Miami-Dade Corrections And Rehabilitation Department PDF 2013

MIAMI-DADE CORRECTIONS AND REHABILITATION DEPARTMENT VOLUME: 6 DSOP: 6-035 YEAR: 2013 VERSION: 1 SUBJECT: RECORDING MAJOR AND MINOR EMPLOYEE INJURIES EFFECTIVE DATE: April 26, 2013 SUPERSEDES: Feb...

MIAMI-DADE CORRECTIONS AND REHABILITATION DEPARTMENT VOLUME: 6 DSOP: 6-035 YEAR: 2013 VERSION: 1 SUBJECT: RECORDING MAJOR AND MINOR EMPLOYEE INJURIES EFFECTIVE DATE: April 26, 2013 SUPERSEDES: February 26, 1999 MODIFICATIONS: All Pages TABLE OF CONTENTS I. POLICY II. DEFINITIONS III. PROCEDURES A. Staff Responsibilities B. Supervisor Responsibilities C. First Report of Injury/Illness -Teleclaim Reporting System D. Employer’s Supplemental Report of Injury E. Exposure Report F. Review and Submittal of Forms IV. PAYROLL ATTENDANCE RECORD ENTRIES V. STAFF AND EMPLOYER INFORMATION VI. STAFF BENEFITS VII. CROSS REFERENCES VIII. RELATED REFERNCES IX. STANDARDS X. REVOCATIONS I. POLICY It is the policy of Miami-Dade Corrections and Rehabilitation (MDCR) to maintain a work environment with emphasis on health and safety work procedures that contribute to the prevention of job related injuries and/or illnesses. All staff who claim to have sustained an injury or illness arising out of and during the course and scope of employment are eligible to file a Worker’s Compensation Claim. Additionally, reasonable efforts will be made to assist with temporary restrictions and gradually transition staff to unrestricted duty. Workers Compensation is governed by Chapter 440 of the Florida Statues. In accordance, MDCR will ensure that all serious on-the-job injuries, illnesses, or accidental death of a staff member are reported to the Risk Management Division (RMD) of the Internal Services Department (ISD). Page 1 of 10 MIAMI-DADE CORRECTIONS AND REHABILITATION DEPARTMENT VOLUME: 6 DSOP: 6-035 YEAR: 2013 VERSION: 1 SUBJECT: RECORDING MAJOR AND MINOR EMPLOYEE INJURIES II. DEFINITIONS Disability A physical or mental impairment which substantially limits 1 or more of an individual's major life activities because of an injury; the incapacity to earn in the same or any other employment the wages which the staff member was receiving at the time of the injury. Internal Services Department The ISD is responsible for the procurement of goods and services, architectural and engineering selection, capital improvements, design and construction, facilities and fleet management, risk management, human resources, and staff benefits. Leave of Absence An absence approved by the MDCR Director for a maximum period of 1 year. A leave of absence extension for up to 1 additional year may be granted upon approval by the MDCR Director and subsequent approval by the Human Resources Division Assistant Director. On-the-Job Injury or Disease Personal injury or illness that arises out of and in the course and scope of employment for which compensation is payable under Florida Workers’ Compensation statute. Workers’ Compensation A statewide system of medical and indemnity benefits for staff who are injured due to a job related injury/illness. III. PROCEDURES The primary concern in the event of an occupational injury/illness is to ensure that appropriate medical care is provided to staff. All data regarding staff injury/illness; major and minor, must be promptly reported and documented as set forth in this DSOP. These procedural guidelines establish a standardized method of reporting an on-the-job injury/illness and explain the responsibilities for staff and supervisors. Page 2 of 10 MIAMI-DADE CORRECTIONS AND REHABILITATION DEPARTMENT VOLUME: 6 DSOP: 6-035 YEAR: 2013 VERSION: 1 SUBJECT: RECORDING MAJOR AND MINOR EMPLOYEE INJURIES Through a systematic approach to recognizing and correcting workplace hazards, the department has a safety program which reduces on-the-job injuries/illnesses. Staff shall utilize safety practices and review the Miami-Dade County Safety Manual, which can be accessed through the “News” section of CRNET. Staff must immediately report any safety concern to his/her immediate supervisor or shift supervisor/commander. For additional information refer to Departmental Standard Operating Procedure (DSOP) 11- 042 “Departmental and Facility Inspections.” A. STAFF RESPONSIBILITIES A staff member shall notify his/her supervisor immediately in the event of an on- the-job injury/illness. 1. The staff member must submit a copy of all supporting medical documentation, including follow-up care appointments, to his/her Shift Supervisor/Commander when discharged from the emergency room or an authorized health care facility. Follow-up care must be pre-authorized by RMD; 2. The staff member must contact the Personnel Management Bureau (PMB) immediately after being released by the attending physician to return to work on full duty, restricted or light duty. B. SUPERVISOR RESPONSIBILITIES Supervisors will be held accountable for ensuring that all the required procedures are followed, appropriate forms are thoroughly and accurately completed, and all necessary documentation is attached and submitted within indicated time frames. Supervisors must ensure that all entries on all reports are factual and appropriate before signing in the appropriate space(s). 1. Supervisors must ensure that appropriate medical care is offered to the staff member. If the injury is critical or serious, 911 will be contacted; 2. Supervisors must report all serious on-the-job injuries, illnesses, or accidental death of a staff member to the RMD, Teleclaim Reporting System by telephone within 24 hours. 3. If the staff member does not require medical attention or does not involve lost time, the supervisor must record the on-the-job injury on the Miami-Dade Page 3 of 10 MIAMI-DADE CORRECTIONS AND REHABILITATION DEPARTMENT VOLUME: 6 DSOP: 6-035 YEAR: 2013 VERSION: 1 SUBJECT: RECORDING MAJOR AND MINOR EMPLOYEE INJURIES County First Aid and Minor Injury Log. The supervisor will not refuse to report a job injury or attempt to discourage the staff member from reporting an on- the-job injury; 4. The staff member’s supervisor must complete a Miami-Dade County Supervisor’s Investigation Report of Employee Injury or Illness and forward it to the PMB within 48 hours; 5. Supervisors shall make every effort to thoroughly complete all information requested on the forms. If information is not applicable, the supervisor must insert "N/A." If the staff member is unavailable to sign the forms, the paperwork must be submitted without the staff member’s signature. Paperwork will not be held up. "Signature not available at this time" must be indicated on the forms; 6. Supervisors will encourage staff to keep all doctors’ appointments; however, staff should work to schedule appointments, therapies, etc., at times that reduce or eliminate interference with their normal work day. If a staff member attends a follow-up appointment, the supervisor must ensure the appropriate Employer’s Supplemental Report of Injury is completed and submitted to the PMB; 7. For serious injuries, the on-site supervisor will complete a MDCR Incident Report, which may include notification to the command staff, PMB Commander, next of kin/family member and MDCR Mental Health and Medical Services Unit, as warranted. For additional information refer to DSOP 10-003 “Major Incident Reporting Procedures.” The Compliance, Inspections and Accreditation Bureau (CIAB) Coordinator/Department Safety Representative must be notified of all staff injuries. C. FIRST REPORT OF INJURY/ILLNESS - TELECLAIM REPORTING SYSTEM If the injury requires professional medical attention or involves lost time, the supervisor is responsible for contacting the RMD, Teleclaim Reporting System at toll free number 1-877-632-7475. This number is operable 24-hours a day, 7 days a week. It is the responsibility of the supervisor to provide the following pertinent information: 1. Employee’s identification number. This must be provided in order for the RMD, Teleclaim Reporting System to accept the call; Page 4 of 10 MIAMI-DADE CORRECTIONS AND REHABILITATION DEPARTMENT VOLUME: 6 DSOP: 6-035 YEAR: 2013 VERSION: 1 SUBJECT: RECORDING MAJOR AND MINOR EMPLOYEE INJURIES 2. Name, address and phone number (home and work) of injured staff member; 3. Name and phone number of supervisor; 4. Department's name; 5. Date and time of incident; 6. Description of incident; 7. Type of injury; 8. Specific injured area; 9. Witnesses (names and phone numbers). In addition, the reporting supervisor is required to complete the Supervisor's Investigation Report. The verification number received from the RMD, Teleclaim Reporting System shall be entered on this form. Subsequently, the form shall be forwarded to the detention facility's Executive Officer or designee, who shall ensure that it is entered on the Miami-Dade County First Aid and Minor Injury Log. The Executive Officer will designate a contact person within the Administrative Unit to place a copy for retention in the staff member's file at the respective detention facility/bureau and hand deliver the original forms to PMB, Benefits Unit for processing. D. EMPLOYER'S SUPPLEMENTAL REPORT OF INJURY The Employer's Supplemental Report of Injury form will be completed by the injured staff member's supervisor within 48-hours of any of the following: 1. Appointments and treatments completed by an authorized physician; 2. Lost time from work as a result of a previously reported injury. This shall be done for each day missed or part of a day missed. If there are numerous days missed, or hours within a single day missed during a pay period, all missed hours/days shall be submitted on 1 Employer's Supplemental Report of Injury form. This form, along with all supporting medical documentation, shall be Page 5 of 10 MIAMI-DADE CORRECTIONS AND REHABILITATION DEPARTMENT VOLUME: 6 DSOP: 6-035 YEAR: 2013 VERSION: 1 SUBJECT: RECORDING MAJOR AND MINOR EMPLOYEE INJURIES forwarded to PMB with the regular delivery of the respective unit's Payroll Attendance Record (PAR) sheet(s). E. EXPOSURE REPORT When a staff member has been injured in a manner which exposed him/her to blood or other bio-fluids, communicable diseases, chemicals, vapors, etc., he/she must immediately notify the Shift Supervisor/Commander after taking immediate cautionary measures. The Shift Supervisor/Commander shall notify CIAB for further assessment. Once it has been determined by the CIAB Commander that the staff member has been exposed, a Miami-Dade County Exposure Report will be completed by the staff member’s supervisor. The completed Exposure Report shall be submitted to the PMB. For additional information refer to DSOP 6-014 “Communicable Disease Prevention and Exposure Control.” F. REVIEW AND SUBMITTAL OF FORMS 1. All completed original documents will be forwarded to each facility's administrative supervisor who will review and ensure: a. All forms and attachments (if any) are included and properly completed; b. The transmittal is logged; c. All forms are submitted in a timely manner. In case the administrative supervisor is not available at a detention facility, the supervisor who was notified of the on-the-job injury/illness shall ensure that all forms and attachments are submitted to that respective staff member’s unit supervisor, who wll ensure that the above steps are completed. 2. The phone-in report to the Teleclaim Reporting System shall be entered into the RMD database and will be available to RMD staff. A Notice of Injury document will be produced from the phone call and mailed to the RMD, PMB, and the injured staff member's home address; 3. The Executive Officer or designee shall designate a contact person within the Administrative Unit to hand-deliver the Supervisor's Investigation Report to PMB, Employee Benefits Section. It is mandatory that this be transacted Page 6 of 10 MIAMI-DADE CORRECTIONS AND REHABILITATION DEPARTMENT VOLUME: 6 DSOP: 6-035 YEAR: 2013 VERSION: 1 SUBJECT: RECORDING MAJOR AND MINOR EMPLOYEE INJURIES within 48-hours (holidays excluded). The appointed contact person will fax said forms to RMD at (305) 375-5492 within 48-hours of the injury/illness; 4. The State's Division of Workers' Compensation will assess Miami-Dade County (who will in turn assess MDCR) up to $500 for each First Report of Injury or Illness not filed within the specified time frame. Therefore, Staff/supervisors must ensure that all necessary forms are received by the RMD within the specified time frame. Responsible staff will be held accountable for late submittals. IV. PAYROLL ATTENDANCE RECORD ENTRIES It is important that the correct PAR entries be posted, not only for the first date of injury, but for each subsequent day (or hours for partial days) missed due to the injury/illness. The Miami-Dade Leave Manual states that if a staff member is injured on-the-job at the time the PAR is prepared, the leave code used to cover this absence shall be entered on the PAR in the following order: A. (DA) = must be posted for the first day of the on-the-job injury, whether or not time is lost; B. (SI) = must be posted if the staff member continues to be absent due to this injury. If the staff member has exhausted all Sick Leave and continues to be absent due to this injury, Annual Injury (AI), Compensatory Injury (CI) and Holiday Injury (HI) will automatically be utilized until exhausted. Example: If the staff member was out only 3 hours on Tuesday, enter DA3. However, if the staff member was injured on Tuesday but lost no time, then enter DA. V. STAFF AND EMPLOYER INFORMATION A. Knowledge of Rights and Responsibilities All affected staff should read and be well versed in their rights and responsibilities as indicated by this DSOP. Page 7 of 10 MIAMI-DADE CORRECTIONS AND REHABILITATION DEPARTMENT VOLUME: 6 DSOP: 6-035 YEAR: 2013 VERSION: 1 SUBJECT: RECORDING MAJOR AND MINOR EMPLOYEE INJURIES B. Medical Treatment Prompt and appropriate medical treatment shall be provided to the injured staff member when requested or deemed necessary. The staff member must advise the medical provider that the injury was sustained on the job and that treatment should be processed as a Workers' Compensation claim. The hospital will bill Miami-Dade County directly for payment and send a copy of the bill to the staff member. It is only considered an emergency when immediate medical attention is automatically authorized on the date and time the injury/accident/illness has occurred. If treatment is not received on the date of the injury, it is deemed non-emergency treatment and further hospital treatment and/or referral must have prior approval from RMD. If the injury was originally noted on a First Aid and Minor Injury Log, the supervisor will contact RMD, Teleclaim Reporting System to complete a First Report of Injury of Illness claim. The supervisor shall also complete a Supervisor's Investigation Report and distribute the forms as noted above. Refusal or failure to authorize medical treatment may result in the staff member seeking personal medical treatment at the expense of MDCR. VI. STAFF BENEFITS RMD will determine the staff member's eligibility for Workers' Compensation benefits. RMD will investigate and recommend approval/disapproval of disability leave benefits. A staff member may appeal a denial of Workers' Compensation benefits by submitting a Petition for Workers Compensation Benefits form to the State of Florida Department of Labor and Employment Security Division of Workers' Compensation for investigation. A. Approval of Workers’ Compensation and Disability Leave Upon approval by RMD, the staff member’s Workers’ Compensation and Disability Leave will be converted to “D” or “WC” on the mainframe, depending upon the benefits the staff member is eligible for. At that time, all leave balances will be restored. B. Disapproval of Workers’ Compensation or Disability Leave If disability leave is not approved by RMD, the staff member may appeal the decision in writing to the Director of ISD within 14 days of receiving the disapproval notice. Staff denied a Workers’ Compensation claim or Disability Leave may be granted a Leave of Absence without pay by the MDCR Director using Sick Leave or all other accrued leave to supplement Workers' Compensation benefits for a total Page 8 of 10