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Worker s Compensation. What to do when an employee is injured at work.

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Worker’s Compensation

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•OCM BOCES is subject to New York State Worker’s

Compensation Law

•If an injury requires treatment by a medical provider, The

BOCES must submit an “Employer’s Report of a Work

Related Injury of Illness” (Form C-2F)to our insurance

carrier for that bill to be paid. No bill can be paid by our

carrier unless this claim is on file.

•If treatment beyond the initial evaluation is required, our

carrier must pre-approve the treatment. New York State

has identified the 5 most common injuries and has specific

guidelines on how those injuries must be treated. Our

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•The type and the severity of the injury dictate the documents required for

reporting.

•All injuries require completion of a Worker’s Compensation/Accident

/Injury/Occupational Illness Report. This form can be found on our website

under Personnel/Forms and under OCM BOCES Only/Forms.

•This is a fill in form that can be completed, saved and printed for signature. It

is preferable that the form be typed as handwritten forms can be difficult to

read.

•Throw out any old copies of forms and use only the form currently

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•If the injury requires medical treatment at a doctor’s office, urgent care, emergency room, or any facility that will require payment of a billing, the employee must notify the treatment provider that this is a Worker’s Compensation injury and billing should be made to our administrator:

NCAComp, Inc.

14 Lafayette Square, Suite 700 Buffalo, NY 14203

716-842-0045

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•If the injury requires time away from work (other than the day of the injury) Personnel (433-2631) must be notified on the first day the employee is away from work and should be notified immediately when the employee returns to work. The employee must have a doctor’s note removing them from work in order to be eligible for payment under the BOCES Worker’s Compensation Salary Continuance policy. The employee cannot take themselves out of work.

•The employee’s return to work requires authorization from their treating physician. Light duty return to work will be reviewed on a case by case basis based on the responsibilities of the employee and the restrictions placed by their doctor.

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What to do when an injury occurs.

•First and foremost, get treatment if needed.

•If the injury does not require emergency treatment, the school

nurse, if available, should evaluate the injury.

• The employee needs to complete the Worker’s Comp

Accident/Injury/Occupational Illness report and submit it to

their supervisor for signature. If the employee is unable to

complete the report the nurse or supervisor can do it for them.

•The supervisor will then submit the report to Personnel.

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•The Worker’s Comp Accident/Injury/Occupational

Illness Report form includes instructions for

completion. All fields must be completed as per the

instructions. The employee must sign and date both

page 1 and page 2 of the report. Both must be

submitted to Personnel with any associated back-up.

•Under current reporting requirements all of these

forms must be submitted to our carrier for reporting

to other Federal and State agencies, even if

treatment is not required, so accurate completion of

all fields in critical.

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•When describing the injury be specific. Is the injury a

bruise, contusion, abrasion, sprain, strain, etc. Be

very specific about what body part is affected. Left

knee, right elbow, left side of neck, upper thigh, etc.

•Were there any witnesses? If so, list complete

names. The Worker’s Compensation carrier may

need to speak with them, depending on the severity of

the injury.

•Be sure to give the name and physical address of the

building where the injury occurred. We have staff in

80 buildings and are now required to report our

injuries based on the location where the injury

occurred.

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How to complete the Accident Report

•If the employee seeks medical attention, be sure that is

stated on the accident report and include the location and

provider of treatment. (Any paperwork received from

treatment should be attached to the accident report if

treatment immediately follows the injury.)

•If the employee seeks treatment after the injury report has

been submitted then they must notify Personnel

immediately and supply copies of any paperwork related to

the injury

•Personnel should receive copies of any ER/Urgent

Care/Doctor’s instructions, evaluations or follow-up

requirements. The type of treatment received drives how

the injury is reported to PESH, our carrier and the Worker’s

Comp Board. Specific information about the type of

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A completed accident report

Timely submission of accident reports is very important.

We are required, by law, to report accidents that result in

any type of treatment or lost time within 10 days of the

injury. Failure to do so could result in fines for

non-compliance of up to $2000 per incident.

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How to Report Time Lost

•Any follow up medical appointments for Worker’s Comp

should be reported on an Employee Leave Request and must

have the appointment card or a script from the doctor, to verify

the appointment.

• These leave requests must be forwarded to Personnel for

entry into WinCap. Only the Personnel Office can enter

Worker’s Comp absences in WinCap.

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How to Report Time Lost

•When an employee is taken out of work due to the injury, Personnel (433-2631) should be notified on the first full day they are out. A phone call or email from the supervisor’s office is adequate. If the supervisor has a note from the employee it should be forwarded to Personnel immediately.

•The backup for the absence should be received no more than 3 days after the doctor has taken the employee out of work and should include the first date they are unable to work and an estimated return to work date or date of next follow up appointment. The employee or their doctor can mail, email or fax the note to Personnel.

•If a medical provider’s note is not on file, the absence days will be charged against the employee’s sick time, until such time as a note is provided. The employee cannot take themselves out of work for a comp injury. They must have a doctor’s note or the absence time will be charged to their personal sick time.

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Documentation for Worker’s Compensation Injuries can be

mailed:

OCM BOCES

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Summary

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