ACCIDENTS • Oct 14, 2024

Accident Response Plan: Minimizing Claim Costs and Protecting Your Business

4 minutes read

Accidents happen, but how you respond in the moments after can make a huge difference in managing claim costs and protecting your business from legal risks. Having a clear, actionable plan ensures drivers are safe, cargo is accounted for, and the company is shielded from unnecessary losses. Here’s a practical guide to handling accidents efficiently:

Step 1: Ensure Everyone’s Safety

The driver’s safety and well-being always come first. Here’s the initial checklist:

Call 911 immediately if there are injuries or any danger to those involved. Emergency assistance is the first priority.
Check on the driver’s condition: If the driver is safe, they should gather information such as photos, damage details, and vehicle plates—if it's safe to do so.
Drug and alcohol testing: Arrange for a post-accident drug test as required by the FMCSA if the accident meets criteria involving injuries or vehicle towing. This step ensures compliance and protects your company from liability.

Step 2: Take Care of the Driver

Once the immediate situation is under control, focus on getting the driver home safely. In the aftermath of an accident, ensuring the driver feels supported can improve retention and morale.

Book accommodations and flights: Get the driver to a safe location with a hotel and book their return travel.
Offer mental health support: Schedule a mental health evaluation before the driver returns to a safety-sensitive role to ensure they are fit to work.
Collect and store documentation: Ensure the driver records all relevant information, including photos of damage, vehicle plates, and police reports.

Step 3: Secure Cargo and Avoid Delays

Managing cargo quickly can prevent further losses and preserve customer relationships.

Assess the cargo’s condition: Check for any damage from the accident or improper storage.
Negotiate cargo release: Work with the towing company to release the cargo separately if possible. This minimizes the risk of spoilage or additional delays.
Coordinate with clients: Keep your customers informed about the situation and prioritize moving salvageable freight to its destination.

Step 4: Minimize Storage Fees by Acting Fast

The biggest financial risk after an accident is the storage cost for the equipment. Towing companies know the claims process takes time, and delays in adjuster involvement can result in excessive daily fees.

Pre-arrange storage locations: If possible, direct the tow truck to a designated storage facility rather than the towing company’s yard.
Arrange payment if necessary: Towing companies typically charge $6,000 or more up front. Paying immediately, if possible, allows you to move the equipment to a more affordable storage facility while the claim is processed.
Start the claim immediately: The sooner the claim is opened, the faster an adjuster can get involved and authorize next steps.

Step 5: Expedite the Claims Process

Towing facilities can be difficult to work with, so minimizing their involvement speeds up the process. Here’s how:

Involve the adjuster early: Coordinate with your adjuster as soon as the accident occurs to avoid delays. Adjusters are often slow to respond if the vehicle remains at a towing facility, so moving it to a more accessible location can expedite the process.
Document everything: Collect all relevant information at the scene, including damage photos, vehicle plates, and any police reports. These details help support the claim and defend against inflated invoices from towing companies.

Conclusion: A Well-Prepared Plan is Key

Having a comprehensive accident response plan in place ensures that your business minimizes losses and avoids unnecessary complications. By prioritizing driver safety, securing cargo quickly, and managing equipment efficiently, you can control costs and improve the speed of the claims process.

With Drive Solutions, you’ll have the tools to manage accidents, track claims, and avoid storage-related losses. Our platform simplifies coordination with adjusters and provides analytics to identify areas for improvement—helping you reduce risks and protect your bottom line.