Coordinators
This description of worker’s compensation coordinator duties and responsibilities provides a general overview and reference. Your campus may allocate specific tasks and responsibilities in a different manner.
This description of worker’s compensation coordinator duties and responsibilities provides a general overview and reference. Your campus may allocate specific tasks and responsibilities in a different manner.
Collect and review initial documentation
When you receive notification of an employee injury, illness, or occupational exposure, review the incident reports to determine if medical treatment was needed. If so, proactively reach out to the employee or supervisor to find out if they were provided with a return to work note to determine if they have work restrictions or have been excused from work.
Contact and communication
You will need to provide information and talk to the injured employee about the worker’s compensation program and the worker’s rights and responsibilities. Also, provide the injured employee with benefit information regarding their medical bills, mileage reimbursement, accrued leave restoration and any other Worker’s Compensation information.
Stay in regular contact with the employee (claimant), supervisor, and Claims Examiner throughout the claim process. Regularly update the injured worker and his/her supervisor on the status of the claim and potential for returning to work.
Obtain any missing information needed from the injured worker to expedite the claim such as restrictions, lost time.
Keep the Claims Examiner at UW System Administration apprised of any problems with the claim, investigate the circumstances of each claim and, on request of the claims examiner, coordinate specific investigations and assist with internal and formal investigations.
OSHA 300A posting
OSHA 300A form must be posted February 1 to April 30 of each year for the prior year’s injuries and illnesses. The OSHA 300 needs to be printed and stored for at least the current year, plus seven prior years (per State Risk Management Record Retention Schedule).
Note: UWSA is responsible for providing data to Bureau of Labor Statistics and Wisconsin Department of Safety and Professional Services.
Coordinate campus return to work efforts
Coordinate campus return to work efforts by obtaining return to work forms from the treating physician.
Contact the employee’s supervisor to assure understanding of any necessary accommodations and to identify suitable transitional work for the injured employee.
Notify the employee of the return to work agreement.
Correspond with the physician to clarify employer related concerns.
Hazardous duty processing
An employee in a protective service occupation may be eligible for hazardous duty pay. If the employee is injured while performing a hazardous duty (i.e. protecting property, process of making an arrest, etc.), they can receive full base pay with no use of leave credits. Please refer to UW System Administrative Policy 1231 Hazardous Employment Benefits for more information.
When an employee is eligible for Hazardous Duty pay, the coordinator should request that the employee and supervisor complete the “Leave of Absence with Pay Due to Injury” form (Appendix 2). Final approval of eligibility is determined by Employment Relations Chief Director at each campus. The coordinator should forward the completed form to the UWSA claims examiner.
Submission of all other forms and procedures are followed as if this is a lost time claim.
Fatalities & Multiple Hospitalizations
Time-sensitive reporting requirements
Your campus has an obligation to notify State occupational health and safety regulators about the death of any UW System employee from a work-related incident within eight (8) hours of its occurrence.
- During normal business hours, contact the Department of Safety and Professional Services at 608-267-9420.
- During non-business hours, contact Wisconsin Emergency Management at 800-943-0003.
Worker’s compensation coordinators should verify in advance who is responsible for their campus notification in these situations.
All employee deaths must be reported to a Claims Examiner at UW System Administration within 12 hours since the Claims Examiner has 24 hours to report to DWD and DOA.
Other
Process claim information (including WKC-12) and submit to the Claims Examiner. Assist in investigation by obtaining facts of injury and resulting death. Provide next of kin/contact person, list of dependents, police report and death certificate when available.
Work-related fatalities are OSHA recordable. On the OSHA tab, select OSHA Recordable, the appropriate injury/illness category, and severity 5 for Death.