The Santa Clara County Schools’ Insurance Group partners with Keenan & Associates and their Protected Insurance Program for Schools & Community Colleges.

The Mission of the Protected Insurance Program for Schools and Community Colleges (PIPS) is to protect and provide stability of members’ financial resources exposed to loss from Workers’ Compensation claims, return injured workers to pre-injury health, and assist in creating a safe place to work.

See Below for more information on Workers’ Compensation services provided.

Company Nurse

Company Nurse is your first line of defense against work’s little (and not so little) mishaps.

Protect your employees, protect your company. Workplace accidents are a fact of life. So why be unprepared? Especially when there’s a simple, effective way to make sure injured employees get the care they need, without delay, with one call.

Claim Filing and Reporting

A Workplace Injury Occurs – What Should You Do Next? 

  1. Employee notifies Supervisor or Human Resources. The Supervisor or Human Resources completes an accident injury report jointly with the injured employee.  The injured employee is then directed to call Company Nurse. 
  2. Injured Employee Contacts Company Nurse
  3. Injury Care Coordinator Takes Injury Report; Triage by RN Offered. The injury Care Coordinator gathers demographic and preliminary injury information
  4. Employee Receives an Expert Medical Triage, Self-Care Advice, and a Referral/Instructions Text. The text recommends the appropriate care and/or treatment 

If treatment is recommended

  • Appropriate referral and transfer from RN to Telemedicine Occupational Medicine Clinic or Emergency Room
  • Approved medical provider receives provider injury alert and share information instantly to all stakeholders

If treatment is not recommended

  • Self-Care advice provided
  • Employer and Keenan receives injury report directly
  1. Injured employee follows-up with Human Resources and provides copies of medical notes, if applicable. Human Resources will review any documents that may be necessary to complete.
  2. Human Resources, or designated official, reports the claim to Keenan, if necessary. File the claim through Ultra ClaimsONLINE, provide the claims examiner with copies of the incident report, completed DWC-1, and salary history.

 If your District does not utilize Company Nurse

  1. Employee notifies Supervisor or Human Resources. The Supervisor or Human Resources completes an accident injury report jointly with the injured employee. 
  2. If injury requires medical treatment, the employee is directed to the district’s approved frontline provider. If treatment is not required (incident only), complete the Supervisor’s report and keep on file.  
  3. Injured employee follows-up with Human Resources and provides copies of medical notes, if applicable. Human Resources will review any documents that may be necessary to complete. 
  4. Human Resources, or designated official, reports the claim to Keenan, if necessary. File the claim through Ultra ClaimsONLINE, provide the claims examiner with copies of the incident report, completed DWC-1, and salary history.

Serious Injury Reporting – Cal/OSHA

Cal /OSHA Reporting Notification Requirements- Serious Injury/Illness or Fatality

Cal/OSHA requires that employers must report any Serious Injury/Illness or Fatality to the nearest Cal /OSHA District Office. 

California Code of Regulations, Title 8 §342(a) states: 

“Every employer shall report immediately by telephone or telegraph to the nearest District Office of the Division of Occupational Safety & Health any serious injury or illness, or death of an employee occurring in a place of employment or in connection with any employment. Immediate means as soon as practically possible but not longer than 8 hours after the employer knows or with diligent inquiry would have known of the serious injury or illness. If the employer can demonstrate that exigent circumstances exist, the time frame for the report may be made no longer than 24 hours after the incident. 

Serious injury or illness as defined in CCR T §330(h) reads: 

Serious injury or illness means any injury or illness occurring in a place of employment or in connection with any employment which requires inpatient hospitalization for a period in excess of 24 hours for other than medical observation or in which an employee suffers a loss of any member of the body or any serious degree of permanent disfigurement, but does not include any injury or illness or death caused by the commission of a Penal Code violation, except the violation of Section 385 of the Penal Code, or an accident on a public street or highway. 

Claims Review

Conducting workers' compensation file reviews with claims examiners is a crucial practice for school districts for several reasons.

Firstly, these reviews ensure accuracy and consistency in handling workers’ compensation claims. Secondly, they aid in maintaining compliance with complex and evolving workers’ compensation laws and regulations, preventing potential fines and legal consequences. Thirdly, by identifying opportunities for cost control, such as identifying fraudulent claims or addressing premature returns to work, reviews can alleviate the financial burden of workers’ compensation claims on school districts. Furthermore, they expedite claim closure by identifying when injured employees are ready to return to work, fostering employee satisfaction and a more positive working environment. Additionally, these reviews provide valuable data for trend analysis, workplace safety improvements, and serve as a training and development opportunities. Lastly, they offer legal protection by demonstrating a proactive approach to claims management, mitigating potential legal liabilities, and safeguarding the school district’s interests. Conducting regular reviews with claims examiners is a proactive and important practice that ensures compliance, controls costs, supports employees, and protects the school district from legal and financial risks associated with workers’ compensation claims.

Please contact your Keenan claims examiner to schedule your workers’ compensation file review.

Return to Work Program

Implementing a workers’ compensation return to work program in a school district offers several advantages. First and foremost, it demonstrates a commitment to the well-being of injured or ill employees, facilitating their smooth transition back to work and reducing stress during their recovery. This commitment not only promotes employee satisfaction but also helps the school district reduce workers’ compensation costs by minimizing wage replacement and medical expenses. Additionally, maintaining staffing levels through modified or light-duty roles ensures uninterrupted educational services, legally compliant practices, and potential savings on claim costs. By fostering a supportive work environment and prioritizing employee health, school districts can enhance productivity, retain valuable talent, and build a positive reputation within their communities while also contributing to shorter recovery times and risk mitigation.

Log in to P&C Bridge to view the Return-to-Work Tool Kit. Contact Angela Crossley, Keenan Risk Management Analyst, for creating or enhancing you Return to Work Program.

SCCSIG Safety Training

After your claims review, work with the SCCSIG to schedule safety trainings by topic based on your claims trends.

Workers' Compensation Safety Credits Program

The purpose of the SCCSIG Workers’ Compensation Safety Credits Program is to provide funds to members to improve employee safety within their districts, as it relates to Workers’ Compensation. It should also be used to enhance the implementation and maintenance of safety-related programs, as they relate to Workers’ Compensation. 

All safety credit reimbursements shall be reviewed and approved by the designated Full Board Representative to the SCCSIG.  

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