WORKERS COMPENSATION FOR UCSC EMPLOYEES

Effective Date: 
Sun, 09/15/1996
Reviewed: 
Sun, 08/21/2011
Revised: 
Thu, 04/27/2017
Policy: 

The SHC adheres to UCSC Risk Services policies on workers compensation for UCSC employess.  UCSC Employees presenting to the SHC for work related illness or injury will be provided first aid, comfort and information on accessing services at the UCSC designated provider of occupational health services off campus. UCSC Risk Services is responsible for training UCSC supervisors to assist and authorize their employees with occupational illness or injury to proceed with a timely evaluation at UrgencyMED or Dominican Hospital ER (DSCH) depending on the acuity and time of day. In cases where UCSC employees present to the Student Health Center seeking care of occupational illness or injury the following procedure will be followed:

Procedure: 
  • If UCSC employees present to the Student Health Center for non-emergent care of occupational illness or injury the reception staff will provide information (see Workers Comp reference found in EMR - References - Infrequent P&Ps) on campus procedures for Workers Compensation care.  Unless there is an apparent emergency or need for immediate attention, the employee will be re-directed back to their supervisor for care at the UCSC contracted Occupational Health provider (see UCSC Risk Services link).  Assistance with transportation, if necessary, will be offered via arranging for taxi service and provision of taxi voucher. In some cases, the employee’s supervisor may choose to provide transportation.
  • If the employee presents with an obvious emergency, or if the employee feels unable to travel to the Occupational Health provider for care, the employee will be signed into Same Day Clinic and evaluated by the Triage nurse. If there is any question regarding the safety of the employee traveling for care the employee should be signed into Same Day Clinic for evaluation by the Triage nurse.
  • If a student with UC SHIP or Cruz Care presents with a simple illness or injury and no further follow up will be needed and no labs, supplies or medication is required, the student can be seen at the Student Health Center. (Rationale: If it is an illness and injury visit only, there is no charge to the student, the SHS absorbs this cost and does not bill insurance.)"
The Triage nurse will assess the patient and proceed as follows:
 
  • Emergent cases or cases in which immediate care is needed:
    These patients are seen by the Same Day Clinic clinical staff. After stabilizing the patient ambulance or other transport to DSCH ER is arranged as appropriate. In less emergent cases such as active bleeding from minor wounds or chemical burns to eye immediate care is provided before arranging appropriate transport to the contracted Occupational Health provider or DSCH ER for further evaluation and treatment.  A "Doctors First Report of Injury" form will be completed by the treating clinician (see attached weblink)
  • Other cases, including minor problems requiring only First Aid (see definition below):
    Patients who are evaluated by the triage nurse and then found to need only information, referral or first aid may be cared for by nursing staff. Patient may be discharged directly to follow up at the contracted Occupational Health provider.
First Aid:Definition of First Aid chart reprinted from UCSC Risk Management website:
http://risk.ucsc.edu/all-pdf/wc-handbook.pdf

“First aid means any one-time treatment of minor scratches, cuts, burns, splinters or other minor work injury."

  • All follow-up care is to be rendered through the Occupational Health provider or the patient’s designated medical provider for workers compensation care. All follow-up instructions should direct patients to the contracted Occupational Health provider rather than return to the Student Health Center.
Documentation of clinical care:
  • Refer to Workers Comp Process located in Internal References in EMR that details procedures.
  • Use workers compensation template in EMR for documentation of assistance and first aid
  • Triage nurses will make an entry in the medical record for any patient evaluated, particularly if providing first aid care.
  • When workers compensation patients are seen by a clinician at the Student Health Center the Doctor’s First Report is to be completed by treating clinician, and a SHC referral form advising receiving or follow up facility of care provided at Student Health Center.
 
Workers Compensation paperwork for all employees seen by the Student Health Center.
  • Receptionist
1. Checks the patient in to Triage using UC Same Day visit type and Workers Comp reason code
2.  Assists the patient in contacting their supervisor
3. Attaches a copy of the "SHC Workers' comp Checklist and a printed copy of the web link Workers Comp. – Injury Reporting & Medical Treatment to their red out guide.
4. Places paperwork and chart in red outguide folder
 
 
  • Nurse/Clinician

1.  If first aid was all that was required the employee is then sent back to their supervisor.

                                         OR

 If any treatment beyond first aid is needed emergently Student Health Services provides this service and fill out Worker’s Comp – First Report of Injury located in Web links (print hard copy and submit as indicated on top of form). A copy of this form should be scanned in to the EMR. 

2. If not already done, assist the employee in contacting their supervisor to facilitate the next steps with Occupational Health (see link to Risk Services). If the employee is unable to contact their supervisor due to an emergent medical condition SHS will alert the employee’s supervisor.

3.  If a student with UC SHIP or Cruz Care presents with a simple illness or injury and no further follow up will be needed and no labs, supplies or medication is required, the student can be seen at the Student Health Center. (Rationale: If it is an illness and injury visit only, there is no charge to the student, the SHS absorbs this cost and does not bill insurance.)

 
Workers Compensation for Student Health Center staff
Occupational illness or injury in SHC staff is handled in the same way as it is for other university employees. Supervisors, upon notification of the illness or injury, will complete an Accident Report, Claim Form, and Authorization for Treatment. Staff members will leave work and travel to the contracted Occupational Health provider to seek care. A Student Health Center Opportunity for Improvement report should also be completed.
 
Needle stick injuries to Student Health Center staff present a special case. Any needle stick injury with possible Blood Borne Pathogen exposure must be referred to the contracted Occupational Health provider for evaluation and management using the following procedure, as detailed in the Infection Control Manual and on Student Health Center form HC: 1051 "Bloodborne Pathogen (BBP) Exposure Plan & Checklist":
 
1. After immediate cleansing of the injured area, the employee reports the injury to supervisor and Patient Care Coordinator or Medical Director.
2. The incident is evaluated by the Patient Care Coordinator or DOC to determine whether a source patient for the needle stick can be identified
3. The supervisor of the exposed employee completes the on-line UC Accident Form, Claim Form, and Authorization for Treatment (see UCSC Risk Services link attached) , and the exposed employee goes to the contracted Occupational Health Provider for evaluation and care of the needle stick injury.
4. If a source patient has been identified, the clinician caring for the source patient is notified of the need to complete a source evaluation packet (see appendix) for
o contacting the source and obtaining consent for testing,
o ordering appropriate tests as described in the packet
o notifying the contracted Occupational Health Provider physician caring for the exposed employee regarding the plan for testing the source
o providing results and followup to the source patient, and
o communicating test results to the contracted Occupational Health provider physician caring for the exposed employee.
If the source clinician is not available, the DOC or Medical Director will assume these responsibilities
5. The supervisor will make an entry in the Sharps Injury Log, and the exposed employee and/or supervisor will complete an opportunity for improvement report to prompt further evaluation of the needle stick occurrence.