Colonel Mustard in the Conservatory with the Candlestick
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Deciding Who and WhereThe first step in creating an investigation process is to determine who is responsible for the claims process.You need to select someone that has the time to gather the information and potentially visit a customers location for any severe or multiple injury occurrences. If you conduct business in multiple offices and states, keep one key contact person at each location. In addition, establish a backup person in case the main contact is sick or on vacation. If the person needs training or is new to the position, seek information from your insurance agent on loss control services. Many forms and examples can be given free of charge.
Preparing the EvidenceNext, establish in writing your investigation procedures. This will detail not only what the company procedures are, but also the employee and client responsibilities if a loss occurs. When creating investigation procedures, use specific forms to gather information. The four main investigation forms most staffing companies use are:
- Supervisor Report Form
- Employee Report Form
- Witness Form
- Customer Report Form
The investigation process documentation and the report forms should then be kept in a separate claim file and not put with other employment records. If the employee requests a copy, you do not have an obligation to give them one, as these are internal documents.
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