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Procedures for Filing Workers Comp Claims

BrickStreet insurance provides workers compensation coverage for Shepherd University. West Virginia law requires employees to immediately notify their employer upon sustaining a workplace injury.

  1. When an accident occurs, employees must complete an Accident/Incident Report Form immediately. The form is available in some departments (work areas), in the Human Resources Office, and on Shepherd's web site (http://www.shepherd.edu/employees/accident_report.pdf).
  2. If the Accident/Incident Report Form is completed in the work area, then the work area must notify the HR Office immediately if medical attention is sought. The employee does not need to visit the HR Office personally to report the accident.
  3. As soon as the HR Office learns that the employee is seeking medical treatment for the injury, the HR Office will report the injury to BrickStreet by phone using BrickStreet Form BI-3 (https://www.brickstreet.com/CUSTOMERSERVICE/Claim%20Forms/BI-3.pdf). BrickStreet will give the HR Office a claim number for the employee. The employee must give the claim number to all medical service providers.
  4. At the time of medical treatment, the employee and physician must complete BrickStreet Form BI-1, Employee's and Physicians' Report of Injury. The physician is responsible for submitting Form BI-1 to BrickStreet. The employee is responsible for ensuring that the HR Office receives a copy of the form.
  5. At the time the claim is filed, the employee must decide whether to use sick leave (Institution Pay) or Workers Compensation (BrickStreet Pay). Annual leave also could be used if the employee does not have enough sick leave to cover their time off.
  6. If employees choose to receive Workers Comp pay rather than using their sick leave, then they will go off of the University's payroll. In those cases, employees will be responsible for paying their insurance premiums and they must arrange with the Payroll Office for this to occur.
  7. If an employee chooses to receive Workers Comp pay and go off of the University's payroll, then the employee's supervisor needs to perform the appropriate action using PeopleAdmin, the online HR system, in order to temporarily remove the employee from the payroll. Please contact LuAnn Yanna (lyanna@shepherd.edu or 304-876-5328) for assistance with that action, if necessary.
  8. The injured employee is not charged for the first three days of absence. If the injury prevents the employee from working for more than three days, then whichever pay option they have chosen (using their sick or annual leave or receiving Workers Comp pay) will go into effect.
  9. When the injured employee is ready to return to work, s/he must submit to the HR Office a medical release (documentation from the treating physician stating that the employee is able to return to work).

Questions about filing Workers Comp claims at Shepherd University should be directed to Brenda Branson Johnson (bbranson@shepherd.edu or 304-876-5299).

 

Shepherd University | Office of Human Resources | P.O. Box 5000 | Shepherdstown, West Virginia | 25443-5000
304-876-5299 | FAX: 304-876-5197 | 800-344-5231
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