employee handbook through the portal, they will be alerted of changes to both state and federal laws and can accept automatic changes to their workplace policies.

Rancho Mesa clients can also use the portal to submit questions specific to their business, and get answers from real HR experts.

Contact your client technology team member with questions about using the HR portal to access FMLA resources.

Bureau of Labor Statistics Releases 2023-2024 Occupational Injury/Illness Data

Author, Jadyn Brandt, Client Communications Coordinator, Rancho Mesa Insurance Services, Inc.

The U.S. Bureau of Labor Statistics has released the collected data of employer-reported workplace injuries and illnesses for 2023-2024.

What the Data Shows

In 2024, private industry employers reported 2.5 million nonfatal workplace injuries and illnesses which is down 3.1% from 2023. These latest numbers are also the lowest number of employer-reported injuries and illnesses since 2003. And, no industry sectors saw an increase in reported cases.

In a two-year period (2023-2024), 1.8 million cases involved time away from work and on average resulted in a median of 8 days off of the job. 1.1 million resulted in cases that involved job transfer or restriction, with a median of 15 days of transfer or restriction reported.

Additionally, over the same two-year period, overexertion and repetitive motion were the most common causes of injury (i.e., 946,290 cases) that resulted in days away from work, job  restriction, or transfer (DART). Furthermore, 860,050 cases were attributed to contact incidents. Falls, slips, and trips were the third most common cause of DART cases, followed by exposure to harmful substances or environments, transportation incidents, and violent acts.

How to Respond

First, speak to your insurance broker. They can discuss the benefits of a strong return‑to‑work program and how it can help mitigate the impact of workers’ compensation claims. With a substantial portion of workplace incidents leading to time off or modified duties, businesses that provide structured pathways for employees to safely return to their roles can limit losses of productivity and maintain consistency in their workflows. Effective return‑to‑work strategies also strengthen employee morale and retention by demonstrating a commitment to worker well‑being.

Prioritizing protections against overexertion and strain injuries is essential, as we see these types of incidents causing the most disruption to normal work duties. Because these types of injuries frequently lead to restricted tasks or days away from work, preventing them can help reduce the costs associated with medical care, lost productivity, and temporary reassignment. Investment in ergonomic equipment and training can reduce the likelihood of preventable injuries and fosters a culture of safety.

Rancho Mesa Resources

In our RM365 HRAdvantage™ portal, we have a Fitness for Duty Certification form which is completed by a healthcare professional and used to assess if the employee can return to work without restrictions or if any modifications or restrictions are needed. We also have a Release and Return to Work Acknowledgement letter that can be customized to outline the  employee’s temporary or permanent modified duties. . These documents ensure both the employer and employee have the same expectations when they return to work.

While an employee is on modified duty, online safety training in the SafetyOne™ platform can be used as the employee fully recovers. These safety trainings can be used to teach proper ergonomics, mobility and stretch, lifting techniques and many others

Contact your client technology team with any questions about accessing Rancho Mesa’s safety resources.

SafetyOne Year-End Report: Updates and Innovation in Risk Management for 2025

Author, Jadyn Brandt, Client Communications Coordinator, Rancho Mesa Insurance Services, Inc.

Rancho Mesa is always working to make prioritizing safety as easy as possible for our clients. Using our SafetyOne™ platform is one of the ways our clients can streamline safety training, reporting, and documentation. In 2025, we worked closely with developers to improve cross-platform features on both the SafetyOne website and mobile app, to help our users save time and generate better results.

Navigation & Layout Changes

From time to time, small navigation and layout changes are made with the goal of saving our clients time as they navigate the platform.

• The addition of smart filters and saved searches mean fewer clicks, which adds up over time.

• Redesigned screens make it easier to find exactly what you are looking for when on the website.

Improved Observation Forms

Observations that are easy to navigate are a simple way to ensure safety hazards are reported and addressed in a timely manner.

• Simplified report templates produce smoother workflows.

• Adding timestamps to photos ensure documentation is accurate.

• The ability to combine, filter, and export reports in bulk cuts out extra steps.

• Requiring signatures improves accountability.

Simplified Training Management

Training management, documentation, and record-keeping can all be done through the SafetyOne platform, and it is easier than ever before to support team compliance, without taking valuable time out of the workday.

• Adding new email training reminders that can be scheduled in advance and edited when needed allows employers to customize who often they remind employees as often.

• Employees can easily access training directly through a mobile device using the new “Training” icon.

• Streamlined group assignments that simplify onboarding team members.

• QR codes that can be accessed in seconds for employees who need to complete training in the field.

What’s Next

Our developers are working on a number of improvements for 2026 to improve actionable insights.

• Dashboards tied directly to client data

• AI-powered analysis

• Automated certificate of insurance (COI) tracking and compliance

These updates to the SafetyOne platform, along with our always-expanding library of toolbox talks and trainings are made to make risk management as simple and time efficient as possible. For questions about the SafetyOne platform, contact your client technology representative.