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CIRMA's Workers' Compensation Pool Risk Management Guidelines
(This document is also downloadable as a .PDF document: cirma-mgmt-guidelines.pdf)
- MANAGEMENT COMMITMENT
The guidelines in this category measure and evaluate management’s commitment and support of risk control programs.
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1.1 | Management has designated a risk control coordinator who is responsible for overseeing the risk control program. These program responsibilities are included in the coordinator’s job description.
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1.2 | Management considers risk control recommendation compliance as a priority. Recommendations are prioritized and management response to recommendations are provided within 45 days.
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1.3 | Management has developed a written policy statement that addresses safety and risk control. The following should be included in that statement:
- Risk Control as an organizational priority
- Management support of risk control
- Employee responsibilities and participation in risk control
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1.4 | The policy is communicated to employees by the chief elected official or chief operating officer, in writing, at the time of hire and at least annually thereafter.
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1.5 | Management is actively represented on the safety and health committee and provides reasonable resources for loss control initiatives.
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1.6 | The CEO attends Safety Committee Meetings and meets with Department Managers to review safety performance and safety issues at least annually.
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1.7 | Management enforces the use of personal protective equipment and adherence to all written safety procedures.
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1.8 | Safety responsibilities are outlined in written job descriptions.
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1.9 | Management visibly and actively supports a safe work environment and the expectation that all employees will follow all safety rules and regulations through 5-minute safety talks, safety reminders, or other actions that demonstrate a commitment to safety.
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- OSHA COMPLIANCE & TRAINING PRACTICES
The purpose of this guideline is to ensure that the member has evaluated their organization for OSHA compliance.
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2.1 | Each department has conducted an internal evaluation of safety compliance with OSHA regulations and safety-related practices as appropriate (NFPA, Police policies).
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2.2 | Each department has written procedures in place that define how the department complies with OSHA standards.
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2.3 | Each department maintains up-to-date employee training as required by OSHA or dictated by good practice. Training records are maintained and a Training Coordinator has been identified to coordinate training in each department.
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2.4 | A physical safety inspection is completed at least annually for each building. Unsafe conditions are documented and reported to the Safety Committee, the CEO, and other personnel as appropriate.
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2.5 | Supervisors receive special training on their role in the safety process. Supervisors also attend all OSHA training required of their crews.
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2.6 | Supervisors meet with crews at least quarterly to discuss safety-related topics (Unit Safety Meetings). Supervisors record all complaints/ suggestions from these meetings and are responsible for follow-up and communication of progress to crews.
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2.7 | New employees receive the following training at the time of hire:
- General safety training as required by OSHA and safe work practice
- Customized safety training with respect to individual jobs (e.g., personal protection, electrical safety)
- Return-to-Work and Preferred Provider Network (documented with signature)
- Incident Reporting Procedure
All training is documented.
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- COST CONTAINMENT PRACTICES
The purpose of this category is to evaluate the cost-containment measure in place to minimize losses associated with employee injury.
| 3.1 | The member has developed and effectively implements a Return-to-Work Program.
| | 3.2 | Management makes use of all applicable provisions of the State of Connecticut Workers Compensation Act, the Americans With Disabilities Act, and other labor-related laws to maintain a safe work force (i.e., functional capacity tests, post-offer physicals, fitness for duty, after-incident medical evaluations).
| | 3.3 | The member has identified an Initial Care Provider as allowed under the Workers Compensation Act and employees have been notified of the requirement to use this provider for all non-emergency work-related injuries. This notification has been documented and is on file.
| | 3.4 | The member has a state-approved PPN program in place and has designated a workers compensation liaison with oversight responsibility for all departments to facilitate effective and timely communication with CIRMA, the employee, and the employee’s supervisor, and to assure uniform application of the policy.
| | 3.5 | Employees who are not released for light duty are contacted regularly by the workers’ compensation liaison and required to keep all doctor appointments and submit all reports within 24 hours of the visit. Patients who are incapacitated and cannot drive to the Town Hall may fax the report. Other employees are required to report, in person, to the workers’ compensation liaison with the medical report.
| | 3.6 | All employees are provided with the policy and procedures regarding Workers’ Compensation, Return-to-Work, and PPN programs annually. Employees are offered the opportunity to ask questions and sign documentation that they have read and understood the policy.
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- FINANCIAL INCENTIVES
The purpose of this guideline is to ascertain the existence of financial policies that can significantly impact workers’ compensation costs.
| 4.1 | The member does not supplement workers’ compensation wage benefits.
| | 4.2 | The organization uses a cost-allocation system that charges an appropriate portion of workers’ compensation costs to the operating unit in which they were generated.
| | 4.3 | The budget for each department contains a line item for safety-related equipment, training, and repairs.
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- INCIDENT INVESTIGATION
| 5.1 | Member has a written Incident Investigation Procedure in place that has been reviewed and updated annually, and includes the following elements:
- On-site investigation of all incidents
- Witness interviews, reconstruction of events
- Documentation of PPE required, in use, tools, and conditions
- Determination of contributing factors, root causes
- Identification of immediate corrective actions to prevent further immediate injury
- Identification of personnel responsible for corrective actions
- Mechanism for follow-up
- Review by Safety Committee and upper management
| | 5.2 | Department managers and supervisors are trained in Supervisor Accident Investigation Procedures.
| | 5.3 | The CIRMA Supervisor Accident Investigation Form or an equivalent form is used to document all investigations.
| | 5.4 | Employees are aware of Incident Reporting procedures and requirements.
| | 5.5 | All record-only, medical-only, and lost-time claims are immediately reported via 1-800-OK-CIRMA.
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- SAFETY COMMITTEE
The purpose of this guideline is to evaluate the effectiveness of the Safety Committee as a risk management tool.
| 6.1 | Management appoints members who have the ability and resources to influence management decisions and policy making.
| | 6.2 | Management has identified a committee composition that reflects the workforce and member needs.
| | 6.3 | Management has defined the following in its Committee Bylaws:
- Current roster
- Length of term
- Mission statement
- Annual goals
| | 6.4 | At a minimum, the committee meets quarterly with sub-committees meeting more frequently to work on identified projects and to review/ improve risk management programs and policies.
| | 6.5 | The committee reviews supervisor Incident Investigation reports at each meeting and tracks action items to completion.
| | 6.6 | The committee acts as the oversight body for the safety effort and actively solicits input from the employees.
| | 6.7 | Management releases both management and non-management representatives to attend all safety committee meetings and sub-committee work.
| | 6.8 | Management provides training and resources to committee members to enable them to be effective in their role.
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