Responsibilities of Employing Institution
Each Institution of the University of Texas System has responsibilities to the injured employee, The University of Texas System Workers' Compensation Insurance Office (WCI) and The Texas Department of Insurance, Division of Workers' Compensation (TDI/DWC). WCI Representatives ensure timely compliance by the employing Institution.
Responsibilities to the injured employee include:
- Notifying the injured employee that his or her injury may be covered under workers' compensation insurance.
- Arranging for appropriate medical treatment in emergency situations. The injured employee has the right to select his or her own treating physician. It is inappropriate to force the employee to see a health care provider if the employee does not want medical attention.
- If medical treatment is required, it may be necessary to confirm to the provider the injured worker is covered by workers' compensation insurance. Please use the following statement in these instances:
" I confirm The University of Texas System is self-insured for workers' compensation. Employees of The University of Texas System who are injured in the course and scope of employment are entitled to reasonable and necessary medical treatment which will be covered and paid for in compliance with Texas Department of Insurance, Division of Workers' Compensation regulations. Please direct further inquiries regarding this claim to the appropriate UT System WCI Office. "
- It is not appropriate to "guarantee" payment for services. Other than verifying coverage for initial medical treatment, all calls from health care providers should be referred to the UT System WCI Office.
- Accommodating the injured employee in appropriate situations by modifying work schedules, equipment, and/or duties to enable the employee to enjoy equal employment opportunities.
Responsibilities to the UT System WCI Office, WCI Representative and TDI/DWC include:
- Gathering all pertinent information regarding the job-related injury to be reported to The University of Texas System WCI Representative (WCI Representative).This will include witness statements if circumstances warrant.
- Submitting the Employer's First Report of Accident or Occupational Disease Form (DWC-1) to The University of Texas System WCI Representative in a timely manner (within 24 hours if possible).
- Notifying WCI Representative if the employee has missed more than one day of work due to the injury or occupational disease.
- If the employee misses more than one day of work, the employer must notify the WCI Representative when the employee returns to work.
- The WCI Representative at each employing institution is responsible for ensuring that all documentation is submitted to The University of Texas System Workers' Compensation Insurance Office and to The Texas Department of Insurance, Division of Workers' Compensation (TDI/DWC) in a timely manner. Failure to do so will result in administrative violations which constitute fines of $500 or more.
An employee is injured. What do I do?
- Gather all pertinent information regarding the job-related injury, which may include witness statements.
- Contact your respective the WCI Representative.
- You will then be instructed to complete the appropriate First Notice of Injury form.
- Contact the WCI Representative the first day the employee returns to work following time missed due to the injury.
- If the injury or occupational disease causes the employee to have limited ability to perform their regular job duties, temporary job modifications may be required. Please refer to your respective Institution's Return-to-Work Policy.
- If the employee is injured while traveling or working outside the United States, please follow instructions for completing international claims and contact the WCI Representative.
If the employee misses work due to the injury:
- Notify the WCI Representative the first day that the employee misses work.
- You will be instructed to complete additional forms related to the injury. Please contact the WCI Representative for the appropriate forms.
- For more information, contact The UT System Workers' Compensation Insurance Office or the Texas Department of Insurance, Division of Workers' Compensation (TDI/DWC).