Supervisor and DDR Training Presentation SafetyWorkers Compensation 101

1
Supervisor and DDR Training Presentation
Safety-Workers Compensation 101
2
What is your role in the City of Houston
Safety-Workers Compensation Program?

• IDENTIFY
• ANALYZE
• CONTROL
• MONITOR

3
IDENTIFYIncident or Exposure

• VIEW
• WITNESS
• REPORT
• OTHER

4
ANALYZE

• Safety of All Employees
• Injury, If Any, Suffered by Employee
• Hazard

5
CONTROL

• Employee Safety
• Proper Medical Care
• Complete Supervisor Packet
• Report Claim to TPA
• Notify DDR of Change of Work Status

6
Employee Safety-Medical Care

• First responsibility is to ensure that the
  injured employee and others are out of harms way.
  
• By now you have analyzed the injury, it is now
  time to take action and ensure the employee has
  transportation to an appropriate medical
  facility, if required.

7
Supervisor Packet

• Complete the Accident Report and On The Job
  Injury Reference Sheet with employee.
• Copy of the MSC Prescription Program.
• Copy of the Summary Workability Guidelines E.O.
  1-33 (For Injured Employees) Booklet.

8

• Accident Report

9

• On The Job Injury Reference Sheet

10

• HIPAA Medical Release Form
• Summary Workability Guidelines E.O. 1-33 (For
  Injured Employees) Booklet
• MSC Prescription Program

11

• Lost Time Claims Flow Chart

12
Call In Claim to TPA

• Before you call to report a claim, please ensure
  that you have a completed copy of the Accident
  Report.
• Now, call the TPA Intake Line.
• To answer all questions please refer to the
  Accident Report.
• Obtain the reference number and document this on
  the Accident Report.

13
MAKE SURE TO ADVISE THE INTAKE REPRESENTATIVE
THAT YOU ARE REPORTING A LOST TIME CLAIM IF THE
EMPLOYEES INJURY PREVENTS THEM FROM WORKING
THEIR NEXT SCHEDULED SHIFT.
Call In Claim to TPA!
14
Notify DDR Of Claim

• Report the claim
• Forward the claim documentation within 24 hours
  of the accident

15
MONITOR

• Maintain Contact With the Recovering Employee.
• Notify DDR of Any Change in the Employees Work
  Status.
• Follow up on the Status of Safety Changes or
  Training Requirements to Prevent or Reduce
  Frequency of Occurrences.

16
Off-Work Employee Contact

• Studies have shown that when an employee has been
  injured, in most cases, lack of employer contact
  lowers the employees motivation to return to
  work and their overall morale. Keeping in contact
  with the employee ensures that their department
  wishes for their return and will keep the
  employee motivated through their recovery process.

17
Notify DDR of Any Change in the Employees Work
Status

• Notice of a change in work status directly
  effects benefits received by an employee. Failure
  of a timely notification can result in an
  overpayment or underpayment to the employee. Both
  scenarios cause unnecessary burdens on our
  payroll departments as well as the employee. This
  may also result in a maximum fine of 25,000.00
  per day of late payments issued by the Texas
  Department of Insurance.

18
Follow Up

• You have identified and analyzed the hazard. Was
  the Hazard controlled?
• Did you or any safety personnel make
  recommendations in procedures or equipment that
  may prevent a reoccurrence?
• Follow up and advise the proper personnel on any
  safety changes that were recommended but not
  completed.

19
Mission Control

• Designated Department Representative

20
Claim Notification

• Review Completed Supervisor Packet for Accuracy
  and Completeness.
• Contact TPA on All Lost Time Claims
• Create WC File Folder
• Monitor Payroll and Other Benefits
• Monitor Medical RTW

21
Review Completed Supervisor Packet for Accuracy
and Completeness

• Ensure both pages of the accident report are
  completed.
• Ensure your file contains the On the Job Injury
  Reference Sheet signed by the employee and
  supervisor.
• Ensure the HIPAA Medical Release form is
  completed and signed by the employee.
• Make sure to send a copy of the accident report
  to your appropriate safety representative and TPA.

22
Contact TPA on All Lost Time Claims

• Contact the adjuster and make sure they have the
  claim.
• Facilitate supervisor and witness statements.
• If lost time is not reported in the first report,
  complete the DWC-6 forward it to the TPA.

23
Create WC File Folder

• Ensure the folder contains the employees name,
  employee number and date of accident.
• Make sure copies of all DWC-6 forms and wage
  statements are in your file.
• Note that all documents are to be treated as
  confidential and should be shared only with those
  people who have proper authority.

24
Monitor Payroll and other Benefits

• Communicate with the time keeper and department
  payroll to ensure that they have the correct,
  current information on the work status of the
  employee.
• Work with the salary continuation staff to ensure
  correct benefits are being applied or deducted.

25
Monitor Medical RTW

• Be aware of the possible available transitional
  duty assignments in your department.
• To make certain that your employees treating
  doctor understands and addresses the City of
  Houstons transitional duty policy, work with the
  administrative coordinator and attend the
  transitional duty meetings held weekly.
• Ensure the employee views all training
  presentations.
• Continue to monitor medical during the
  transitional duty assignment and periodically
  review for continued approval of transitional
  duty extensions and other long-term options.

26
How to Complete a Supervisors Accident Packet
27
Example
28

John Doe
000000
123-45-6789
[phone]
[phone]
DDR
10 23 2006 12 05
Step 1
10 23 2006 12 15
Paul Garcia
[phone]
English
White
Other
13.00 520.00
840.00 80
8 5
10 1
11 3

Concentra
Jane Doe
[phone]
29
Employee States I was walking down the hall with
Jane Doe and when I turned the corner I fell over
the boxes stacked in the hall hurting my knee and
back. Supervisor States Employee was walking
down hall, talking to Jane Doe. After
conversation ended, Jane doe continued forward
through doorway and John Doe continued around the
corner colliding with stacked boxes against the
left side of the hallway, falling to the floor on
his left knee and back. Why Boxes placed in
unsafe location and employee not paying attention
to his surroundings
Step 1
Left Knee Low Back
Trip and Fall
611 Walker St. 6th Floor
Hallway
Walking and talking to Co-worker
N/A
Boxes
Paul Garcia
Supervisor
10-23-2006
John Doe
10-23-2006
30
Step 2
JD
JD
JD
JD
Employee's Copy
JD
JD
JD
JD
JD
JD
JD
JD
JD
000000
10 - 23 - 2006
John Doe
10-23-2006
Paul Garcia
10-23-2006
31
John Doe
Step 3
John Doe
10-23-2006
John Doe
123 Houston St. Houston, TX 77002
[phone]
123-45-6789
32
Step 4
33
Step 5

Employee States I was walking down the hall with
Jane Doe and when I turned the corner I fell over
the boxes stacked in the hall hurting my knee and
back. Supervisor States Employee was walking
down hall, talking to Jane Doe. After
conversation ended, Jane doe continued forward
through doorway and John Doe continued around the
corner colliding with stacked boxes against the
left side of the hallway, falling to the floor on
his left knee and back. Why Boxes placed in
unsafe location and employee not paying attention
to his surroundings
John Doe
000000
123-45-6789
10 23 2006 12 05
[phone]
[phone]
DDR
10 23 2006 12 15
Paul Garcia
[phone]
Left Knee Lower Back
13.00 520.00
English
White
Other
840.00 80
8 5
10 1
11 3
Trip and Fall

Concentra
Jane Doe
[phone]
611 Walker St. 6th Floor
Hallway
Walking and talking to Co-worker
N/A
Boxes
Paul Garcia
Supervisor
10-23-2006
John Doe
CC5555
10-23-2006
34
Step 6
Forms to Forward to Your DDR
35

• For Any Additional Information Please Contact the
  HR Risk Management Unit at
• [phone]