QuickGuide: Employee First Report of Injury

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1 Trying to submit from off-campus? You must use REMOTE ACCESS if submitting a report of from a non-st. Kate s network. On-campus campus computers & staff wireless networks do not need remote access. St. Catherine University QuickGuide: Employee First Report of Injury Instructions for completing Employee First Report of Injury Workflow 1 P age

2 Completing the Report of Injury Information Required Before Starting a Certification The First Report of Injury should be completed by the injured employee or the injured employee s direct supervisor. If you are not the injured employee or the injured employee s supervisor, please contact Public Safety at [email protected] or x8888 for further instruction. Before you start your certification, you will need the following information on hand: Injured employee s St. Kate s username o e.g. jadoe for John A. Doe Information about the injury or incident you are reporting o Date and approximate time of injury/incident o Date employee s department was notified of incident o If employee lost any time from work, when first day of lost time began o If employee received any medical treatment for incident, location and description of off-site treatment, if applicable Initiating the Workflow Login to KateWay and click on the Workflow tab Initiating the Workflow 1. In the Workflow Processes channel, click Employee First Report of Injury 2. Enter this in the Workflow Specifics field: Injured Employee s Last Name, First Name: Date of Injury 2 P age

3 3. Enter the injured employee s username (or your username if you are submitting the report for yourself) into the Enter_Injured_Employee_Username field. 3. Click. The following page should look like this, click OK to continue: Then click to return to your Workflow tab. Entering Report of Injury You are now ready to begin entering information about your/the employee s injury. 1. Click the employee s name in your Workflow Worklist channel (hit Refresh if the link is not yet there; if you left the Workflow Specifics name field blank, it will say undefined ). 2. On the following page, any fields marked with an asterisk (*) are required. If you do not see a form to enter injury information, click here for troubleshooting. a. Employee & Incident Information i. Confirm employee s name, ID, and employee information are correct. ii. Select the employee s position where the injury occurred. The employee s supervisor in that position will also be listed in the drop down menu. 3 P age

4 iii. Use the buttons and drop down menus to identify when and where the injury occurred and when the employee s department was notified of the injury. b. Incident Details i. Identify if the incident was an injury or an illness and complete the required drop-down fields (description of illness if illness; type of accident, injury, body part injured, and side of body injured if injury). or ii. Identify if employee lost any time from work; if yes, use lost time and the day they returned to work, if applicable. button to select employee s first day of 4 P age

5 iii. Provide details about the incident leading up to the injury or illness (required fields marked with an *). c. Medical Treatment i. Identify if any medical treatment was administered to the employee, where treatment was provided, and if the employee was taken by ambulance. ii. If employee was treated at a clinic or hospital, enter name and city of clinic or hospital and provide brief description of treatment provided. 5 P age

6 d. Additional Comments (optional): These comments will be seen by employee, supervisor, Public Safety, and Human Resources via ). 3. Select and click to complete your First Report of Injury. i. If any required fields are missing or incorrect (i.e. you entered an incident date in the future), you will receive a pop-up notification urging you to correct the issue. ii. If you still see the Workflow Specifics Name in your Workflow Worklist after submitting the form you have not fully submitted the form. Make sure you are selecting and clicking. Clicking Save & Close does not submit the form to Public Safety and is not considered complete. Confirmation of Report of Injury After you select and click you will receive an confirmation of the report of injury from [email protected]. The employee, the employee s supervisor, Public Safety, and Human Resources will be copied on the confirmation. The supervisor will receive a second from Public Safety requesting the Workplace Accident and Injury Reduction (AWAIR) program Accident Investigation Form to be completed. Please contact Public Safety at x8888 with questions about this form. 6 P age

7 Troubleshooting There are two possible errors when entering a username to initiate the Workflow. 1. Username not found in the system To resolve, double-check that you have entered the employee s correct and current St. Kate s username, enter it in the Employee Username field and select Re-Submit and click Complete to continue with the Workflow. 2. Username does not correspond to a current employee The Employee First Report of Injury form cannot be completed for individuals who are not current employees of St. Catherine University. To resolve, confirm you have entered the correct username for the correct individual. If username was correct, contact Public Safety for further instructions. 3. Other Errors If you experience other errors in submitting the First Report of Injury, please contact Public Safety at [email protected] or x P age