Findings and Recommendations City of Berkeley: Digital Strategic Plan and Cost Allocation Plan
October 17, 2016 v5.1
HR has to call Third Party Administrators (TPA) to obtain current medical records because HR cannot find their copies. HR sends an inordinate amount of time filing documents in file folders. HR spend time following up on receiving documents. Supervisors and managers have no access to the employee claim status. According to City staff, this results in the following for the participants: Human Resources staff and Third Party Administrator (TPA): HR staff time to follow up. HR staff spend significant time to file, track, and retrieve documents. There is a need to obtain the authority to extend the time for temporary hire. Temporary positions cannot be filled permanently. The TPA cannot investigate the claim like they should. Impacts the TPA by resending documents to HR; inefficient use of TPA resources. Departments and Staff: May affect employee pay. Delays in medical treatment affects employee morale. Affects employee to return to work. Not knowing how many employees are off on Worker's Comp affects the workload of the business unit. Other employees absorb the workload. Work cannot be planned without knowing how long the employee will be out. City: Increased costs to the City. City costs in maintaining salary, benefits and temporary replacement. Potential violation of state laws. Employee relations fines, if the union gets involved. The cost of paper, toner, copier maintenance, space, folders, filing cabinets; and the cost of retrieving documents/records from archive storage. Recommendations: Implement a new Workers Compensation Filing Application Features/Functions Make all forms E-forms. Data validation n forms/DB. Supports E-signatures. Web enabled application. Supports mobile devices. Forms would replicate state forms. Provide varying levels of access and confidentiality. Support E-folders for employee records. Automated workflow. Auto-notifications o From TPA to HR to supervisors. o Auditor to employees/HR. Provide/transmit E-letters and standard templates. Application is accessible to employees, supervisors, department, HR/TPA, and auditor. Manage active employees, open claims, retired and terminated.
Digital Strategic Plan: Findings & Recommendations
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