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Configuring admin details in Return to Work
Who is this article for?Administrators who want to configure the administrative details in RTW.
Administrator permissions are required.
Properly configuring administrative details is crucial for the effective management of Return to Work cases. This article guides you through the process of setting up and customizing admin details, ensuring your Return to Work system is tailored to your organization's specific needs and compliance requirements.
- Admin details
- Employee claim details
- Contact details
- Pre-injury position
- Insurer details
- Further reading
1. Admin details
Video: Sections - Admin Details
The admin section of the RTW case contains administrative details on the injured employee such as their contact details, basic injury details and their case manager. The admin section is divided into four sub-sections.
1.1. HR profile
The injured person must have a profile in Lucidity HR in order to have a case entered. Once selected, details from the person's HR profile will automatically update into relevant fields within the claim. These can be edited or changed if required but any updates made will not be transferred to the user's HR profile.
When a discrepancy between the value entered into the RTW case and the value in Lucidity HR is found, a warning message will appear:
The administrator can make changes to ensure the fields match or, if required, continue with the knowledge that different details are being entered.
2. Employee claim details
In this section, enter basic employee information including organisation, basic injury information, home address details and any related incident report.
2.1. Definition of fields
|
Name |
Definition |
|---|---|
|
Person |
Select the person the case relates to. |
|
Date of Injury |
Type or use the calendar selector to enter the date of the injury. |
|
Claim No. |
Enter claim number (this is an internal number). |
|
Cost Centre Code |
Select the cost centre code the claim will be costed to. |
|
Claim Status |
Select the status of the claim, for example: approved, closed, submitted or declined. |
|
Home Email |
Enter the person's home email address (may be pre-populated). This may be used for correspondence in a case where the person is unable to attend the workplace. |
|
Organisation Details |
Enter the person's organisation details such as division, business unit etc (may be pre-populated). |
|
Date of Birth |
Type or use the calendar selector to enter the date of the injury (may be pre-populated). |
|
Address |
Enter the person's home address into the address fields (may be pre-populated). |
|
Estimated Cost of Claim |
Use the Add button to enter details for any estimated costs associated with the claim. More than one entry can be made, and each entry can be edited as required. There is a separate section in the case where actual costs are recorded. |
|
Related Incident Report |
If an incident report has been recorded in Lucidity Incident, the related report can be selected as a point of reference. |
|
Date Claim Lodged with Employer |
Type or use the calendar selector to enter the date the claim was lodged with the employer. |
3. Contact details
In this section, enter work, home, supervisor and other contact information of the injured person.
3.1. Definition of fields
|
Section |
Definition |
|---|---|
|
Personal Contact Details |
Enter the person's home phone number, mobile number and email address (may be pre-populated) |
|
Work Contact Details |
Enter the person's work phone number, mobile number and email address |
|
Work Location |
Select the person's work location from the drop-down list or click Add New if the location isn't listed. This may be different to the location where the injury occurred. |
|
Supervisor Details |
Enter the person's supervisor's phone number, mobile number and email address. |
|
Preferred Language |
Select the person's preferred spoken language. |
|
Interpreter Required? |
Tick if the person speaks a different language and an interpreter is required for effective communication. |
|
Support Person Details |
Enter all relevant details of the support person into be box. This may include relationship to the injured person, contact details, availability etc. |
4. Pre-injury position
In this section, enter details regarding the employment position held by the person pre-injury.
4.1. Definition of fields
|
Name |
Definition |
|---|---|
|
Job Title |
Enter the person's job title (may be pre-populated) |
|
Job Role |
Enter the person's job role (this may include additional details and specifics of the work the person completed) |
|
Work Location |
Enter the work location (may be pre-populated) |
|
Employed By |
Enter the person's employer |
|
Shift Arrangements |
Select the person's shift arrangements For example: casual, full time, part time |
|
Average hours per day/ week |
Enter the person's average hours worked per day or week |
|
Employment Status |
Select the person's employment status For example: employee, contractor |
|
Notes |
Use this field to enter any additional notes relating to the person's pre-injury position that may be relevant to the RTW case |
5. Insurer details
In this section, enter details relating to the insurer and case manager (Insurer's representative).
Details for insurers and case managers can be entered and edited via the Insurers and Managers tab. Note that each insurer has a list of associated case managers and it is not possible to select a case manager who is not associated with the selected insurer.
5.1. Definition of fields
|
Name |
Definition |
|---|---|
| Insurer |
Select the insurer dealing with the claim. Only insurer's that have been added int he 'Insurer & Managers' tab will be available for selection. The insurer's address will automatically populate based on the stored information and cannot be edited. |
|
Case Manager |
Select the case manager from the Insurer dealing with the claim. Only case managers that have been added in the Insurer & Managers tab will be available for selection. Their phone and email will automatically be added based on the stored information and cannot be edited. |