Claim Reporting System

On June 1, 2011 Brevard County Risk Management introduced an online electronic claim reporting system for use by all offices, agencies and departments who participate in any of the Board of County Commissioners’ Property/Casualty Insurance Programs (workers’ compensation, auto liability, property liability and/or general liability). Beginning July 1, 2011, it will be mandatory that all claims are to be submitted to Risk Management utilizing the new online system; hard copy paper claims will no longer be accepted.

Training on the new system will be conducted throughout the month of June (see attached schedule); it is strongly encouraged that all supervisors and/or employees that will be completing claim reports attend one of these sessions. The three components of the system are explained below and will be discussed in more detail at the training sessions.

Setting Up a Claim/Using the Wizard
Employees will be able to submit property and casualty insurance claims from the “CREATE A NEW CLAIM” wizard, located on the BEACH. From the BEACH home page, click on “DEPARTMENTS” on the top of the page. Under the Department Directory, click on “HUMAN RESOURCES”. On the left hand side of the page, click on “RISK MANAGEMENT” and then click on “CREATE A NEW CLAIM”. For those employees who do not have access to the BEACH, the claim wizard can be accessed through Brevard County’s website on the Human Resources page at ww3.brevardcounty.us/humanres, look under the “RISK MANAGEMENT CLAIM REPORTING” link to find the “CREATE A NEW CLAIM” wizard.

Upon accessing the “CREATE A NEW CLAIM” wizard, a pop-up window displays a list of available County employers (i.e. Brevard County BoCC, Brevard County Sheriff’s Office, Clerk of the Court, etc.), click on the appropriate employer. If Brevard County BoCC or Clerk of the Court are the selected employer, enter the personnel number of the involved employee in the space provided, this will allow data from SAP to automatically be entered into the claim reporting system. For all other employers, the employee’s personal information (name, home address, home phone, date of birth, date of hire, department, job title, rate of pay, shift, and gender) will need to be manually entered (depending on the type of claim).

Generally, the employee involved in the incident will be the one completing the initial information in the “CREATE A NEW CLAIM” wizard, however in those departments where a supervisor or other designated person enters this information, or if the involved employee is unavailable to complete the report (i.e., he/she has gone to the hospital for medical treatment), then it will be necessary to enter the name of the employee entering the initial information in the “CREATE A NEW CLAIM” wizard and the reason he/she is doing so.

Once the employee number and/or the name of the employee entering the initial information are entered, click “CONTINUE” to proceed. A pop-up window will appear asking you to “SELECT CLAIM TYPE”. A drop-down menu lists the claim types available for the employer that was selected at the beginning of the wizard. Select the appropriate claim (workers’ compensation, general liability, auto, property) and then click “CREATE CLAIM”.

The “CREATE A NEW CLAIM” screen will appear and show the selected employer, the type of claim to be created and the personal information on the employee involved in the claim. Enter any information not pre-filled by SAP (including the name of the involved employee’s supervisor) and then complete all the required Claim Information. Once the claim information is complete, there will be a window at the bottom of the claim screen with a code to be entered. Enter the code exactly as it appears (this code is case sensitive) and then click “SUBMIT CLAIM”. A success message will then appear and a claim review screen will also appear so that that the claim information can be viewed and/or printed.

Supervisor Report of Accident/Injury
Once an employee creates a new claim using the wizard, the involved employee’s supervisor will receive an email notifying him/her that a Supervisor Report of Accident/Injury must be completed. This report is a valuable loss control tool used to assist in the prevention of reoccurrences of similar claims and needs to be completed online and transmitted to Risk Management within 72 hours of setting up a new claim.

In order for this to be done electronically, the immediate supervisor for the employee(s) involved in an incident/accident must be correctly identified in the “Create a New Claim Wizard” at the time the claim is first reported. If the appropriate supervisor is not available at the time of the claim, then another supervisor/manager should be identified on the initial claim report so that they can be designated to receive the system generated notices and complete the Supervisor Report of Accident/Injury within three days (72hrs) of the reported claim. if you can not find an appropriate supervisor/manager on the list preloaded in the system you must contact Risk Management immediately (by phone at 633-2037 or email: Risk_Mgmt@brevardcounty.us) in order to have supervisors added into the system.

The claim notification email will contain an encrypted link to the employee’s claim. The supervisor must click this link in order to open the Supervisor Report page and complete the Supervisor Report of Accident/Injury. The Supervisor Report page, just like the paper form it is replacing (BCC-207), consists of text boxes for the supervisor to provide his/her narrative detailing the events that led up to the claim. This page requires that all text fields have something entered in them, therefore if a field is not applicable enter “NONE”. Once all text fields are completed, click “UPDATE SUPERVISOR INPUT”. This will submit the Supervisor Report of Accident/Injury and transmit it to Risk Management via the Claims Reporting System.

If the Supervisor’s Report of Accident/Injury is not completed within 72 hours of a new claim being set up and the notification email delivered, a reminder email and the encrypted link will be sent to the supervisor. The Claim Reporting System, monitors new claims every 12 hours and will continue to send the supervisor a reminder email twice daily until the Supervisor Report of Accident/Injury is completed and submitted to the system.

Claims Management Administration
The Claim Reporting System has an administration portion that permits authorized Risk Management personnel to view, update and close claims. This application serves as a fully electronic management and transmittal system for all claims received by the County, as well as a tool for generating reports and statistical data on those reported claims.

Training
The online Claim Reporting System has been designed to be user-friendly, requiring minimal start up training for those required to access the program. However, multiple training opportunities have been scheduled throughout the month of June to assist users with becoming familiar with the new system. All sessions will be held in the Commission Meeting Room (Bldg C, 1st Floor) at the Government Center Viera, located at 2725 Judge Fran Jamieson Way on the following dates and times:

Friday June 10, 2011 9 am – 11 am
Thursday June 16, 2011 9 am – 11 am
Wednesday June 22, 2011 9 am – 11 am
Wednesday June 29, 2011 1 pm – 3 pm

To register for one of these training sessions, please contact Anne Lawrence or Linda Allison in Risk Management at 633-2037.