NUMBER: 715
SUBJECT: EMPLOYEE INJURY AND COMPENSATION CLAIMS
AUTHORIZING BODY: VICE PRESIDENT FOR FINANCE & ADMINISTRATION
RESPONSIBLE OFFICE: UNIVERSITY HUMAN RESOURCES
DATE ISSUED: MARCH 1988
LAST UPDATE: AUGUST 2004
RATIONALE: To establish a process for timely reporting of work-related injuries and illnesses for Oakland University employees.
POLICY: When an employee suffers a work-related injury or illness, it is important that the supervisor documents the incident by completing an Occupational Accident Report and reporting the incident to University Human Resources (UHR) in a timely manner. In addition to meeting regulatory requirements, prompt reporting ensures expedient processing and payment of workers’ compensation benefits. All work related injuries or illnesses should be communicated by the employee to the supervisor and reported to UHR within 24 hours of injury. Supervisors must complete an Occupational Accident Report.
TREATMENT FACILITIES
On Campus: Graham Health Center (248) 370-2341
Open Monday through Friday from 8:00 a.m. - Noon and 1:00 p.m. – 5:00p.m.
Off Campus: Crittenton Occupational Medicine (248) 652-5203 or nearest medical facility.
Crittenton Clinic open Monday through Friday, 7am to 5pm
After hours patients are seen through Crittenton Hospital’s Emergency
Room or nearest medical facility.
FOR ON CAMPUS INJURIES OCCURRING ON SATURDAY OR SUNDAY OR IF GRAHAM CENTER IS NOT OPEN ALL INJURIES SHOULD BE TREATED AT CRITTENTON OCCUPATIONAL MEDICINE OR NEAREST MEDICAL FACILITY.
MAJOR INJURIES OCCURRING ON CAMPUS
In case of a life threatening situation, call Oakland University Police Department (OUPD) and give the exact location and nature of the emergency-911 (campus phones) or 248-370-3333 (cell phones). OUPD will summon appropriate emergency assistance to the scene.
Oakland University employees should not apply first aid unless they work in the OUPD or the Graham Health Center.
Critical injuries or conditions that are of a critical nature and life threatening include but are not limited to:
MINOR INJURIES OCCURRING ON CAMPUS
If the injury is minor, the employee’s supervisor should direct the employee to Graham Health Center (GHC) if the injury is work related and complete a white Authorization for Employee to Seek Medical Treatment form . See Exhibit I. These forms are available from the Print Shop or on-line at http://www2.oakland.edu/erd/forms.cfm.
Examples of injuries to be treated at Graham Health Center include but are not limited to: muscle strains and minor injuries (cut, bruise).
If Graham Health Center is not open the supervisor should arrange for the employee to be transported (if necessary) to Crittenton Occupational Medicine (part of Crittenton Hospital) and complete a Crittenton Occupational Medicine Program (C.O.M.P. Authorization for Treatment form (see Exhibit II)
Examples of injuries to be treated at Crittenton Occupational Medicine include: any injury requiring an x-ray, suture and all eye injuries. Employees exposed to a Blood Born Pathogen or Hazardous Material should go directly to Crittenton Occupational Medicine.
If a supervisor is unsure where to send the employee for treatment, the employee should be sent to Graham Health Center for an evaluation.
Transportation will be handled on a case-by-case basis. Specific arrangements will depend on the circumstances In most cases, the supervisor is responsible for making sure the employee has appropriate transportation for treatment.
TREATMENT OF THE INJURED EMPLOYEE
Employees who are injured in the course of their regular job duties will be provided medical treatment at the direction of the University for the first ten calendar days following a work-related accident or injury. Employees may not select their own doctors, clinics, hospitals etc. until after ten days have expired unless a true emergency exists. If emergency treatment is sought, the employee must notify Benefit and Compensation Services as soon as practical at 248-340-4207 or benefits@oakland.edu.
After the first ten days of treatment, if the employee would like to receive treatment from a health care provider other than those of the University’s choosing, the employee must notify Benefit and Compensation Services and must also receive permission from the workers’ compensation carrier. This notification must be in writing.
MEDICAL CONDITIONS WHICH MAY NOT BE WORK-RELATED
When an injury occurs on campus and it is unknown whether the injury or condition is work-related, the supervisor should direct the employee to either Graham Health Center or Crittenton Occupational, noting to the employee that the claim may be disputed by the workers’ compensation insurance carrier. The supervisor should immediately notify Benefit and Compensation Services of their concerns regarding the uncertainty or whether or not the injury is work related and keep documentation of the same.
CONDITIONS WHICH ARE NOT WORK-RELATED
If the injury or condition clearly is not work-related the employee should be treated by his/her personal physician. Incidents of this nature may be reimbursable through the employee benefit plan and may be compensated with the employee’s sick or personal accrual.
If the condition is not work-related but requires emergency attention, the supervisor should contact -OUPD immediately. OUPD will make arrangements to transport the employee to the nearest medical facility for appropriate treatment.
If the condition is not work-related and is a non-emergency, the employee should make a request to their supervisor to be released from work to be treated by their personal physician.
REPORTING REQUIREMENTS SUPERVISOR'S INVESTIGATION AND REPORT
1. Supervisor’s should immediately investigate any incident involving injury to an employee and complete the Occupational Accident Report (Exhibit III). The Occupational Accident report should be completed fully, signed by the supervisor and submitted to the Benefit and Compensation Services Office within 24 hours of the injury (142 NFH). If the supervisor is not able to complete the Occupational Accident Report within 24 hours, they should contact Benefit and Compensation Services at 248-370-4207 or at benefits@oakland.edu.
2. The supervisor may keep the goldenrod copy as a department record.
3. Once the employee receives treatment, ALL medical documentation (physician’s first report, work status forms, etc) must be sent to the Benefit and Compensation Services Department, as soon as it is available.
4. Accident reports should be completed even if no medical treatment is sought by the employee. The supervisor should note on the Occupational Accident Report “No Medical Treatment Sought”.
5. Training will be provided by Benefit and Compensation Services for all new supervisor regarding accident investigation procedures and form completion.
6. Benefit and Compensation Services will file the appropriate claim with the University’s workers’ compensation carrier. The workers’ compensation carrier may feel it necessary to interview the injured employee, witnesses and supervisor and/or to perform area inspections. Benefit and Compensation Services will coordinate with the supervisor these visits.
7. Benefit and Compensation Services will also forward appropriate documentation to the Oakland University Risk Management Department. This group is responsible for the reporting requirement imposed by the state and local government.
8. Benefit and Compensation Services will also forward a copy of the Occupational Accident Report to the OUPD.
EMPLOYEE RESPONSIBILITIES
1. An employee must report any work-related injury or illness to his/her supervisor immediately.
2. If an employee wishes to go to his/her personal physician for treatment (after the initial ten days following the incident), they must notify Benefit and Compensation Services in writing. Employees who elect treatment with their own physician must be able to provide the following information from their physician: diagnosis of injury, dates off work and/or, restrictions (if any) and medication (if applicable). This information is necessary in order to complete regulatory reporting requirement.
3. Employees who are off work must contact Benefit and Compensation Services to discuss supplementing their compensation from the workers’ compensation carrier (if applicable) from their sick accrual. (See Exhibit IV, accrual authorization). Employees who choose not to use their accruals, will not receive a paycheck from the University and will be placed on “Leave No Pay” status. Employees who are on “Leave No Pay” status will be required to pay for their own health care contributions.
4. Employees must attend all appointments. When an employee fails to keep appointment or attend therapy, the workers’ compensation carrier may file a dispute indicating that the employee is non-complaint with treatment recommendations.
5. Employees who are off work must keep their supervisor, the workers’ compensation carrier and Benefit and Compensation Services informed of their work status. All work status reports provided by the physician are to be presented to the employee’s supervisor.
6. An employee who is released to light duty or modified work must immediately contact his/her supervisor to provide the medical work status report outlining restrictions and limitations. The supervisor will notify Benefit and Compensation Services to discuss the possible availability of temporary or light duty work.
7. When released for full duty, an employee must contact his/her supervisor with that information upon return to work.
WORK-RELATED ACCIDENT OR INJURY RESULTING IN LOST TIME
ACCIDENTS INVOLVING LOST-TIME
The university will provide compensation consistent with State law.
GENERAL INFORMATION
· Weekly Workers’ Compensation checks are issued by the workers’ compensation carrier.
· As long as some payment (beyond Workers’ Compensation payment) is being issued to the injured employee by the University, University contributions for insured benefits continue. If sick or vacation accruals are not available, or the individual chooses not to utilize them, the employee will be placed on “Leave No Pay” status. Benefits will continue upon receipt of the appropriate premiums from the employee.
· Following is a detailed list of on-line forms which can be accessed and printed:
Exhibit I - Authorization to Seek Medical Treatment: http://www2.oakland.edu/erd/forms/UHR_AEMT_Form.pdf
Exhibit III - Occupational Accident Report: http://www2.oakland.edu/erd/forms/UHR_occ_ACC_REP.pdf
Exhibit V - Workman's Compensation Timesheet: -http://www2.oakland.edu/erd/forms/UHR_Work_Comp_Time_Sheet.pdf
Please retain copies for your files if using internet version of forms.
EXHIBIT I
GRAHAM
HEALTH CENTER AUTHORIZATION
(Forms are available from the Printing and Reprographic Department)
EXHIBIT II
CRITTENTON
OCCUPATIONAL MEDICINE AUTHORIZATION
(Forms are available from the Benefit and Compensation Services Office)
EXHIBIT
III
(Forms are available from the Printing and Reprographic Department)
EXHIBIT
IV
To: All Oakland University Supervisors
From: Benefit & Compensation Services
Re: Pay for injured employee (work related injury only)
Instructions: Please give this form to an injured employee who has not
immediately returned to work after a work related injury.
To: Injured Employee
It is the practice of the University to compensate employees who have been injured on the job at their straight-time regular rate of pay for the first seven (7) days. Such payment shall be ‘administrative pay’.
If you are off for more than seven (7) days, you may be eligible for Workers’ Compensation. Workers’ Compensation usually amounts to approximately two-thirds (2/3) of regular wages.
If you would like to supplement workers compensation with accrued sick leave, you will need to authorize this with your signature below. (Vacation accruals may be utilized after all sick leave accrual is exhausted.) Please return this so the Benefit & Compensation Services office as soon as possible.
You must receive some payment (beyond Workers’ Compensation payment) for University contributions for insured benefits to continue.
[ ] YES, I authorize the Benefit & Compensation Services Office to use _____ hour(s)
of my sick/vacation time to supplement my Workers’ Compensation payments.
[ ] NO, I do not want to use my sick/vacation time to supplement my Workers’ Compensation payments.
When incapacity is going to continue for fourteen (14) calendar days or more, compensation under the Act is computed from the date of injury. Should I be off for more than fourteen (14) calendar days, I understand that the University will deduct the ‘”administrative pay”’ from my paycheck.
Employee name Date of accident
Employee signature Date __________________
EXHIBIT V
WORKERS’
COMPENSATION TIME SHEET
(Forms are available from the Printing and Reprographic Department)
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