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Ergonomic tips for home offices
Working from home is our new normal during the COVID-19 pandemic. For many of us though, it’s a brand-new experience altogether. Where we may have perfected our office workstations, our home offices might not feel so comfortable.
Click here for an Office Ergonomics for the Teleworker guide from our Division of Safety and Hygiene and the Occupational Safety and Health Administration.
For more ergonomic tools and resources, visit www.bwc.ohio.gov.
2 million face coverings heading to Ohio workers
Under Governor Mike DeWine’s direction, we’re sending at least 2 million non-medical-grade face coverings to Ohio private and public employers. We are funding these face coverings from our FY 2020 budget with no impact to employers’ premiums.
We began shipping packages of these face coverings to employers the week of May 17. Face coverings don’t guarantee protection against COVID-19, but they help lessen the risk for carriers to transmit the virus to others.
We intend the face coverings to support and enhance, not replace, any workplace safety and health efforts employers already have in place.
For questions about BWC as it relates to COVID-19, please visit bwc.ohio.gov or email us at BWCCOVID19@bwc.state.oh.us. For more on COVID-19, including prevention guidelines and its impact on Ohio, visit the Ohio Department of Health website coronavirus.ohio.gov.
ZixMail and confidential information
We take our responsibility to protect data seriously. You, our customer, have entrusted us with protecting your confidential information. In this unprecedented time, and while teleworking from our homes, protecting your data is imperative.
The state provides ZixMail as a means to protect and secure email communication. ZixMail encrypts an email, including any attachments. This allows us to communicate with customers while protecting sensitive information. Transmitting an email without encryption leaves it and the information it contains vulnerable to interception by unauthorized individuals.
While teleworking from our homes, our need to communicate via email has significantly increased. We have run into issues with employers and representatives who have either locked themselves out of ZixMail or are not currently set up to receive a ZixMail. If you have a ZixMail account, please keep your passwords current.
If you do not have a ZixMail account, we ask that you set up and maintain a ZixMail account for all employees corresponding with us. While we continue teleworking, we will be forwarding documents and confidential information via ZixMail. Also, if you send an email to us containing confidential information, please use ZixMail when sending it.
For instructions on setting up a ZixMail account, please e-mail the RepConnect mailbox. This YouTube video also has instructions for setting up and maintaining a ZixMail account.
Travel reimbursement rate change
Based on recent information from the Ohio Office of Budget and Management, we have adjusted both mileage and lodging reimbursement, beginning April 20, 2020. Reimbursement for:
- Lodging rates increased to $96 plus applicable tax.
- Mileage has decreased to 45 cents per mile.
- Meal reimbursement rates did not change.
This also impacts employers who send injured workers to an employer examination and self-insuring employers. Employers must follow the reimbursement rates we have established. Updated information is available on the revised Injured Worker Reimbursement Rates for Travel Expenses (C-60A).
Intent to settle
To begin the claim settlement process, a party to the claim must complete a Notice of Intent to Settle (C-512) form and fax it to (614) 621-3395.
Do NOT send the completed form to our general fax number. Doing so will cause a delay in processing this time-sensitive material.
If you have questions, please email Shaun Omen at Shaun.O.1@bwc.state.oh.us or call (614) 728-5572.
C-92/C-92A settlement initiative
One of the biggest challenges for claims management brought on by the COVID-19 pandemic is the scheduling of independent medical examinations (IMEs). At the beginning of the pandemic, many Disability Evaluation Panel (DEP) doctors info rmed us they were uncomfortable conducting face-to-face examinations of injured workers. Also, many injured workers were equally uncomfortable attending an examination at an unfamiliar doctor’s facility.
While we will continue our efforts to schedule IMEs, we are initiating settlement of claims with a pending C-92/C-92A application when no examination has been conducted. We are starting with claims:
- Outside an employer’s experience; and
- Where the employer is no longer conducting business.
Settlement of this population of claims is advantageous to all parties.
- Injured workers will receive compensation for their injuries now rather than at some time in the distant future.
- Employers can settle claims for a known cost and avoid a potential increase in reserves that will raise rates.
- We can close open claims, ultimately reducing claims reserves.
- All parties will avoid the need for Ohio Industrial Commission hearings and minimize the likelihood of facing further delays resulting from a growing backlog of claims awaiting examinations.
- Also, reducing the demand for C-92 exams will free up physicians to address more complicated issues pertaining to extent of disability and allowance of additional conditions.
We have identified a population of claims in which a C-92 or C-92A application has been filed, and in which we have been unable to schedule a timely examination. We are grouping those claims by attorney representative.
We will be contacting the injured worker’s attorney with a list of claims to consider for possible settlement. If the attorney’s clients are interested in settlement, we and the attorney will establish a block of time to negotiate the settlement value of the claims. If an agreement is reached, the injured worker’s attorney can obtain a completed C-240 from the client for the agreed amount, avoiding the need for an amended settlement agreement. The C-240 can then be sent directly to the BWC representative who negotiated the settlement for final processing.
Examination scheduling has resumed
Examination scheduling for all exam types, including C-92, has resumed while our employees continue to telework. Any questions about C-92 exams may be made in the usual manner.
- State Fund claims – Email or leave a phone message for the CSS with the claim assignment
- Self-Insured claims – Send an email to SIC92Inquiries@bwc.state.oh.us
New form for changes to a BWC representative ID
BWC has developed a new form to help simplify what is necessary for merger/acquisition, retirement/death/business closure, or demographic changes for a BWC representative ID. The new form is Request for Changes Related to BWC Representative ID Number (C-267).
This form is available on our website on the Tools for authorized representatives page, under Resources. When you complete the form, please fax it to the Attorney Representative Desk at (614) 621-3437 for processing.
For changes to a business and its policy with us, please call our contact center at 1-800-644-6292 to discuss what form is necessary when there is a merger/acquisition (U-118), retirement/business closure (U-117), demographic changes (U-117), etc., or click a link below for assistance:
Updating Policy Information
Cancelling Coverage
Selling or Buying a Business
Something new coming soon for C-92 online filing
We have been busy working on updates to enhance the process of filing an online Application for Determination or Increase of Percentage of Permanent Partial Disability (C-92).
Presently, if an injured worker or attorney of record (AOR) is filing the application for an increase, they must fax or mail supporting medical documentation to us separately. Also, if the AOR is filing the application for their client, they must either print the form after submission and secure the client’s signature for authorization to receive the check, or separately file an Authorization to Receive Workers' Compensation Payment (C-230).
Later this summer, we will give online users the ability to upload supporting medical documentation. Also, the AOR will be able to upload a C-230 with the application. Notation will be made on the electronic application if information is uploaded with the online application.
Join us for our safety webinar series
Our Division of Safety & Hygiene is hosting a series of free webinars on important safety topics to keep Ohio’s workers safe. In the next several weeks, we plan to host the following webinars.
- June 4: Selling Safety and Why It’s Important
- June 11: Developing an Effective Ergonomics Management Process
- June 18: Before You Hire That Contractor – Groundwork to Reduce Safety Risks
- June 25: Accident Analysis – Why Should I Do It?
Check our Safety & Training page regularly for a listing of upcoming safety events.
The OSHA On-Site Consultation Program is here to help employers
Most people know the Occupational Safety and Health Administration (OSHA) as the branch of the federal government that enforces worksite safety regulations. OSHA’s mission is to encourage employers to provide safe and healthful workplaces for their employees.
However, most people don’t know OSHA also funds our OSHA On-Site Consultation Program to assist employers in providing a safe workplace. The OSHA On-Site Consultation Program is part of our Division of Safety & Hygiene and primarily assists smaller, high-hazard employers. Trained and experienced consultants are available to help Ohio employers – free of charge. The only requirement is an upfront commitment to abate any situations that could result in serious injuries.
Our OSHA On-Site Consultation Program does not issue citations or penalties and can help employers correct hazards before they have potential OSHA enforcement problems. This can result in a safer workplace, which can lower workers’ compensation costs. That’s a win-win!
At-home kit available for biometric screenings for eligible workers
Better You, Better Ohio!® is our free health and wellness program for eligible workers. It provides online education and resources that participants can access by phone or home computer. The program offers information on healthy eating, exercise, and stress management, as well as tips on coping with the changes we are all facing.
Eligible workers can complete an online health assessment, request an at-home kit, complete the biometric screening, and receive a $75 incentive in the mail!
Please email questions to BWCBetterYouBetterOhio@bwc.state.oh.us.
Ohio Safety Council Program rebate update
We recently informed employers participating in their local safety council of our plan to provide rebate credit for COVID-19 cancelled monthly meetings and other rebate eligibility requirements. Employers who attended at least four safety council meetings from July 2019 to February 2020 will automatically earn the program’s 2% to 4% rebate. Visit the Ohio Safety Council webpage for more information.
Public Employment Risk Reduction Program form 300AP reminder
Public employers who did not yet submit their Summary of Work-Related Injuries and Illnesses (300AP) for calendar year 2019 to the Public Employment Risk Reduction Program (PERRP) should have received an email reminder about submitting the form. Employers who still need to submit the form may contact PERRP for assistance at 1-800-671-6858 or submit it using the link above.
Public employers can schedule virtual recordkeeping training or other safety and health training remotely with our PERRP Compliance Safety and Health Officers by sending a request to perrprequest@ohio.gov.
Self-Insured semi-annual assessment late penalty waiver
Assessment payments for the July 1, 2019, to Dec. 31, 2019, period were due Feb. 28, 2020. Normally, payments not received by the due date are subject to additional late payment fees.
However, to provide financial relief to employers amid the COVID-19 pandemic, we are waiving the late payment penalty fees applicable to these semi-annual assessments. We have also reimbursed employers who had submitted late payment penalty fees levied for the assessment period.
This waiver does not apply to future semi-annual assessment invoice payments. It is only for the assessment period of July 1, 2019, to Dec. 31, 2019.
Self-insured letter of credit requirements
We are continuing our annual review of self-insuring employers’ workers’ compensation policies. A satisfactory review permits renewal for the next policy year. However, results of initial reviews indicating the need for the employer to provide additional security will be suspended for 90 days as a result of the COVID-19 pandemic.
Suggestions or questions
While we are teleworking to help minimize the spread of COVID-19, we want to continue to provide you with the best customer service possible.
Please email us at RepConnect for:
- Suggested topic(s) you would like to see in a future RepConnect.
- General questions you have on a claims processing issue.
- If you know someone who wants to be added to the RepConnect distribution list.
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