W.C.B Claims

W.C.B CLAIMS

EMPLOYEE RESPONSIBILITIES

Immediate Reporting
If an injury occurs, the injured staff member must immediately notify the Program Coordinator (or the
acting supervisor if the Program Coordinator is unavailable).

Medical Treatment and Documentation

• Seek appropriate medical treatment as necessary.
• Have their doctor complete the required W.C.B. forms.
• Provide TOPP KIDS with a copy of the completed W.C.B. form and any doctor’s notes or medical documentation.

Follow-Up and Return to Work

• Maintain communication with the Program Support Manager regarding return dates, accommodations, and any limitations or restrictions.
• Cooperate with any modified duties or accommodations upon returning to work.

PROGRAM COORDINATOR RESPONSIBILTIES

Injury Documentation

• Immediately document all details of the injury, including:
  a. Date and time of the incident
  b. Description of the incident (cause, location)
  c. Actions taken or response (first aid administered, etc.)
• Collect witness statements if applicable.

Notification

• Report the incident details to the Program Support Manager via email as soon as possible.

Accommodations

• Work with the Program Support Manager and the injured team member to ensure any required accommodations are arranged upon the employee’s return to work.

Documentation Handling

• Since Program Coordinators do not have access to staff files, forward all documents (emails, notes, WCB forms, doctor’s notes) to the Program Support Manager to ensure proper filing.

PROGRAM SUPPORT MANAGER RESPONSIBILTIES

Incident Notification and Reporting

• Upon receiving the incident report from the Program Coordinator, notify the OHS Leader and the Operations Manager of the incident.
• Ensure the employer’s portion of the W.C.B. report is completed accurately and submitted in a timely manner.

Site Hazard Assessment

• Coordinate with the OHS Leader to ensure a hazard report is completed at the site of the incident and any immediate safety concerns are addressed.

Communication with Injured Employee

• Keep in regular contact with the injured staff member to discuss:
  ▪ Return-to-work dates
  ▪ Required accommodations or modified duties
  ▪ Payment d etails during time off
  ▪ Any limitations or ongoing care needs

File Maintenance

• Maintain and update the injured employee’s file, as Program Coordinators do not have access to staff files.
• Ensure all documentation (emails, WCB forms, doctor’s notes, hazard reports, etc.) is secured in the staff file.

OHS LEADER RESPONSIBILTIES

Hazard Assessment

• Conduct a thorough hazard assessment at the incident site to identify any contributing factors or risks.
• Document findings and any necessary recommendations or corrective actions.

Reporting Findings

• Provide a detailed report of findings and recommendations to the Operations Manager.

Collaboration

• Work with the Operations Manager and Program Support Manager to implement changes and ensure safe environments are maintained across all sites.

OPERATIONS MANAGER RESPONSIBILTIES

Payroll/Payment Coordination

• Ensure the injured individual is signed in using the WCB button in the payroll system so their regularly contracted hours are paid during their time off.
• Follow up with WCB to confirm reporting is complete and determine when funding is expected.

Communication and Coordination

• Notify the CFO (or Payroll Administrator) of any medical leaves or changes in employment status due to the injury.
• Implement any recommendations from the OHS Leader’s hazard report to improve safety and prevent future incidents.

Documentation

• Keep a record of all actions taken, communications with WCB, and updates to payroll or employment status.
• Provide relevant documents to the Program Support Manager, who will add them to the staff file.

CFO/PAYROLL ADMINISTRATOR RESPONSIBILTIES

Financial Oversight

• Monitor and ensure that payments from WCB are received and accounted for properly.
• Reconcile any wage-related discrepancies between WCB payments and TOPP KIDS payroll.

Reporting

• Maintain accurate financial records related to the injury claims.
• Provide any required financial documentation or reports to the Operations Manager, Program Support Manager, or W.C.B. as needed.

Record Keeping

• Keep all WCB-related financial information and correspondence on file.
• Coordinate with the Program Support Manager if any documentation needs to be added to the
  staff file.

DOCUMENTATION AND RECORD KEEPING

Staff File Maintenance

• All documentation, including emails, W.C.B. forms, doctor’s notes, hazard reports, and accommodations, must be collected and forwarded to the Program Support Manager.
• The Program Support Manager will file these items because Program Coordinators do not have access to staff files.

Confidentiality

• All medical information and records should be treated as confidential and stored according to TOPP KIDS’ confidentiality policies and relevant privacy legislation.

SUMMARY OF THE WORKFLOW

1. Employee reports the injury to Program Coordinator › sees doctor and obtains WCB forms › provides documentation to TOPP KIDS.
2. Program Coordinator documents incident details › sends report and all documentation to Program Support Manager › collaborates on return accommodations.
3. Program Support Manager notifies OHS Leader and Operations Manager › ensures employer WCB forms are submitted › coordinates hazard assessment › keeps in contact with injured staff member › updates staff file with all documentation.
4. OHS Leader conducts hazard assessment › provides recommendations to Operations Manager.
5. Operations Manager updates payroll (WCB button) › follows up with WCB for payment status › notifies CFO of changes › implements OHS recommendations.
6. CFO/Payroll Admin ensures WCB payments and payroll records are correct › maintains financial documentation › coordinates with Program Support Manager if additional documents need to be filed.
7. Program Support Manager places all relevant documentation into the staff file.

Following this process ensures that any workplace injury at TOPP KIDS is handled promptly,
thoroughly documented, and reported correctly to the W.C.B., while respecting the appropriate file
access permissions and providing the injured employee with support and clear communication
throughout their recovery and return to work.