Workers' Compensation

Reporting Injuries

All work-related injuries/illnesses should be reported to the employee's supervisor immediately. If an employee mentions that they have hurt themselves while performing work, the employee and supervisor must complete the Report of Injury form and submit it to Human Resources as soon as possible after the injury (email hr@uwf.edu). If the supervisor is unavailable, the report should be completed by the employee and the department head. Failure to report an injury/illness may result in forfeiture of rights available to the employee from Workers' Compensation.

The purpose of Workers' Compensation is to ensure lost wages and medical benefits to injured workers. In UWF’s case, the state has contracted with AmeriSys to provide medical benefits and the Department of Risk Management administers lost wages.

There are a variety of benefits available to UWF employees through Workers' Compensation when an injury has occurred. Some of these benefits, administered through AmeriSys, are:

• Doctor/specialist visits
• Hospitalization
• Physical therapy
• Prescription medication
• Prostheses
• Travel expenses to and from authorized providers or pharmacies
• Lost Wages/Compensation administered by the Division of Risk Management

In most cases, wage-replacement benefits equal 2/3 of the employee’s pre-injury regular weekly wage. Lost wages begins on the 8^th day after the Workers' Compensation physician has removed the employee from work or the department is unable to accommodate work restrictions.

Reporting Injuries After Hours/Holidays/Weekends

When the university campus is closed due to a holiday, weekend, or emergency closure, the following work related accident reporting procedures apply:

Life-Threatening Injuries

• Available personnel should call the University Police at 850.474.2415. If required, University Police will call an ambulance.
• The employee should be transported to West Florida Hospital Emergency Room located at 8383 N. Davis Hwy, Pensacola, FL or to the nearest emergency room immediately.
• Injuries should be reported to AmeriSys at 1.800.455.2079. If telephone communication is initially impossible, contact AmeriSys as soon as possible.
• An Employee Report of Injury Form should be completed by the employee (if available) and the acting supervisor and sent to Human Resources in Building 20E on the first workday following the injury.

Non-Life-Threatening Injuries

• The injured employee should notify the acting supervisor of the injury.
• Injuries should be reported to AmeriSys at 1.800.455.2079. A nurse will direct the employee to appropriate medical care.
• The employee will be assigned a nurse case manager who will coordinate all medical care. The employee and supervisor should complete an Employee Report of Injury Form and send it to the Human Resources Department in Building 20E on the first workday following the injury.
• If telephone communication is initially impossible, the employee should be transported to the nearest urgent care center (such as Baptist Medical Park Occupational Health near the main campus at 9400 University Pkwy, Pensacola, FL or if Baptist Medical Park Occupational Health is not operational then to West Florida Hospital Emergency Room located at 8383 N. Davis Hwy, Pensacola, FL) and contact AmeriSys as soon as possible.
• Any employee injured during a campus closing should contact the Human Resources Department on the first day of campus reopening.

Important Contact Numbers for Injured Employees During Campus Closings

• AmeriSys: 1.800.455.2079
• Florida Department of Financial Services, Division of Workers’ Compensation Injured Worker Hotline: 1.800.342.1741
• UWF Human Resources Department: (P) 850.474.2694 (F) 850.857.6030
• University Police Department: Ext. 2911 or Ext. 2415

Emergencies

If immediate medical assistance is required, University Police should be called at 911 or 850.474.2415. If required, the University Police will have Emergency Medical Services respond. The employee's supervisor should notify Human Resources of the injury as soon as possible and submit the Report of Injury‌ form.‌

After Incidents

• Speak with the employee and ask:
  • What were you doing when the incident occurred?
  • How were you injured?
  • Was anyone else present?
  • How could the incident have been prevented?
• Speak with others who witnessed the incident.
• Inspect the location of the incident and the equipment the employee was using.
• Determine whether the incident could have logically occurred as the employee said it did.
• Consider ways that future similar incidents could be prevented.
• Discuss incidents with your supervisor and suggest ways to prevent future incidents.

These can be done after the Employee Injury Report is completed and submitted to HR, but should be done the same day as the injury.

Authorization for Medical Treatment for Work-Related Injuries

To receive authorization for treatment, contact the Workers' Compensation Coordinator in Human Resources by calling 850.474.2694 or emailing hr@uwf.edu. Human Resources will then report the injury to AmeriSys, the Workers' Compensation third party administrator.

Employees must submit certification from an AmeriSys authorized physician to their supervisor and Human Resources if they are unable to work as a result of a work-related injury/illness. Documentation of each medical appointment that includes the employee's work status must be submitted to the immediate supervisor and Human Resources after each appointment. Employees who are released to work by the physician are expected to return to work immediately.

UWF participates in the Workers' Compensation Anti-Fraud‌ program. Anyone providing information to the Department of Financial Services leading to an arrest or conviction of someone committing fraud can receive up to a $25,000 reward.

Questions about UWF's Workers' Compensation Program‌ may be directed to Human Resources at 850.474.2694 or hr@uwf.edu.

Administrative Leave

UWF offers 40 hours of administrative leave, per injury, for employees who normally accrue leave, to use for absences or appointments associated with their work related injuries. For additional information, you can review University Policy 18.00 - Hours of Work and Benefits (Section 5(f)(1)). Supervisors of injured employees are responsible for the tracking of all administrative leave used in relation to the injury.

Administrative Leave:

• Is not available for OPS employees
• A maximum of 40 hours for each injury
• May be used for Workers' Compensation physician appointments, physical therapy, etc.
• May be used if a Workers' Compensation physician removes the employee from work completely
• Should be noted on the timesheet in the comments section as “Workers' Compensation”

Administrative Leave may not be used when:

• A Workers' Compensation physician releases an employee to work temporary alternate duty, and
• UWF accommodates the work restrictions, and
• The employee misses work for their own personal reasons in spite of UWF’s ability to accommodate work restrictions.

After an employee exhausts the 40 hours, the employee should use available sick leave, annual leave, or leave without pay for future Workers' Compensation absences. Please follow all departmental procedures, such as, requesting annual leave 24 hours in advance.

Supervisors should discuss injuries with employees and be prepared to answer questions on the employee’s description of the accident, whether the employee violated a safety policy or procedure when the incident occurred, and if the incident requires further investigation.

Supervisors are responsible for:

• Assuring employees are trained in safety rules and procedures
• Reviewing work incidents to determine the cause
• Take preventive measures to avoid future incidents

Employees are responsible for making suggestions to supervisors on how to improve workplace safety and prevent accidents.