Workers’ Comp Program Design and Development Most Difficult Part of Work Comp Cost Reduction Program

Design & Development
All materials such as templates, forms, sample letters, etc. for use throughout the life of your WC program are designed and put into use. Design and development of these materials is the most difficult part of the process, and the part of the process that causes employers to give up before they even begin. The development of such materials can take months, thus many employers never begin because the task is overwhelming. An excellent approach is to start small and build on the existing materials. Or outsource to someone who has the knowledge and resources to build a program for you, such as Amaxx Risk Solutions.

The Return To Work Coordinator needs these key materials:
1. Work Ability Form
2. Employee Brochure
3. Presentation to Senior Management
4. Medical Provider Brochure
5. Employee Contact Log
6. Form Letters to Treating Physicians
7. Form Letters to Adjusters
8. Form Letters to Employees
9. Supervisor’s Guide to Work Injuries
10. Training Materials for Supervisors

You may review some sample forms at Free Workers Comp Forms

Training & Implementation
All employees from top management to individual workers involved in the workers’ compensation/injury management process are trained so as to be up-to-date and comfortable with new forms, policies, and procedures. Training is followed by actual implementation — going-live –when all new changes are officially adopted.

Program Awareness
It is important to keep all members of senior management aware of progress and major changes, even those not directly involved in the project.

This should take place periodically throughout the project to allow for discussion and issue resolution well in advance of program training and implementation.

However, once all documents, policies and procedures are finalized, it is extremely important to meet with senior management to advise them of the changes and allow for any questions or concerns prior to training and implementation.

Training
Communication is the key to a successful program! Prior to implementing a workers’ compensation program it is important all employees are aware of changes and key personnel are trained using new forms and procedures.

Some key training activities include:
1. Inform supervisors of day-to-day responsibilities.
2. Inform all employees of new processes; emphasize benefits and encourage participation.
3. Distribution of new policies and procedures.
4. Promote program via memos, brochures, posters, newsletters, acknowledgment, etc.
5. Reinforce management commitment via newsletters/key inquiries by top managers.
6. Identify and document transitional duty tasks. (workersxzcompxzkit)
7. Incorporate new policies/procedures into human resources packet for current employees and new hires.

Going Live!
Once all training and communication to employees is completed, the program is ready to be rolled out.

Tracking methods should be implemented and all forms must be available and ready to use. At this point the program is ready to be adopted in full.

Monitoring & Management
After implementation, the company demonstrates results by:
1. Declining injury rates.
2. A shift in the return-to-work ratio showing most injured employees return to work sooner.
3. A significant decline in the cost per employee (discussed in performance goals module).
4. An increase in PPO penetration rates
5. An increase in Reporting within 24 hours; fewer claims reported after 24 hours.

Procedures to Monitor
1. Correct completion of forms and claim tracking documents after injuries.
2. Communication between all players throughout the claim process.
3. Cooperation between your company and your claims administrator.
4. Use of standardized documents/templates to communicate with injured employees, treating physicians, internal managers and your corporate office.

Ensure continued success by:
1. Continuous review, analysis, and refinement of processes.
2. One-hundred percent attendance at claim review meetings with your claims administrator.
3. Review of loss data. (workersxzcompxzkit)
4. Constant fine-tuning to resource guides, brochures and forms, as needed.
5. Continual improvement of relationship with local medical providers.
6. Period visits to adjusters offices.

Author Robert Elliott, executive vice president, Amaxx Risks Solutions, Inc. has worked successfully for 20 years with many industries to reduce Workers’ Compensation costs, including airlines, health care, manufacturing, printing/publishing, pharmaceuticals, retail, hospitality and manufacturing. He can be contacted at: [email protected] or 860-553-6604.

Do not use this information without independent verification. All state laws vary. You should consult with your insurance broker about workers’ comp issues.