Workers Compensation Procedures

Transcription

1 Who qualifies for Workers Comp? Workers Compensation Procedures Any UVU employee, including student employees or volunteers. Unpaid interns placed by academic departments, on and off campus. What do I do if an employee has an accident? The first priority is to get medical help for the employee. The employee should report the injury to you, no matter how slight. If medical attention is needed, the supervisor should take the injured employee to one of the following facilities: INTERMOUNTAIN WORKMED CLINIC 830 North 980 West Orem, (801) Hours Monday-Friday 8:00 AM 5:00 PM Work Care 601 North 1200 West (801) For critical care or after-hours service: Intermountain Health Care hospital emergency room. FOR CRITICAL EMERGENCY CARE CALL 5555 FOR CAMPUS POLICE WHO WILL DISPATCH 911 PERSONNEL. Student Health Services can be used for minor injuries. (You don t need a form to get medical care. Just tell the facility that you are an employee of Utah Valley University and to bill Workers Compensation Fund of Utah.) When an employee needs medical attention, the best way to manage this is for the supervisor or a coworker to accompany the employee to the clinic. A light duties job description should be taken and provided to the attending physician for consideration if work restrictions are needed. If the light duties comply with work restrictions provided by the physician the employee must return to work. Time off taken by an employee that has been offered light duties, that comply with physician work restrictions, will be deducted from the employee s leave balances and will not be compensated by the University s workers compensation carrier.

2 What do I do then? Fill out the Workers Compensation Employer s First Report of Injury or Illness form available online under the Workers Compensation section. At the bottom of the form the line titled Preparer s Name and Title requires the supervisor s name and signature. This form should be submitted to Human Resources within 24 hours of the accident (when possible). Human Resources will submit the First Report of Injury to Workers Compensation Fund, the University s workers compensation insurance provider, electronically. ed copies of this form will be sent to the supervisor within 7 days of its receipt in Human Resources. Supervisors will be responsible to provide a copy of this report to the injured employee. What if the injury requires my employee to lose time from work? For hourly employees: The supervisor should do all they can to provide light duty work that complies with restrictions given by the physician in an effort to avoid time off. If there is no alternative to lost time, 2/3 pay for lost time will be handled by Workers Compensation Fund, if the employee misses more than 3 days of work. For salaried employees: The supervisor should do all they can to provide light duty work that complies with restrictions given by the physician in an effort to avoid time off. If there is no alternative to lost time, send Irene Whittier ([email protected] ) an documenting time off due to the employee s work related injury. If the injury requires the employee to miss more than 3 days, Workers Compensation Fund will pay 2/3 of the employee s salary. An injured employee will continue to receive his/her regular salary from the University until Workers Compensation Fund checks are received by Human Resources. The amount of each Workers Compensation check will be deducted from the employee s paycheck following its receipt. Human Resources will mail each Workers Compensation check to the employee s home. Time off not covered by workers compensation pay will be deducted from the employee s leave balances. If the employee is out of leave, the employee will not receive compensation for time off not covered by workers compensation pay.

3 The department should do as much as they can to transition an employee that is off work due to a worker s compensation injury back to work in the shortest time frame possible. The department should make frequent contacts with the injured employee to help determine readiness for transitional/light duties or full return to work. A light duty job description should be sent with the employee to all follow up visits to the attending physician. Restrictions provided by the physician should be reviewed by the supervisor for fit to transitional/light duties. Getting employees back to work as soon as possible after a worker s compensation injury can benefit both the employee and the University. Returning to work benefits for the employee include: The routine of going to work everyday is a habit. Not going to work can become a habit; When injured employees focus on being productive, the recovery process is expedited; Avoid the Hassle of receiving workers compensation checks and associated docks in pay received from the University; Normal activities can be resumed sooner with less uncertainty; Job skills will be maintained; Self-worth will be maintained and the stress associated with injury is reduced; The healing process will accelerate; Morale improves. Returning to work benefits for the University include: Save on cost related to covering vacated positions; Reduce the administrative tasks related to prolonged claims; The chance of fraudulent claims is reduced and often avoided; Experienced employees continue to work so turnover is reduced; The chance of litigation is reduced; Employee relations are improved; The total incurred claim cost will be lower;

4 Medical only claims are discounted 70% when the University s Experience Modification Factor is calculated; Cost of worker s compensation insurance is kept as low as possible by minimizing accident cost. *Return to work information, Injury Management, Workers compensation Fund, LP

5 Reporting to Workers Compensation Fund A first report of injury should be filled out anytime an employee is injured on the job. The form the employee and supervisor need to fill out can be found online: If the employee is not going to seek medical attention the first report should still be filed with the other nonreportable reports in case in the future medical attention is needed. If the employee has received medical attention or will be receiving medical attention then the information will need to be submitted to Workers Compensation Fund through their website. To do this: 1. Go to 2. Login with Username: uvsc Password: wcfbenefits. You will want to login to file the claim so it can be tracked under UVUs information and be recorded in the correct location of occurrence. 3. Once you login,click on Submit a Utah Claim 4. Follow the steps and instructions to input the information from the employee s first report. a. Make sure to use the rate of pay on Banner (NBAJOBS) and verify the date of hire with the date (PEAEMPL) b. When it asks for contact name and phone number, list the supervisors name and office number c. If you have not received information back from WorkMed or the physician in regards to what the injury is when completing the form, find a type of injury/illness that is close to what is described on the employee s form. 5. Once the information has been completed online, submit the information to Workers Compensation Fund. 6. Once submitted, the option to view/download/print claim will be on the screen. Print the form to have for the paper file, then go to File, Save As, and save using the employees first and last name, in your WCF file so you can send it to the supervisor via After saving, logout of the website and create for supervisor attaching the electronic copy of the first report submitted to WCF.

6 OSHA 300 Reports The OSHA 300 Report can mostly be done through the Workers Compensation Fund website. There are a few steps that have to be taken to get the information ready for the summary and the survey. Everything needs to be completed and posted by February 1 of each year and stay posted until April 30. Not all of the claims that happened for the year will be OSHA reportable. Others will. It s important to follow the guidelines and rules provided so that everything is accurate as can be. 1. The Workers Compensation Fund website provides the program to complete the summary (OSHA 300A form) login to select OSHA 300 Log. Here you will find helpful reference sites to refer to for guidelines on proper reporting. To advance to the next screen click continue towards the bottom of the page. 2. The next page provides the options to update the report, print the report, and print the summary. 3. Update the Report is the first step. This can be done throughout the year as the claims are being filed and closed out. By doing it as the claims end, you won t have as many to go through at the end of the year, and the information needed will be easily accessible. This is where you report if the claim is OSHA reportable or not, how many days the employee was on job restriction and/or days missed due to the injury. This has to be completed for every workers comp claim. If the claim is not reportable to OSHA then you select no and submit. If the claim is OSHA reportable then all fields will need to be completed and submitted. A good source on the WCF website is the Loss Run report you can use and also the WorkMed Return to Work Summary and doctors notes that are attached to the paper files of the claims for the year. 4. The US Department of Labor requires each location of the University to have its own individual OSHA 300 report and Summary. The WCF website allows you to print individual reports for each location of the University. Wasatch, UVU Main, Aviation, Fire Science, Canyon Park (building L), and

7 UMEP all need a report and Summary printed and posted where they can be viewed by employees and the public. 5. Once you have completed the Update of the report, you can print the OSHA 300 Report. This will provide you the option to print the information from the update to be posted with the OSHA 300 Summary. For privacy chose the option to print without the names for the OSHA 300 Summary. You will also want to print one report with the names as you will need that information when you complete the OSHA survey done online. 6. After completing the update and the report, you will need to get the annual average number of employees for each of the six locations and the total hours worked by all employees in that year. Colby Callahan in Human Resources where he can run reports for the information. Once this has been received you can complete the OSHA Form 300A Summary. 7. An OSHA form 300A Summary will need to be completed for each of the six locations. Most of the locations can be done using the WCF website. If they don t have the option for the other locations, a blank OSHA 300 form can be completed and printed out by you filling in the proper information. Also, make sure to fill in the date, phone number and title of the director by printing it in the form, or writing clearly on the printed form. 8. Once the 300A Summary is completed and printed out, attach them to the 300 report and give to the HR director to sign. Once the HR Director has signed the summary, make copies with the signature and use the copied summary to post to the different locations. This will secure the signature and retain the original summary in your files. 9. Post the UVU Main summary and report on the bulletin board located right outside the HR department by February 1. All the other locations can be inter-campus mailed with attached instructions as to where and how long the summary and report needs to be posted. OSHA 300 Survey 10. The OSHA Summary needs to be completed before February 1 st. The beginning of January 2 envelopes will be sent with the survey information.

8 One is for the Wasatch Campus, and the other is for the main campus. The main campus is where you will include all the other locations listed above. 11. The survey will ask for the information off of the OSHA 300 Summary and the OSHA 300 report. Make sure to have these completed before filling out the survey. Basically the survey is inputting all the information listed on the Summary and then listing the information about those that were OSHA reportable. The OSHA report will be able to provide you with the needed information. Another good source to use is the first report of injury of the claim. Once all the information has been entered submit it to the system. Things to keep in mind: The OSHA 300 report has to happen each January so it s good to keep up on reporting as the claims happen and are clear with what occurred. Every year around November, Workers Compensation Fund does training on the OSHA 300 report. I would highly recommend attending that before your first OSHA 300 report is due. The OSHA 300 summary, report, and survey has fines attached if they are completed after February 1, and it s possible that you could get audited with the information that is submitted on the survey and posted at the locations.