NOTICE TO SUPERVISORS

Subject: Workers’ Compensation Procedures

It is the employee’s responsibility to report all injuries and illnesses to their supervisor IMMEDIATELY.

• The original Notice of Injury (NOI) form must be completed and returned to the Risk Management Office within 48 hours of the report of an on-the-job injury/illness.  In the event that medical services are taken at the time of injury, the NOI along with the Accident Investigation form will be sent electronically to the Claims Coordinator (see enclosed e-mail address) at the Risk Management office.  The insurance company will not accept a fax copy.  This method allows for expeditious processing and forwarding of information to the Workers’ Compensation Administration and to provide notice to our insurance company such that medical services can be authorized and prescriptions approved on the day of the incident/accident.  A signed copy of the NOI will be sent via truck mail or hand-delivered to the Risk Management Office.
• Florida state law mandates a penalty for untimely reporting.  A late penalty must be paid by the district for failure to submit a Notice of Injury within seven calendar days from the date of the employer’s actual knowledge of a work-related injury.  This means the Notice of Injury must be date stamped received in the office of our Workers’ Compensation Claims Administrator within seven days of the report date.  Reports received within the 48 hour time frame can be timely processed to meet this seven day requirement.
• If an employee is taken off work by an authorized treating physician due to medical restrictions, the employee becomes  eligible for Illness-in-Line-of-Duty leave from the School Board for a maximum of ten (10) days.  To cover any/all of this time,  a request for In Line of Duty (ILD) form must  accompany by the doctor’s authorization. The form is sent to Risk Management for approval and is entered by Payroll.
• An employee missing time after this initial ten (10) days must be handled in a special fashion.  The Risk Management office  must be notified if it is anticipated that in excess of ten (10) days will be missed.
• Notice of Injury, Accident Investigation and Illness-in-Line-of-duty forms are available on the Risk Management website.
• The only facility authorized for treatment of on-the-job injuries/illnesses is First Care of Gainesville.

First Care of Gainesville
4343 Newberry Road, Suite 10
Gainesville, FL 32607
(352) 373-2340 – FAX (352) 373-3140

NO EMPLOYEE IS AUTHORIZED TO SEEK MEDICAL CARE WITHOUT AUTHORIZATION

NOTICE TO EMPLOYEES

Subject: Workers’ Compensation Procedures

• It is the employee’s responsibility to report all injuries and illnesses to the supervisor IMMEDIATELY.
• The nurse at your work location or designated school will administer “first aid” and assist in your care, with the exception of serious/life-threatening injuries, employees will see the nurse at your respective work location or designated location for initial care. The nurse will assist you in any further necessary care.
• If illness/injury occurs to employees at departments or buildings (not school locations), these employees are to report to the nearest school and will be assisted by the school nurse.
• Our authorized medical facility is First Care of Gainesville (see address below). Emergency rooms are to be used only if the accident is serious/life-threatening and/or the employee cannot be treated at First Care of Gainesville.
• Employees returned to “Light or Restricted” duty will be accommodated at the workplace if at all possible.  When not possible, the work site supervisor will coordinate “reassignment” of the employee for the restricted period with the Risk Management office. The employee will be reassigned through our Personnel Department and will remain so reassigned until released by a physician.  At this point, the employee will be returned to their work area.
• If the Managed Care Physician determines that you are unable to work, you must report this to Risk Management 955-7654 ext. 369 and your supervisor.  The Risk Management office must be provided the authorized physician’s work status note. Illness in the line of duty will be determined.   You must also notify Risk Management upon return to work.  This is critical for uninterrupted pay status.
• Follow up appointments, rehabilitation, or therapy must be scheduled during non working hours.
• Follow the directions of the Managed Care Physician instructions for any medical specialist or treatment referrals. 
• The Managed Care Program provider authorized for treatment of on-the-job injuries/illnesses is First Care of Gainesville.

First Care of Gainesville
4343 W Newberry Rd, Suite 10
Gainesville, FL 32607
(352) 373-2340

NO EMPLOYEE IS AUTHORIZED TO SEEK MEDICAL CARE WITHOUT AUTHORIZATION  It is important for you to know Florida Statute 440.134(17)  which states, “Treatment received outside the Worker’s Compensation Managed Care arrangement is not compensable  unless authorized by the carrier prior to the treatment date.”

In the event that you are out of town and an illness/injury occurs in the performance of duty, you must immediately call 352-955-7668 (7:30 am – 4:30pm) and after hours call 352-514-1856.  Instructions for medical care will be provided.