A Message from our Return-to-Work Manager

There are many reactions when an employee is injured at work and must be gone from the workplace.  It is an uncertain time for all involved.

What is important to an employee injured on the job?

• Continuing benefits.
• Thoughts about permanent impairment.
• Reduction of job security.
• Does my employer care?

From the employer standpoint, the first reactions are:

• Who will complete the work that this employee did?
• How long will they be out?

These thoughts are often centered on the negative.  An alternate approach is considering “What can the employee do?” This positive thinking strategy can reduce claim costs, rates, and increase an employee’s feeling of self-worth, and perhaps, increase the likelihood of earlier return to work by as much as 30%.

It Just Takes a Call
Studies show that increased supervisory and HR interaction with an injured worker soon after an injury is highly effective.  A quick phone call asking the employee how they are, letting them know they are missed, and discussing what tasks they might be able to perform even if still injured (but released to light duty) is associated with a 30% higher return-to-work rate for employees.

This simple “are you OK?” phone call can be a real game changer for the employer and the employee. This gives the employee the opportunity to ask questions, feel that they are a part of the team and a contributor to the employer. The employer can get the work done. Imagine never hearing from your boss if you had been off work for 1, 2, or 3 months.  The longer the employer is silent, the greater chance that the employee is considering never returning to work and considering that a pension is a better option than returning.

After an employee is injured, get in touch two or three days after the injury to express your concern, especially if the employee has not returned to work.  This is when the worker might begin to wonder if they are missed.  The goal of the call is to provide encouragement and help your employee recover faster.  This is not a one-time communication; stay in contact. Below are some suggestions.

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Supervisor Script – Are You Okay?

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What Employers Can Do
Consider this – a custodial employee with a back injury is released to light duty 2 weeks after the injury. They are not able to reach above their head for more than 3 hours a day and have a 15lb lifting restriction. One employer might determine the employee cannot return because they cannot lift 50-lbs.

Our positive-thinking RTW Coordinator might ask, “what can the employee do?” and determine that the employee can walk, stand, lift 15-lbs, bend, etc.  This employee could be given 8 garbage bags instead of 2 for the day. This worker could be assigned a shift where, when collecting garbage, they separate the garbage into many bags instead of just one heavy one, reducing the weight they are handling. Providing a sub for lunch tables and sports set up may be a reasonable accommodation to keep this employee at work. Even considering a part-time shift is a solution for this employee.

PSWCT is Here to Help
PSWCT and many of our members see the benefit in returning employees to either modified duty (a change in their job) or alternate duty (temporarily assigning different job tasks). I have spoken to many of you and have been very happy to see that several of you have a RTW Program in one form or another. With the RTW incentive criteria being developed, it has been my goal to provide guidance on what a qualified program would look like.

It can be easy – documentation of a commitment for your employees to RTW, job offer letters to employees when a group of tasks is found for the employee, administration’s buy-in to a RTW program and a culture of accommodation and RTW known by all employees and understood by supervisors create a successful RTW Program. If we haven’t met and you are interested in the program, please do contact me, Aliza Hauser, RTW Manager at 425-917-7660.

The Puget Sound Workers’ Compensation Trust (PSWCT) is developing a return-to-work incentive to create an equitable and sustainable framework to support members in implementing best practice return-to-work programs to reduce individual and collective total cost of risk.

The criteria for this program were modeled on the Washington State Labor and Industries (LNI) program, with some changes made to fit the structure of a self-insured program.

Among other things, districts will need to have a return-to-work program that is approved by PSWCT. Districts receiving the incentive would have a budgeted amount of money to work with that would expire at the end of the year. These funds would not roll over into the next year. There will also be claim-specific eligibility criteria, such as the claimant having a medical release to restricted duty, as well as an injury date that falls on or after the incentive program start date, among other factors. PSWCT will provide districts with a list of eligible claims.

PSWCT will calculate the amount of incentive pool funding districts are able to receive. In determining allocation by district in terms of district size, PSWCT wants to ensure that disbursement of these funds is equitable. To achieve this, allocations will be based on worker hours with a minimum sum allocated to smaller districts.

PSWCT plans to roll out this program in Spring 2019.  Additional information and communications will be made available at that time.  Please see below for specific information for each component.

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Districts

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Claims

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Incentive

Reimbursement Criteria and Expectations:

 

This is the time of year we consider the good things we have—like our partnership with you.  In our many years together, the PSWCT/UP team has come to see you not just as colleagues and business partners, but also as friends.  We value our relationships and appreciate the trust you have placed in us.

During this season of reflection, I have been thinking about what matters and that makes me hopeful.  This year has brought many changes and many confirmations of goodness.  There are several standouts I want to share with you.

Stakeholder Experience.  One of the great joys of our work is our relationships and connections with our school district partners.  We strive to provide you with the programs and services you need to support your mission and vision and in which you find tremendous value.  We will continue to improve our systems and offerings to create the best experience for you in an environment that fosters excellent claims management and risk reduction.  Towards that end, we’ve begun to ask for your feedback on our services in the areas of pool administration, claims management, and loss control and safety.  We look forward to your responses.

Cultural Proficiency.  Puget Sound ESD and PSWCT/UP endeavor to become an anti-racist multi-cultural organization.  We are working to provide culturally relevant services to injured workers.  We’ve begun to collect information voluntarily submitted by injured workers to inform our understanding of the supports needed by them.  This is an emerging area for PSWCT/UP and I am hopeful about the possibilities before us.

Educational Continuity.  We recognize our educational community’s responsibility to help students navigate and succeed in the classroom.  Consistency in school staffing is a key component in this endeavor.  That is why we partner with you to ensure we return staff to work as quickly as possible.  In the early new year, we will be building on our commitment in this area through an equitable return-to-work incentive program.  See our related article in this issue of Sound Advice.

Employee Experience.  Our staff is our most important asset.  They are as important to us as those who we serve, namely you and your staff, particularly injured workers.  As such, we continued to invest in their professional development and growth to provide the best-in-class service to you.  We are fortunate to have a great team and we want to offer all the support we can through their proficiencies and skill sets.

Stewardship.  The importance of budgets in school districts is not lost on us.  Our programs are designed to put the funds you have entrusted in us to the best possible use.  From loss control and safety to claims and litigation management to return-to-work programs, we align resources with best practices in our space to reduce your total cost of risk, resulting in a stable, predictable, and economically feasible risk financing model.

I encourage you to join us for our Annual Trustee meeting on February 12, 2019 to learn about new programs and a panel discussion, Small Actions for Big Impact—Minimizing your Exposure.  Also, please continue reading this edition of Sound Advice for timely news from PSWCT.

Thank you for the opportunity to serve you.  We look forward to moving into the New Year with you.  Wishing you peace and joy during this season.

Earlier this Fall we distributed our first in a series of three surveys about our services, this one focusing on Pool Administration services.  A big thanks to all who responded.

This valuable information will serve as a baseline as we continue to measure the efficiency and effectiveness of our services.  Our mission is to provide exemplary claims and risk management services to our members.  We will use your responses to guide our work.

The results of this inaugural survey were good overall.  It appears we are meeting your needs in the areas of rate setting and communication, staff interactions, and your overall experience.

While this survey focused mainly on rates and other pool administration subjects, you did provide some specific comments on claims management.  We appreciate your feedback and will work to make improvements.

Please note, that a claims management-specific survey will be distributed in February where you will be able to share additional comments.

Thank you again for your cooperation.  You are important to us as a member and as an integral part of managing and preventing claims. We value your contributions to keeping staff safe and healthy, and we will use your feedback to guide us in expanding what is working and fixing what is not.

Winter is finally here and with it comes a host of unpredictable challenges that make getting around difficult. While the weather can be dreadful at times, we still have to leave the safety of our homes and go to work, among other things.

So just how can we remain safe when navigating through the hazardous conditions that winter brings and contribute to the safety of others? Here are a few winter safety tips to consider.

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Safe Winter Walking Tips

Wear proper footwear:
Avoid smooth soles and opt for a heavy-treaded shoe with a flat bottom.  Try a pair of cleats for additional traction.  There are many inexpensive options.

Walk attentively:
While walking in the rain or on snow or ice on sidewalks or in parking lots, walk consciously. Look up to be aware of anything in your path including ice, uneven surfaces or debris. Occasionally scan your vicinity to ensure you are not in the way of vehicles or any obstacles. Be attentive – put your device away and try to keep your hands free.

Walk slowly:
Do not rush, take your time. Walk slowly, shorten your stride and plant your feet securely on each step. Where available, firmly grip handrails.

Anticipate ice:
Be on the lookout for black ice that may appear as wet pavement.

Enter buildings cautiously:
Building entrances may be wet with melted snow and ice or from shoes that have been drenched in the rain. When you arrive at your destination such as school, work,  or a shopping center, be sure to look at the ground as you enter the building.

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Safe Winter Driving Tips:

Slow down:
In hazardous conditions, drive under the speed limit, use slow and steady maneuvers, and avoid any sudden stops, starts, or turns. You will have better control of your vehicle.

Avoid tailgating:
Increasing the driving distance between you and the vehicle in front of you can help avoid collisions. Should you need to make any sudden maneuvers, the extra distance provides the space to do so.

Beware of black ice:
It’s nearly impossible to see black ice, but you can spot it when your headlights reflect off the road at night. This is why it is important slow down a couple of hundred feet before stop signs and traffic lights.

Avoid standing water:
When driving in wet or rainy conditions, avoid standing water at all costs. It is often difficult to tell just how deep the water is, and standing water greatly increases your risk of hydroplaning. If you cannot avoid driving through standing water, go as slow as possible to reduce your risk of hydroplaning.

Use your headlights:
Rain can obstruct a driver’s line of sight. Using headlights helps you see and helps other drivers, cyclists, and pedestrians see you. Do not use high beams in the rain, as they can scatter light and actually reduce visibility.

During these cold winter months, it is tempting to bring candles or scented products into your classroom or workspace to create a warm, cozy atmosphere. However, doing so may affect the health and safety of your staff and students.

Although these items add a welcoming warmth and glow, they can also contribute to indoor air pollution.

Keep Your School Fragrance-Free
To maintain an optimally healthy indoor environment in schools, we strongly discourage the use of any types of candles.  We also recommend that staff refrain from using anything else that introduces unnecessary chemicals into the air, including:

• Candles
• Incense
• Scented plug-ins
• Reeds
• Air fresheners

Scents Can Sicken
Thousands of natural and synthetic chemicals are used in scents; some of them are proven irritants, toxins, allergens, reproductive toxins, or even carcinogens. It also has been found that there is a strengthening effect when multiple allergens are used together.

While these harmful emissions are typically low and do not pose a significant threat to your health, they may trigger allergic reactions and asthma attacks in sensitive individuals. According to national statistics, an average 10% of students have some degree of asthma.

Symptoms of exposure to emissions from burning candles may include itchy and watery eyes, sore throat, blocked nasal passages, headaches, hives, skin irritations, and difficulty breathing.  Any of these symptoms may interfere with a student’s learning.

The American Lung Association (ALA) encourages organizations to establish fragrance-free policies as one of their main components of creating a “Lung Healthy Work Environment.” They note that “fragrances can and do affect indoor air quality,” as well as posing health hazards for employees with allergies and chronic lung diseases. The ALA provides several resources for establishing such a policy on their website.

We want to create a healthy environment that is conducive to student and staff engagement.

For additional information on this topic, contact our industrial hygienist, Elizabeth Jakab, at ejakab@psesd.org or (425) 917-7640, or review our Scents and Indoor Air Quality handout.

The Employment Security Department reported in June that Washington’s average annual wage grew by 5.0 percent in 2017 to $61,887—representing the largest percentage increase year over year since 2007.

The average weekly wage rose from $1,133 in 2016 to $1,190 in 2017. These figures include only those wages that are covered by unemployment insurance.

Much of the increase was driven by a 7.7 percent increase in total earnings, which grew by nearly $14.1 billion in 2017. Overall, the average number of workers in Washington covered by unemployment insurance grew by just over 81,790 in 2017.

The industries with the largest average wage growth in 2017 were retail trade, up 14.5 percent; information, up 8.2 percent; and accommodation and food services, up 6.9 percent.

The average annual wage is used to calculate unemployment benefits for jobless workers. The minimum weekly unemployment benefit, calculated at 15 percent of the average weekly wage, will increase by $9 to $178, for new claims opened on or after July 1. At the same time, the maximum weekly benefit, which is the greater of $496 or 63 percent of the average weekly wage, will increase by $36 to $749.

Currently, about 20 percent of unemployment insurance claims are paid the maximum benefit amount, and 10 percent receive the minimum.

The state average wage also is used by the Department of Labor & Industries in calculating worker’s compensation benefits.

As you may know, PSWCT implemented two updates to its online incident and claim reporting processes in June 2018. These changes streamlined our online incident and claim reporting forms and made the Accident/Incident Report process completely paperless.

Revised Incident Submission Form
One of the biggest pieces of feedback we received on the online incident submission process we rolled out in September 2017 is that the dual incident/claim submission form requested too much personal information from those employees who only need to file an incident report.

We have reorganized the incident submission form to only show incident-related fields initially. The claim-related fields, which require a higher level of personal information, appear only if the employee selects “Yes” in response to the Medical Care Sought question. We have also added additional language to clarify when to select “Yes” in response to the Medical Care Sought question, and to provide information on how to file a claim later if an employee selects “No” initially.

We anticipated that restructuring the form in this way may create confusion for employees who initially do not want to file a claim but later realize that they need to. To rectify that, we created a “grant access” process that allows a PSWCT claim specialist to send the employee a link to their online incident form to change their answer to the Medical Care Sought question to “Yes.” This will bring up the rest of the claim-related fields and they will be able to file their workers’ compensation claim by amending the information originally submitted.

Origami now automatically sends claimants a copy of their SIF-2 after they file their claim, so they have immediate access to their claim number when seeking medical treatment.

Accident/Incident Supervisor Section
The other update is to our Accident/Incident Report process. In the past, the Accident/Incident Report was generated as a Word document after an employee submitted incident information online. This process required a lot of manual work on the part of the district to route the hard copy of the form to all parties.

In our revised process, after an employee files an incident report, a link to an online form is sent to the district liaison to be forwarded to the employee’s supervisor. The supervisor will have 14 days to complete their portion of the Accident/Incident Report online using that link. After the supervisor hits “Submit,” a complete Accident/Incident Report will be emailed to the district liaison and the employee’s supervisor.

The form will be saved to the Incident file in Origami, and the data will be captured in reportable fields, which will enable us to provide you with more robust reporting for your safety committees. Based on additional feedback, we have also added questions regarding bloodborne pathogens and will be working with interested districts to integrate that process into our current systems.