Workers Compensation Update

Transcription

1 Employee Benefits and Risk Management, HREQ Workers Compensation Update ~ At the end of the day, the goals are simple: safety and security ~ Jodi Rell Inside this Edition: Workers Compensation Designee Workshop Return-to-Work (RTW) Program o Examples of Modified/Alternate Duties o An Extra Pair of Hands Workers Compensation Designee Contact Information HWC Locations & Hours of Operation for Workers Compensation Reporting a Notice of Injury Notice of Injury (DWC-1) Form Authorized Workers Compensation Provider Network Processing ILD and Workers Compensation Leave Workers Compensation Contact List It s hard to believe we re kicking off another school year, as we prepare, Risk Management would like to thank each and every one of you for all of your cooperation and assistance during the school year. As a Workers Compensation Designee, you are a vital part to the operations of Risk Management. We look forward to working with each of you and of course another awesome school year! Again, thank you for the assistance you provide to employees at your work location. Workers Compensation Designee Workshop Our annual Workers Compensation Designee Workshop will be taking place in September This training is mandatory for all NEW designees, however, anyone wanting a refresher is welcome to attend. We are offering four (4) sessions on the following dates and times: Date Time Section No. Location 09/10/2015 8:30 am 11:30 am 237 District Office-Portable 24 09/10/2015 1:00 pm 4:00 pm 238 District Office-Portable 24 09/22/2015 8:30 am 11:30 am 239 District Office-Portable 8A 09/22/2015 1:00 pm 4:00 pm 240 District Office-Portable 8A Please be sure to register online via mypgs using your Employee Self-Service/Munis user name and password. You can access mypgs at: You can search by section number by simply selecting Courses from the top menu and entering the section number. August 2015

2 Stay-at-Work/Return-to-Work Program As you may know, the District implemented a Stay-at-Work/Return-to-Work (RTW) Program that promotes keeping employees actively working following a work-related injury or bringing injured employees back to work when they are able to perform on a modified or alternate duty basis. The RTW program enables us to accommodate employees who get injured on the job by providing modified or alternate duty within the limitations established by the authorized treating physician. EXAMPLES OF MODIFIED/ALTERNATE DUTY CUSTODIAN FOOD SERVICE INSTRUCTIONAL ASSISTANT MODIFIED DUTY EXAMPLES Picking up Trash with Cashier (may sit on chair to Assist Classroom Teacher Spear/Stick comply with any standing Lead Students to Cafeteria, Wipe Down restrictions) Playground or Restrooms Walls/Tables/Desks/Window Provide Cart to Assist with Lead Reading Group s/computer Screens (bucket Lifting/Carrying Restrictions Utilize Equipment to Assist can be placed on cart to Assist with Food Preparation with Lifting (Hoyer Lift) comply with Wash Dishes bending/twisting Inventory restrictions) Clean Gum Off Tables Light Dusting/Sweeping/Spot Mopping Restroom Monitor with Light Cleaning Empty Trash When Bag is Half Full (not removing bag, only contents) Fill Soap Dispensers ALTERNATE DUTY EXAMPLES Hall Duty Inspect Campus for Safety Hazards, Complete Shredding Paper Work Orders Making Copies Signing-In Visitors Stuffing Envelopes Assisting in Media (labeling books, checking out Parking Lot Security books) Cafeteria Monitor The modified and alternate duties listed above are only examples, and do not include every possible duty that may be assigned. We encourage all locations to make an effort to accommodate employees following a work-related injury. There should be little to no restrictions that we CANNOT accommodate. If you can accommodate an employee with modified or alternate duties, please contact Risk Management so a RTW Notification can be prepared. Workers Compensation Update August 2015 Page 2

3 AN EXTRA PAIR OF HANDS If you are in need of an extra pair of hands at your location, please do not hesitate to reach out to us. We may have an employee who can temporarily assist you at no charge to your cost center. If you have work available, please provide the following: Brief description of tasks/project; Requested work schedule; and Name of immediate supervisor. If you have questions or need additional information, please contact Lauren Weber or Zsuzsanna McGovern in Risk Management by telephone or as follows: Risk Management Staff Telephone No. Lauren Weber, Manager (813) Zsuzsanna McGovern, Specialist (813) Workers Compensation Designee Contact Information It s time to update our Workers Compensation Designee List. Therefore, it would be greatly appreciated if each location could provide the name and contact information of your Workers Compensation Designee. Please provide the designee s name and contact information to Zsuzsanna McGovern in Risk Management by telephone: (813) or zmcgover@pasco.k12.fl.us. Health and Wellness Center Locations & Hours of Operations for Workers Compensation The on-site Health and Wellness Centers (HWC) are the District s authorized primary care providers for workers compensation. Employees injured during normal business hours must seek initial medical treatment at the HWC. Employees are required to present a Notice of Injury as proof of authorization for medical treatment under workers compensation and must inform the HWC that they are seeking treatment for a work-related injury. Work-related injuries must be reported prior to an injured employee seeking medical treatment. Centennial Middle HWC Centennial Road Dade City, FL Land O Lakes HWC Gator Ln., Bldg. 14 Land O Lakes, FL HWC Locations Gulf High HWC 5117 Madison Street NPR, FL Hudson HWC Cobra Way Hudson, FL Wesley Chapel HWC Wells Road Wesley Chapel, FL Hours of Operation Monday Tuesday Wednesday Thursday Friday 8:00 am 11:00 am 1:00 pm 4:00 pm 7:00 am 11:00 am 1:00 pm 3:00 pm 10:00 am 1:00 pm 3:00 pm 6:00 pm 8:00 am 11:00 am 1:00 pm 4:00 pm 8:00 am 11:00 am 1:00 pm 4:00 pm After Hours and Urgent Care Providers Employees will still have access to after hours and urgent care providers for injuries occurring outside of the HWC normal business hours (refer to authorized provider list on page five). Workers Compensation Update August 2015 Page 3

4 Emergency Room Treatment Whenever possible, employees should attempt to access one of the District-approved urgent care facilities or hospitals first. However, if the injury is life threatening, the employee should go to the nearest hospital emergency room for treatment. After receiving treatment at a hospital emergency room, employees must follow up with one of the on-site Health & Wellness Centers (HWC) for evaluation and a release to return to work. The HWC, in coordination with Johns Eastern Company, will determine the employee s need for continued medical care under workers compensation. If the accident occurred after hours and the employee sought medical treatment, he or she must report the injury by 8:30 a.m. the next business day. Reporting a Notice of Injury The District s workers compensation program covers all full and part-time employees, substitutes, interns, and volunteers. All accidents involving any of the above-mentioned individuals must be reported electronically to Johns Eastern Company at using your assigned user ID and password. If you need to obtain the user ID and password for your work location, Christina Gernhart at cgernhar@pasco.k12.fl.us. If you have knowledge of an accident or an employee reports an accident but states that he or she does not want to seek medical treatment, you must report the incident electronically to Johns Eastern Company as a report only indicating that the employee did not seek medical treatment. Failure to report an injury once you have knowledge could result in penalties against the District. If the employee decides later that he or she needs medical treatment, instruct the employee to call Johns Eastern Company at (800) extension The medical only claims adjuster assigned to the District will assist the employee with obtaining medical treatment. The employee must have the tracking number assigned to his or her report only notice when calling Johns Eastern Company for assistance. Remember to print and retain a copy of the Notice of Injury for your files. If you have knowledge of an injury and you are uncertain whether the injury needs to be reported as a work-related accident, please call Lauren Weber at extension Notice of Injury (DWC-1) Form The Notice of Injury, also known as the first report of injury or the DWC-1 form, serves as confirmation that an injured employee has reported a work-related accident to the District and that the District has authorized the employee to seek medical treatment. Employees are required to present a Notice of Injury as proof of authorization for medical treatment under workers compensation when seeking initial medical treatment. Therefore, you are required to enter the Notice of Injury online at and provide a copy to the injured employee before directing him or her to seek medical treatment. If you are unable to complete the Notice of Injury before sending an injured employee to the HWC for treatment, you must complete the notice online and fax a copy to the HWC before the injured employee arrives for treatment (HWC fax cover sheet attached). The HWC cannot begin to treat an injured employee under workers compensation without authorization. Workers Compensation Update August 2015 Page 4

5 Authorized Workers Compensation Provider Network PRIMARY PROVIDERS Centennial Middle HWC Centennial Road Dade City, FL Gulf High HWC 5117 Madison Street New Port Richey, FL MedExpress Urgent Care Bruce B. Downs Road New Tampa, FL Suncoast Urgent Care State Road 54, Ste. 104 Trinity, FL (formerly Trinity Urgent Care) Florida Hospital Zephyrhills 7050 Gall Boulevard Zephyrhills, FL Florida Hospital Tampa 3100 East Fletcher Avenue Tampa, FL (formerly University Community Hospital) Hudson HWC Cobra Way Hudson, FL AFTER HOURS & URGENT CARE PROVIDERS Doctors Urgent Care 2402 US Highway 19 Holiday, FL Suncoast Urgent Care 4112 Mariner Blvd Spring Hill, FL HOSPITALS Florida Hospital N. Pinellas 1395 S. Pinellas Avenue Tarpon Springs, FL (formerly Helen Ellis Memorial Hospital) Medical Center of Trinity 9330 State Road 54 Trinity, FL Land O Lakes HWC Gator Lane, Building 14 Land O Lakes, FL Wesley Chapel HWC Wells Road Wesley Chapel, FL MedExpress Urgent Care State Road 54 Lutz, FL Spring Hill Regional Hospital Quality Drive Spring Hill, FL Bayonet Point Medical Center Fivay Road Hudson, FL Processing ILD and Workers Compensation Leave It is important to accurately report and enter all Injury-in-Line-of-Duty (ILD) and Workers Compensation (WC) leaves into Munis AND forward a completed MIS #101 Leave Form to Risk Management. Risk Management does NOT keep track of an employee s leave, it is the work location s responsibility to monitor and accurately report the same. It is recommended that all Designees utilize the ILD Leave Log in the Excel format, as it automatically calculates an employee s ILD leave for you (File Attached). Please remember, the time that is entered into Munis and what is listed on the MIS #101 Leave Form should be identical. Please contact Risk Management if an employees does not return on their first contracted day for the school year due to a work-related injury that occurred during the school. Any employee who was on a workers compensation leave at the end of the prior school year, shall remain on a workers compensation leave if they do not return. When performing time-entry in Munis, you must utilize the Detail Screen in order to be able to enter the Reason Code. You can easily access the Detail Screen while in the Daily Grid by selecting Edit Detail at the top right corner of your screen. Just be sure to be on the date for which you are entering ILD or WC Leave. The Reason Code is important, as it categorizes the leave, Workers Compensation Update August 2015 Page 5

6 without the Reason Code the time entry will not be listed as ILD or WC Leave. ILD and WC Leave must be entered into Munis with the following pay and reason codes: ILD Leave Pay Code: 350/ Reason Code: 8405 OR Pay Code: 351/ Reason Code: 8405 Depending on your location. WC Leave Pay Code: 390/ Reason Code: 8305 OR Pay Code: 391/ Reason Code: 8305 Depending on your location. In addition to entering the correct codes, you must also enter the WC Leave time with a (-) signed before it (i.e. 8.00). If WC leave is entered incorrectly into Munis, it will result in an overpayment to the employee, and the employee will be required to reimburse the District. A screenshot of the correct way to enter WC Leave into Munis is below. Great work Paul R. Smith MS! Workers Compensation Update August 2015 Page 6

7 Workers Compensation Contacts: Workers Comp Leaves, Benefits or District Policy... (813) Christina Gernhart, Benefits Associate, Employee Benefits and Risk Management (Last Name M-Z)... (813) Zsuzsanna McGovern, Claims Specialist, Employee Benefits and Risk Management (Last Name A-L)... (813) Lauren Weber, Risk Manager, Employee Benefits and Risk Management... (813) Patricia Howard, Senior Manager, Employee Benefits and Risk Management... (813) Medical Authorization and Appointments... (800) Johns Eastern Company Nurse Case Managers: Albert Aronovitz (Last Name M-Z)... (813) Brenda Bergeron (Last Name A-L)... (800) ext Loss Time Benefits (Indemnity)... (813) Heather Lentz, Loss Time Adjuster, Johns Eastern Company (727) (352) Medical Only Adjuster... (800) Elizabeth Nunez, Medical Only Adjuster... (800) ext Legal Adjuster... (800) Amanda Judkins, Legal Adjuster Technical Support...(800) ext Workers Compensation Update August 2015 Page 7