1 CLAIMS REPORTING KIT Administered by 451 Diamond Drive Ephrata, Washington (509) ; Fax (509) Toll Free (800) Report all accidents and losses as soon as possible to your insurance agent and/or Clear Risk Solutions. In reporting accidents or losses, please follow the enclosed guidelines. Your membership in the insurance co-op requires ALL claims must be reported regardless of size. Page 1 4/13/2015
2 COMMON SENSE GUIDELINES 1. Report accidents regardless of the degree of injuries or damage! 2. Record all relevant facts - save all broken or damaged equipment involved until instructed to do otherwise. 3. Take photos if possible and warranted. 4. Do not admit responsibility or agree to pay for damages - this is the job of the insurance company and/or courts. 5. Regardless of deductible level - Report all accidents - Report them NOW! The following pages will give your city specific instructions for reporting: 1. Employee bodily injury or property damage accidents 2. Damage to city property 3. Automobile accidents 4. General liability claims 5. Lawsuits or written demands Please review these instructions with your staff and be sure to advise them of the reporting requirements.
3 EMPLOYEE - BODILY INJURY OR PROPERTY DAMAGE ACCIDENTS 1. Complete L & I accident report form. 2. Person or employee who saw accident or was supervising activities should complete same, record all facts, secure witness names, preserve broken or damaged equipment. 3. Follow appropriate first-aid procedures as necessary. 4. Do not admit responsibility or agree to pay for damages. Forward L & I accident report to your city administrator who will review and sign same. IF INJURY IS SERIOUS OR FATAL, CALL AT ONCE - CLEAR RISK SOLUTIONS, (800) , AND FOLLOW THE INSTRUCTIONS GIVEN TO YOU.
4 PROPERTY LOSSES 1. Complete "Property Loss Notice." 2. Record all relevant material, take steps to avoid further damage, secure damaged areas, close off area from use, take photos, etc. 3. Forward completed report to city administrator. 4. Do not admit responsibility or agree to pay for damages. CITY ADMINISTRATOR OR DESIGNEE S REPORTING PROCEDURES 1. Send original Property Loss Notice to agent. 2. Retain one copy for your file. IF DAMAGE IS EXTENSIVE, CALL AT ONCE - CLEAR RISK SOLUTIONS, (800) , AND FOLLOW THE INSTRUCTIONS GIVEN TO YOU.
5 AUTOMOBILE ACCIDENTS 1. Each city vehicle should carry a vehicle accident report form. 2. Employee operating vehicle at time of loss must complete report following all instructions. 3. Employee should forward accident report to city hall. 4. Do not admit responsibility or agree to pay for damages. 5. Any accident where the damage exceeds $500 must have a State Accident Report form completed and filed with the appropriate police department. CITY ADMINISTRATOR OR DESIGNEE S REPORTING PROCEDURES 1. Complete auto loss notice and attach copy of driver's accident report. 2.. Forward original to agent. 3. Retain one copy for your file. Be sure driver completes State accident report as required. REPORT SERIOUS OR FATAL ACCIDENTS AT ONCE CLEAR RISK SOLUTIONS (800) , AND FOLLOW INSTRUCTIONS GIVEN TO YOU.
6 BODILY INJURY/PROPERTY DAMAGE TO OTHERS (GENERAL LIABILITY) ACCIDENT 1. Use "General Liability Loss Notice" and record all details of accident. 2. Be sure to record names of all witnesses and save property damaged in the accident. 3. Forward report to city administrator or designee. 4. Do not admit responsibility or agree to pay for damages. CITY ADMINISTRATOR OR DESIGNEE S REPORTING PROCEDURES 1. Forward original to agent. 2. Retain one copy for your file. IF THERE ARE SERIOUS INJURIES, DAMAGE OR FATAL INJURIES, CALL CLEAR RISK SOLUTIONS, (800) , AND FOLLOW ANY INSTRUCTIONS GIVEN TO YOU.
7 REPORTING LAWSUITS OR WRITTEN CLAIMS DEMAND 1. LAWSUITS OR SUMMONS AND COMPLAINT If served with Summons and Complaint, please note the following on a separate sheet and attach to the Summons and Complaint: Person served and their title Date and time of service Location where service was made IMMEDIATELY EXPRESS MAIL OR FAX THE SUMMONS TO: CLEAR RISK SOLUTIONS 451 Diamond Drive EPHRATA, WA DO NOT HOLD THE SUMMONS - Mail at once Send copy to agent. Retain one copy for your file. Call Clear Risk Solutions and advise them you are sending the Summons and Complaint. 2. WRITTEN CLAIMS DEMAND Forward copy of the written demand by Express Mail to: CLEAR RISK SOLUTIONS 451 Diamond Drive EPHRATA, WA Retain one copy for your file. Advise Clear Risk Solutions, (800) , you are sending the written demand.
8 CITIES INSURANCE ASSOCIATION OF WASHINGTON GENERAL LIABILITY LOSS NOTICE CLEAR RISK SOLUTIONS DATE: 451 Diamond Drive Ephrata, WA DATE & TIME OF LOSS (800) AM/PM Fax (509) INSURED: Insured's Business Phone: Person To Contact: LOSS: Location of Accident: Description of Accident: BODILY INJURY/PROPERTY DAMAGED: Name & Address: Name & Address: Phone Number: Phone Number: Age Sex Age Sex Occupation: Occupation: Describe Injury/Injuries: Where taken? Describe Property: Estimate Amount: WITNESSES: Name & Address Bus. Phone Res. Phone REMARKS: Reported by: Phone:
9 CITIES INSURANCE ASSOCIATION OF WASHINGTON PROPERTY LOSS NOTICE CLEAR RISK SOLUTIONS DATE: 451 Diamond Drive Ephrata, WA DATE & TIME OF LOSS: (800) AM/PM Fax (509) INSURED: Insured's Business Phone: Person To Contact: LOSS: Location of Loss: Police or Fire Department Reported: Kind of Loss (Fire, Wind, Explosion, etc.): Probable Amount Description of Loss and Damage: REMARKS: Reported By: Phone:
10 CITIES INSURANCE ASSOCIATION OF WASHINGTON AUTOMOBILE LOSS NOTICE CLEAR RISK SOLUTIONS DATE: 451 Diamond Drive Ephrata, WA DATE & TIME OF LOSS: (800) / Fax (509) AM/PM INSURED: Insured's Business Phone: Person to Contact: LOSS: Location of Accident: Description of Accident: INSURED VEHICLE: Veh. # Year, Make, Model V.I. # Owner's Name, Address & Phone: Driver's Name & Address: Business Phone: Residence Phone: DOB: Driver's License No.: Estimate Amount: Describe Damage: PROPERTY DAMAGED: Describe Property: Owner's Name & Address: Other Driver's Name & Address: OTHER INSURANCE: Business Phone: Residence Phone: Business Phone: Residence Phone: Describe Damage: Estimate Amount: INJURED: Name & Address Phone No. Extent of Injury WITNESSES OR PASSENGERS: REMARKS:
11 VEHICLE COLLISION DESCRIPTION DIAGRAM Show name of highways, points of compass (N/S/E/W) and direction of travel of the vehicles involved. ROAD CHARACTER ROAD SURFACE ROAD DEFECTS TRAFFIC CONTROL Straight Road Curve Level On Grade Crest of hill Dry Wet Muddy Snowy Icy Defective Shoulder Holes, Ruts, Bumps Loose Material Other (Describe) No defects LIGHTING WEATHER NOTES Stop Sign Stop & Go Signal Flagman/Officer Other (Describe) No Traffic Control Daylight Dusk Dawn Dark with streetlight Dark no streetlight Clear Raining Snowing Fog Other (Describe) Yes No Photos Taken
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