UMD Procedures February 2015 7/1/2016 1 Agenda Overview and Introduction Roles and responsibilities Process for reporting a work-related injury Recent changes to the process Resources Quiz Demonstration of electronic-FROI Questions 7/1/2016 2 Workers’ Compensation Web site Go to UMD HR Click on Workers’ Compensation http://www.d.umn.edu/umdhr/WorkComp/ 7/1/2016 3 Overview and Introduction Positive Employee Relations 7/1/2016 4 Worker’ Comp. Coordinator Roles and Responsibilities ◦ First Point of contact ◦ Liaison to all the parties in the process ◦ Team approach – UMD services & resources ◦ Policy and procedure resource 7/1/2016 5 Team Approach UReturn to work Workers’ Compensation Environmental Health & Safety 7/1/2016 FMLA 6 Process for Reporting a WorkRelated Injury Supervisor Promptly Notify UMD Workers’ Compensation Coordinator (Cathy Rackliffe) ◦ All reported incidents ◦ When employee begins to lose time from work ◦ Sustains a re-injury ◦ Can’t work within restrictions ◦ Receipt of medical report 7/1/2016 7 Process (continued) Employee’s role ◦ Immediately notify supervisor of on-the-job injury, accident, or ◦ ◦ ◦ ◦ ◦ 7/1/2016 illness First aid or seek medical attention Complete ◦ Employee Incident Report ◦ Return medical report to W.C. Coordinator ◦ Follow medical imposed work restrictions at work AND outside of work Stay in touch with supervisor Work with departmental payroll person on lost time claims Cooperate ◦ HR and W.C. Coordinator ◦ UReturn-to-Work Coordinator ◦ Sedgwick Claims Management Services, Inc. 8 Process (continued) Supervisor’s role ◦ Make sure employee gets medical attention ◦ Dial 911 if injury is potentially life threatening ◦ Complete ◦ First Report of Injury ◦ Supervisor Incident Investigation Report ◦ Lost Time Report (as needed) ◦ Forward medical reports to W.C. Coordinator ◦ Stay in touch with employee ◦ Cooperate ◦ HR and W.C. Coordinator ◦ UReturn-to-Work Coordinator ◦ Sedgwick Claims Management Services, Inc. 7/1/2016 9 Process (continued) Seek medical attention Emergencies: nearest hospital Burns: Miller-Dwan Hospital or nearest hospital emergency room Eye Injuries: nearest hospital emergency room or Ophthalmologist UMD Health Services St. Luke’s Occupational Health Duluth Clinic Occupational Medicine Personal Physician Other locations for NRRI, CMRL 7/1/2016 10 Process - Employee FORMS Employee Incident Report ○ Complete as soon as possible following the incident ○ Forward to Supervisor ○ Supervisor sends to W.C. Coordinator Medical Report ○ FAX or deliver a copy to W.C. Coordinator 7/1/2016 11 Process – Supervisor FORMS First Report of Injury (paper or electronic version) Complete for ALL incidents, except minor incidents such as paper cuts unless develops into more serious injury Complete within 8 business HOURS (1 day) Forward to W.C. Coordinator 7/1/2016 12 Process – Supervisor FORMS Supervisor Incident Investigation Report Complete for ALL incidents, except minor incidents such as paper cuts unless develops into more serious injury Complete within 72 business HOURS (3 day) Forward to W.C. Coordinator 7/1/2016 13 Process – Supervisor FORMS Lost Time Report Complete for lost time incidents Complete as soon as possible following end of payroll period. Forward to W.C. Coordinator Have employee work with Payroll Coordinator 7/1/2016 14 Process – Supervisor • FORMS • Give injured employee paper copies of: • MN W.C. Info Sheet • UMD List of Designated Providers • Temporary Prescription Drug ID Card 7/1/2016 15 Changes to the Process 2009 New Policy and procedures Timelines for completing required forms tightened ○ Emphasis on early reporting Complete FROI for ALL incidents Temporary Prescription Drug ID Card First Fill (7-day prescription, 25 tablets, up to $125) Express Scripts absorbs cost if claim not accepted Permanent card for accepted claims Target, Walgreens, Duluth Clinic, etc. 7/1/2016 16 Changes (continued) Electronic-First Report of Injury ○ Also known as e-FROI ○ Completed by the Supervisor ○ Paper copy of FROI still available; however, e-FROI is preferred Supervisor Incident Investigation Report ○ Completed by the Supervisor 7/1/2016 17 Benefits of the new e-FROI Familiar x.500 login Accessibility; no training required No paper. No faxing. Maximized automated field completion Real time routing to our claims administrator Sedgwick Claims Management Services, Inc. Automated notifications to departments in a position to add value: Occupational Health and Safety Environmental Health and Safety Disability Services Central Payroll Automated confirmations to the Supervisor and injured Employee, including links to important documents. 7/1/2016 18 e-FROI Benefits (continued) Immediate involvement of important resources Minimization of Supervisor effort Avoidance of double-payment situations Aggregate annual time savings of 1,0002,000 work hours A better Employee experience of the Workers Compensation system 7/1/2016 19 Resources FMLA Coordinator (Betsy Behning) ◦ Notify of all leaves Consecutive days Overnight hospital stay Intermittent leaves 7/1/2016 20 Resources (continued) UMD UReturn-to-Work Program (Nancy Erickson) ◦ Incidents with lost time ◦ Incidents with work restrictions ◦ Incidents with accommodations ◦ If a QRC, NCM, or other professional assigned ◦ Funding program 7/1/2016 21 Resources (continued) UMD Environmental Health and Safety (Laura Lott and Jean Cranston) Safety Ergonomic evaluations Personal Protective Equipment Ergonomics showroom Funding program 7/1/2016 22 Quiz Two Questions 7/1/2016 23 Demonstration of the electronicFirst Report of Injury https://webapps-prd.oit.umn.edu/froi/ 7/1/2016 24 Cathy Rackliffe Area Claims Reporting Help UMD Workers’ Compensation Coordinator 269 Darland Administration Building Tel. 726-6827 FAX: 726-8827 (new FAX #) cracklif@d.umn.edu Nancy Erickson UMD Director, UReturn – Employee Services Tel. 612-624-3505 (Toll free: 855-458-2629) FAX: 612-625-5572 eric2874@umn.edu 7/1/2016 25 Betsy Behning FMLA Coordinator 255 Darland Administration Building Tel. 726-6520 FAX: 726-7505 fmla@d.umn.edu Laura Lott and Jean Cranston UMD Environmental Health and Safety 13-25 Darland Administation Building Tel. 726-6917 / 726-7273 FAX: 726-6730 llott@d.umn.edu jfcranst@d.umn.edu 7/1/2016 26 Other Contact Jacqueline Spadafore, Claims Supervisor Sedgwick Claims Management Insurance, Inc. P. O. Box 14454 Lexington, Kentucky 40512 Tel. 1-800-231-0165 / 952-826-3764, Extension 22538 FAX: 952-826-3785 Jacqueline.Spadafore@sedgwickcms.com 7/1/2016 27 Questions? Thank you for your time! 7/1/2016 28