Risk Management and Claims Administration
Workers’ Compensation Update
~ At the end of the day, the goals are simple: safety and security ~…Jodi RellInside this Edition:
Post-Offer Employment Testing (POET)
Workers’ Compensation Designee Workshop
Processing ILD & Workers’ Compensation Leaves
Supervisor’s Investigation Report (SIR)
Workers’ Compensation Designee Contact Information
Frequently Asked Workers’ Compensation Questions from the Mandatory Workers’ Compensation Designee Workshop
Workers’ Compensation Contact List
Post-Offer Employment Testing (POET)
Effective March 24, 2014, the District’s Post-Offer Employment Testing (POET) program includes current employees transferring to a position requiring POET. All new hire-applicants and current employees must complete and pass the POET prior to beginning employment with Pasco County School or transferring to positions
within the following departments: 1. Food and Nutritional Services 2. Courier Services
3. Custodial Services
4. Distribution and Warehouse Services 5. Maintenance and Facility Services
Current employees applying for a POET position will only be required to undergo the physical exam and range of motion/functional test, and will NOT be subject to the drug screening portion of the POET.
Remember, all new hire-applicants must pass their reference check and fingerprinting prior to a POET being scheduled, and must past all phases of the hiring process (reference check, fingerprinting & POET) prior to their first date of work.
The updated “Guidelines for POET” handbook is available of the Workers’ Comp Designee website and provides detail procedures and information regarding the policies and practices governing this program.
Workers’ Compensation Designee Workshop
We want to thank everyone who attended the mandatory Workers’ Compensation Designee Workshop in April. It was a pleasure to get the opportunity to meet everyone and receive valuable feedback. We hope that you found the workshop to be informative and beneficial to you in your roles as designees.
For those of you who were unable to attend, the training materials distributed are
available at: http://www.pasco.k12.fl.us/benefits/wcdesignee. We will be facilitating additional workshops in the future for those who could not attend. Remember, as workers’ compensation designees you play a vital role in the workers’ comp operations of Claims Administration, and we are grateful for all of your help!
Supervisor’s Investigation Report (SIR)
In April you each received an email with the new and revised Supervisor’s Investigation Report (SIR). Please be sure to share the new SIR with your administrators, and begin using the new report immediately. We are confident that your administrators will find the new format easy to use. Remember SIRs should be completed and sent to Claims
Administration within three (3) days following all work-related injuries or illnesses and this form is required in order for an employee’s request for ILD leave to go before the ILD Committee.
The revised SIR has been uploaded to the Workers’ Comp Designee site in PDF and Eformat.
Processing ILD and Workers’ Compensation Leave
As the 2014-2015 school year kicks off, it is important to accurately report and enter all injury in-line-of-duty (ILD) and workers’ compensation (WC) leaves into Munis. Employees who do not return on their first contracted day for the 2014-2015 school year due to a work-related injury that occurred during the 2013-2014 school shall be immediately put on a WC leave.
Please refer to the “Reporting ILD and Workers’ Compensation (WC) Leave” section listed below in the “Frequently Asked Workers’ Compensation Questions from the Workshop” for a more detailed overview for entering ILD and WC leave into Munis.
Workers’ Comp Designee Contact Information
You are receiving this communication because our records indicate you are the assigned Workers’ Comp Designee (WCD) for your location. If you are no longer the WCD or have changed work locations since June 30, 2014, please provide the name and contact information of the primary and back-up WCDs for your location. All locations should have a back-up designee in the event their primary designee is out. If you do not have a back-up please ask your principal or administrator to assign someone as soon as possible. Please provide this information to Zsuzsanna McGovern in Claims Administration by telephone : (813) 794-2084 or email: [email protected].
Frequently Asked Worker’s Compensation Questions from the Workshop
As promised, we’ve compiled all of the questions asked during the six (6) sessions we facilitated for the Workers’ Comp Designee Workshop held in April. We received many excellent questions regarding the various scenarios and concerns that arise following a work-related injury or illness, as well as questions concerning POET and the recent changes.
We hope we covered all of your questions below, and that these FAQs will assist you in your roles as Workers’ Compensation Designees. Of course, if you ever have any questions or concerns, please do not hesitate to reach out to us. We are all more than willing to assist each of you!
Frequently Asked Worker’s Compensation Questions from the Workshop-
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POST-OFFER EMPLOYMENT TESTING (POET):Q: If a current employee who was hired prior to POET or who had already undergone POET transfers to another location within the same position, will they have to undergo the POET?
A: No, current employees hired prior to the implementation of POET and/or current employees who have already undergone POET are not required to undergo POET when transferring locations. For example, a current employee who is a custodian will not be required to undergo POET if he/she is transferring to another school or department as a custodian.
Only current employees who are making an occupational change to a different position requiring POET will be subject to the POET. For example, if a principal’s secretary decided to transfer to a custodial position, or a custodian transferring to an FNS position, he/she would be required to undergo POET.
Q: If a current employee who was hired prior to POET or who had already undergone POET has a change in schedule or an increase in hours, will they be required to undergo POET?
A: No, current employees hired prior to the implementation of POET and/or current employees who have already undergone POET will not be required to undergo POET due to a change in schedule or work hours. For example, a current employee who is a FNS Assistant that works 4 hours per day, and is now going to work 8 hours per day as an FNS Assistant would not be required to undergo POET. If the FNS Assistant was going to work 4 hours per day, and was taking on a custodial position for 2 hours per day, then that employee would be required to undergo the POET.
COMMUNICATING WORKERS’ COMP TO NEW EMPLOYEES:
The “Employee Handbook for Workers’ Compensation Florida” no longer needs to be distributed in print to new DSBPC employees, and is electronically available for all DSBPC employees to access online at:
http://www.pasco.k12.fl.us/benefits/comp/. All new full and part-time DSBPC employees are still required to
sign the “Workers’ Compensation Acknowledgement of Procedures”, which is also available online at:
http://www.pasco.k12.fl.us/hr/resources_for_hiring_managers. All signed acknowledgements should continue
to be forwarded to the Employee Benefits Department.
Q: Do new volunteers and interns need to be provided sign a “Workers’ Compensation Acknowledgement of Procedures”?
A: No, new volunteers and interns should only be given the “Employee Handbook for Workers’
Compensation Florida” and “Injured Employee Acknowledgement Letter” following a work related injury.
Q: Does Sub Central provide new substitutes with the “Employee Handbook for Workers’ Compensation Florida” and “New Hire Acknowledgement Letter”?
A: Yes, Sub Central provides all new substitutes the “Employee Handbook for Workers’ Compensation Florida” and “New Hire Acknowledgement Letter”.
Q: Does Food and Nutrition Services (FNS) provide new FNS employees with the “Employee Handbook for Workers’ Compensation Florida” and “New Hire Acknowledgement Letter”?
A: Yes, FNS provides all new FNS employees the “Employee Handbook for Workers’ Compensation Florida” and “New Hire Acknowledgement Letter”.
Frequently Asked Worker’s Compensation Questions from the Workshop-
Continued
REPORTING WORK-RELATED INJURIES & ILLNESSES:Q: Who is responsible for entering the NOI when an employee gets injured at another location within our district?
A: The location/department where the injury occurred is responsible for entering the NOI and completing the Supervisor’s Investigation Report (SIR). They will then forward all of the documentation to the employee’s primary location/department, who will be responsible for monitoring the employee’s leave if applicable.
Q: What do we do if we learn of an accident which occurred on our campus but the employee does not want us to complete an NOI? Is it mandatory?
A: Yes, all work-related injuries are required to be reported as soon as you become aware an accident occurred. If the employee refuses to cooperate, complete the NOI with the information you have available, and be sure to enter the NOI as a “Report Only-Not Seeking Medical Treatment”.
Q: If a night custodian sustains an injury during his/her shift; is it okay to enter the NOI the next morning?
A: Yes, if no one is around to complete the NOI it should be completed immediately the next business morning. It is also important to keep the Workers’ Compensation Injured Employee Statement readily available so that any employees who work late shifts and sustain a work-related injury can complete the same and return to their Workers’ Comp Designee by 8:30 am the next business morning.
Q: Is it okay to return the Johns Eastern medical authorization to Claims Administration after the employee has signed and there are no physicians listed on the form?
A: Yes, Johns Eastern can obtain the necessary information from the employee directly.
Q: Where do we send completed workers’ comp forms (NOI, SIR etc.) following a work-related injury?
A: All completed workers’ comp forms should be returned to Claims Administration.
Q: Is it ok to submit MIS #101 Leave Form and the Supervisor Investigation Report without an employee’s signature or initials?
A: Yes, if you are unable to get an employee’s signatures on these forms please do not hold them, simply write “Signature Not Available” in the section requesting the employee’s signature and send them to Claims Administration as soon as possible. Please be sure to include the date the injury occurred on the MIS #101 Leave Form.
Q: What if an employee refuses to sign any of the workers’ comp paperwork?
A: If an employee refuses to sign any of the workers’ comp paperwork, simply note the same on the forms by making note that the employee refused to sign, and the documents that were provided to the employee.
Frequently Asked Worker’s Compensation Questions from the Workshop-
Continued
REPORTING WORK-RELATED INJURIES & ILLNESSES-continued:Q: Do we always have to send original forms to you even if we have scanned/faxed the information to you?
A: Yes, please forward all original forms to Claim Administration.
Q: What should we do in a case where we have additional details that we feel someone should know about, who should we contact, is it ok to email?
A: If you have additional details or concerns with regard to an employee’s workers’ comp claim please contact Lauren Weber, Risk Manager in Claims Administration at extension 4-2345 or via email [email protected].
AUTHORIZED WORKERS’ COMPENSATION NETWORK PROVIDERS:
Q: Does the Gulf Health & Wellness Center (HWC) have an X-Ray machine?
A: No, Gulf HWC does not have an X-Ray machine, however the Land O’ Lakes, Centennial and Hudson HWCs do have X-Ray machines.
Q: What is the fax number for the Hudson HWC?
A: The fax numbers for the HWCs are as follows: Centennial HWC: (813) 346-3591 Gulf HWC: (727) 246-3891 Hudson HWC: (727) 246-3991 Land O’ Lakes HWC: (813) 346-3491
Q: Are all “Florida Hospitals” approved workers’ comp providers?
A: No, not all Florida Hospitals are approved workers’ comp providers. Only those hospitals listed on the “Authorized Workers’ Compensation Network Providers” list are approved workers’ comp providers, which includes all hospitals within the immediate vicinity of Pasco County.
However, in the event of a life threatening emergency, an employee requiring immediate medical attention may seek treatment at the hospital nearest to them. For example, if an employee is involved in a motor vehicle accident out of the area while in the course and scope of employment, and requires immediate medical attention, they may seek treatment at the hospital nearest to them.
Remember all employees who initially seek treatment at the hospital, must follow-up with the HWC nearest to their work location within 24- 48 hours. They should NOT follow-up with referral made by the hospital.
Frequently Asked Worker’s Compensation Questions from the Workshop-
Continued
SEEKING MEDICAL TREATMENT:Q: Can I send an injured employee to the HWC while I am still completing the Notice of Injury (NOI)?
A: Yes, an injured employee may go to the HWC while you are still entering the NOI online, simply fax the NOI to the HWC as soon as you complete it as the HWC will require the NOI as proof of authorization for medical treatment.
Q: What if an employee initially did not want to seek treatment following a work-related injury, and decides later that they need to seek treatment after the NOI was already filed as a “Report Only”, indicating the employee was not seeking medical attention?
A: If an injured employee initially did not want to seek medical treatment following a work-related injury and decides later that they need to seek treatment, have the employee contact Johns Eastern so they may authorize and assist the employee with scheduling an appointment.
Q: What do we tell an employee who does not want to treat at the HWC and prefers to go to an urgent care facility?
A: All employees who sustain a non-life threatening work-related injury must initially seek treatment at the HWC closest to their work location. An employee should only seek initial treatment with the urgent care providers in our workers’ comp network when an injury occurs outside the HWC’s hours of operation. Explain to the employee that they must seek treatment within the authorized workers’ comp network, and that the HWCs are the primary workers’ comp providers. Should they seek treatment at an urgent care facility during the normal business hours of the HWC, they risk becoming financially responsible for that visit.
CONTACTING INJURED EMPLOYEES:
Q: Is an employee required to submit paperwork to me after each physician visit with their approved workers’ comp physician?
A: It is the employee’s responsibility to keep their workers’ comp designee and/or supervisor informed of their condition and work status throughout their workers’ comp claim. The employee should provide their work location with a copy of the DWC-25 following each appointment. If you have not heard from an employee, please do not hesitate to contact that employee.
Q: Is it ok for the designee or supervisor to contact the employee if they are on WC leave and we have not heard from them in a while?
A: Yes, if you have not heard from any employee who is out on workers’ comp leave you may contact them to request an update on their condition and work status.
EMPLOYEE’S WORKERS’ COMPENSATION DOCUMENTS:
Q: What do we do with the DWC-25 when presented to us at the work location? Should we keep the employee’s workers’ comp files within their personnel file?
A: You should maintain a separate workers’ comp file on each employee separate from their personnel file, and retain the DWC-25s in that file.
Frequently Asked Worker’s Compensation Questions from the Workshop-
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REPORTING ILD AND WORKERS’ COMPENSATION (WC) LEAVE:Q: Even though ILD leave and WC leave is being reported in Munis, are we still required to complete the MIS #101 Leave Form?
A: Yes, ILD and WC leave must be reported in Munis, and on MIS #101 Leave Form. There is no function in Munis to notify Claims Administration when ILD and WC leave are being keyed into Munis. Also, please remember that the ILD and WC leave entered into Munis needs to match the dates and time utilized on the MIS #101 Leave Form.
Q: Is it necessary to create a new MIS #101 Leave Form each time ILD or workers’ comp days change or are extended?
A: Yes, each time an employee’s ILD or workers’ comp leave is extended, a new MIS #101 Leave Form must be completed and submitted to Claims Administration.
Q: Do we continue to enter WC Leave into Munis when an employee is on a WC leave?
A: Yes, you will need to continue to enter WC Leave into Munis until the employee’s file has been changed to “Benefits Only” or “Inactive”. You will also need to complete MIS #101 Leave Form until the employee returns to work.
It is very important that WC Leave is entered into Munis with the correct pay and reason code 390/8305 OR 391/8305, 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). A screenshot of the correct way to enter WC Leave into Munis is below. Great work Paul R. Smith MS!
Frequently Asked Worker’s Compensation Questions from the Workshop-
Continued
RETURN-TO-WORK (RTW) PROGRAM:Q: Who is responsible for completing the RTW Program Employee Notification Letters?
A: Claims Administration will work with the injured employee’s administrator or supervisor in facilitating an injured employee’s return to work, and will complete the employee notification letters.
Q: Who handles the time entry for employees participating in the RTW Program?
A: When an employee is participating in the RTW program, the location where the employee’s allocation is assigned will be responsible for entering the employee’s time. For example, if an employee has been placed in an alternate position or at an alternate location, and their allocation has been transferred to the RTW allocation, then the payroll coordinator for Claims Administration will handle the time entry until the employee returns to their primary work position/location.
Q: If my work location/department has light duty work available who do we contact to see if there are any employee’s currently out on workers’ comp available to temporarily help us?
A: If you your work location/department has light duty work available, please contact Lauren Weber, Risk Manager in Claims Administration at 4-2345 or via email [email protected].
Workers’ Compensation Contacts:
Workers’ Comp Leaves, Benefits or District Policy ... (813) 794-2520
Christina Gernhart, HR Assistant, Employee Benefits and Risk Management ... (813) 794-2520 Zsuzsanna McGovern, Claims Specialist, Employee Benefits and Risk Management ... (813) 794-2084 Lauren Weber, Claims Manager, Employee Benefits and Risk Management ... (813) 794-2345 Patricia Howard, Senior Manager, Employee Benefits and Risk Management ... (813) 794-2253
Medical Authorization and Appointments ... (800) 749-3044
Johns Eastern Company Nurse Case Managers:
Albert Arnowitz (Last Name A-L) ... (813) 794-2080 ... (727) 774-2080 ... (352) 524-2080 Brenda Bergeron (Last Name M-Z) ... (800) 749-3044 ext. 1330
Loss Time Benefits (Indemnity) ... (813) 794-2523
Heather Lentz, Loss Time Adjuster, Johns Eastern Company ... (727) 774-2523 ... (352) 524-2523
Medical Only Adjuster ... (800) 749-3044
Harris Kneeland, Medical Only Adjuster ... (800) 749-3044 ext. 1322
Legal Adjuster ... (800) 749-3044
Amanda Judkins, Legal Adjuster ... 877-208-8382
