Workers' Compensation

Review UVA's policies that apply to your work-related injury:

• Classified Staff and University Staff
• Faculty

See the Report Safety Incident guide for reporting your claim in Workday. Please do not text or email documentation related to your claim. 

---

Employees

1. Seek medical attention after an incident.

In an emergency, contact or go to the nearest emergency department.

In a non-emergency situation, seek medical treatment from an approved Attending Physician Panel to avoid losing compensation benefits, including coverage for medical care.

Avoid paying out-of-pocket for injury-related medications by visiting the MC Innovations website to download, email, fax, or text a First Fill Card and review Alius Health networks. See the guide for additional information about accessing the website. 

2. Contact your direct supervisor to report the incident and report the claim in Workday.

The injured employee and supervisor must submit the accident report form, physician panel, and any documentation from initial medical attention in Workday within 7 calendar days of the date of injury.

• Once all documents are received, the UVA HR team submits a claim to the third-party Workers’ Compensation administrator, MC Innovations (MCI).
• When MCI contacts the injured employee, it is important to respond to them in a timely manner, or your claim decision might be impacted.
• MCI will issue a decision on the claim status to the injured employee and to the UVA HR Worker's Compensation Representative.
• For an overview of the Workers’ Compensation process, please visit the Workday Learning module.

3. Employee's should communicate with their supervisor their need for time off according departmental guidelines.

4. Employees should contact UNUM to determine their eligibility for FMLA if they need to miss time in relation to their injury. Call UNUM at 866-269-0979 or initiate a request online. 

Employees in the Virginia Sickness and Disability Program (VSDP) should contact Alight within 14 days to report the incident for Short Term Disability. Alight can be reached by calling 877-928-7021. 

Non-benefited employees and employees in the ORP retirement plan will not be eligible for Short Term Disability benefits outside of any Workers Compensation award.

5. Employees should upload all medical note(s) into Workday using the Update Safety Incident task.

• If a nurse is assigned, cooperate with the nurse consultants and related return-to-work efforts.
• For technical step-by-step guidance, review the Edit Safety Incident job aid.

6. Prior to Returning to Work

• If the Worker’s Compensation claim is approved and MC Innovations sends a Wage Award, complete and submit the Wage Award to MC Innovations and upload into Workday using the Update Safety Incident task.
• If the Workers’ Compensation claim is not approved, the injured employee has the right to appeal. Please follow the instructions shared by MC Innovations and/or the Workers’ Compensation Commission.
• Upon receiving a return-to-work release, please upload into Workday using the Update Safety Incident task and inform your supervisor / manager of your change in work status.

1. Employee or Supervisor / Manager

• If applicable, enter regular hours worked in Workday for the entire shift on the incident date.
• If the employee is unable to work starting the day after the incident, enter paid time off until the Report Safety Incident task is completed in Workday and the Workers’ Compensation determination is made.
• If the Workers’ Compensation claim is approved, the UVA HR Leave team will calculate and return a portion of paid time off to the employee

2. MC Innovations will pay owed benefits to wage employees or who have been separated from service

3. Employees in the Virginia Sickness and Disability Plan (VSDP) who are eligible for a short-term disability benefit that supplements their Workers’ Compensation benefit, they will only receive the greater of their Workers’ Compensation benefit or short-term disability benefit (excluding reimbursement for medical expenses).

4. Employees' accumulated paid time off may be used to supplement payments for lost wages required by the Workers’ Compensation Act only up to the amount necessary to pay their regular salaries. The only exception is for employees that may receive more than their regular salaries if the excess amount is a result of payments for permanent losses to their bodies.

Any time off applied, may be adjusted if a paid benefit is later approved.

The employee should provide their manager with a copy of their work restrictions.

The manager should offer the employee work tasks that are within the written restrictions, if available.

If the home department cannot locate work tasks based on the written restrictions, the employee might be temporarily assigned to another work area.

Refusal by the employee to accept a modified duty assignment may impact Workers’ Compensation benefits.

Transitional work is not a permanent job placement, nor is it a replacement for temporarily vacant positions.

Please reach out to your Workers’ Compensation contact for additional details.

Alius Health is a business partner of MC Innovations and has been selected to administer the injury prescription drug plan. A pharmacy card will be provided to an injured worker following an accident. By using the card, the employee will not be required to pay out of pocket for medications related to the injury or illness. A claim number or approval from the benefit coordinator is not required. 

Instructions to request a pharmacy card:

• Visit the Alius Health portal.
• Enter passphrase (23219).
• Follow the template to download (print), email, or fax, or text the card for the employee.

Medical Center employees need to file through Be Safe and the Panel of Physicians and email them to workerscompensation@uvahealth.org.

• Be Safe- Medical Center
• Workers' Compensation Panel - Medical Center

If medical care is not needed, please decline the Panel of Physicians.

1. Employees should first seek medical attention after an incident.

In an emergency, contact or go to the nearest emergency department.

In a non-emergency situation, seek medical treatment from an approved Attending Physician Panel to avoid losing compensation benefits, including coverage for medical care.

2. Contact Unum to determine your eligibility for FMLA.

Follow departmental call out procedures.

Workers Compensation Medical Center Policy

Transitional Work Program Medical Center HR Policy

1. Kronos

Leave coding for Workers’ Compensation Leave, WCP, is entered by the home department, if approved.

2. MCI

Claims submitted by University Medical Center team members, including wage employees, will be reviewed and approved/denied by the Commonwealth’s third-party Workers’ Compensation administrator, MC Innovations.

MC Innovations will determine coverage. If MC Innovations contacts you, it is important to respond to them in a timely manner or your claim decision might be impacted. 

MC Innovations will pay owed benefits to wage employees or who have been separated from service

The Medical Center is committed to providing temporary and progressive transitional work for an employee who has sustained an injury/illness due to personal illness, injury, medical condition, or work-related accident/injury that would otherwise result in lost work time.

An employee will be considered for the Transitional Work Program when the attending physician and/or Workers' Compensation Panel Physician clears the employee to return to work with specific work restrictions.

Please review the Transitional Work Policy for additional details.

Forms and Policies

• Workers' Compensation Policy (only UPG employees will be able to access this policy)
• Workers' Compensation Injury Report
• Workers' Compensation Approved Panel of Physicians

Claims submitted by University Physicians Group employees will be reviewed and approved/denied by their third-party administrator, Broadspire.

Please start the process by having your manager contact your Workers' Compensation Representative:

• University Physicians Group - Lory Raines, 434.972.4245, llr6v@virginia.edu

An employee who is injured on the job should first notify their supervisor and then seek care by a provider in the Approved Panel of Providers listed below.  

If the event is an emergency, an employee should seek emergency medical treatment immediately. After such treatment, Human Resources and the individual's supervisor should be notified.

All injuries must also be recorded on the Accident-Injury form.

After receipt, the Human Resources Benefits team will file a report to UPG’s Workers' Compensation third party administrator (TPA). Our TPA, Broadspire, is responsible for reviewing all filed claims and making final determinations in accordance with Virginia Workers' Compensation Act.

If an approved claim is determined to be compensable, and the injury involves compensable lost time, lost time will be paid in accordance with the provisions of the Virginia Workers' Compensation Act.

For further information about workers' compensation and pay while on approved lost time claim, please contact the UPG Benefits Team.