1. Transition to VACORP Effective July 1, 2016 Revised May 30, 2019
Workers’ Compensation Training Guide for APS Workers’ Compensation Contacts and APS Timekeepers
Transition to VACORP
Effective July 1, 2016
Revised May 30, 2019

2. Effective July 1, 2016, Arlington Public Schools transitioned the Worker’s Compensation coverage to VACORP. At the time of an incident or injury, employees should be instructed to contact the nurse triage call center to report the incident or injury. The nurse triage call center employees should call is the “Company Nurse Injury Hotline.”

3. full-time, part-time, substitute teachers,
Who is covered under Workers’ Compensation?
All Arlington Public Schools employees are covered under Workers’ Compensation, including
full-time, part-time, substitute teachers,
and on-call employees.
Not all injuries are covered under Workers’ Compensation. The VACORP adjusters will review the incident reports to determine if the injury or incident is covered under the Virginia Workers’ Compensation Act.

4. Effective July 1, 2016 the Nurse Triage Call Center “Company Nurse Injury Hotline”
Incidents should be reported to the nurse triage call center, the “Company Nurse Injury Hotline.” Every work-related incident must be reported to the nurse triage call center. The incident must be reported within 24-hours after the incident occurs but no later than 30-days, according to Virginia Law. “Company Nurse” is available 24 hours a day / 7 days a week / 365 days a year. The APS Benefits Team previously forwarded to the APS Workers’ Compensation Contacts a supply of Company Nurse wallet cards, posters, and stickers (the stickers can be adhered to the back of ID badges) that provide the phone number for the Company Nurse Injury Hotline. If you need additional materials, please send an to

5. If an injury occurs at work, the injured employee must:
Report the incident to a supervisor or the Workers’ Compensation Contact at the employee’s work site.
Contact “Company Nurse” (the workers’ compensation nurse triage call center) and report the incident.
Contact “Company Nurse” at
Depending on the severity of the incident:
the call may only be a record only incident – no medical treatment necessary
the triage nurse may advise the employee to administer self-care
the triage nurse may advise the employee to seek care at a participating urgent care provider
the triage nurse may advise the work site to call 911

6. After the incident is reported to Company Nurse
After the employee or someone from the employee’s work site reports the incident to “Company Nurse,” the APS Benefits Department will receive notification from “Company Nurse” within a few hours of the reported incident.
This notification is a transcript of the call, including how the incident occurred and any immediate treatment recommendations or actions.
The incident information is then forwarded to VACORP by “Company Nurse” and a claim number is assigned. VACORP will forward the claim number to the APS Benefits Department .

7. After the incident is reported to Company Nurse (continued)
The APS Benefits Department will then forward the information to the APS Workers’ Compensation Contact at the employee’s work site.
The APS Workers’ Compensation Contact should, in turn, notify the injured employee’s supervisor.
At this point, the claim is considered “informational” only and is not identified as a “lost time” claim until confirmed by a workers’ compensation panel physician.
VACORP will gather information to confirm if an injury is covered under the Virginia Workers’ Compensation Act and if the employee is entitled to benefits.

8. Types of Workers’ Compensation Claims
Workers’ Compensation claims can be categorized as:
Report only – an employee has experienced a work-related incident, but no injury, no medical treatment, or lost time is involved.
Medical only – an employee has experienced an incident at work and wishes or needs to seek medical evaluation or treatment.
Medical and Lost Time – an employee has experienced an incident at work and must seek medical treatment resulting in the medical provider placing the employee out of work.

9. Claim for Lost Time
If lost time is certified by a Workers’ Compensation Panel Physician:
The injured employee must provide medical documentation to the Workers’ Compensation Contact, the APS Benefits Department, or directly to VACORP. Medical documentation can be ed directly to VACORP at
The Benefits Department will notify the employee if they are eligible for FMLA. If determined eligible, the necessary paperwork is mailed to the employee’s home address notifying the employee of their FMLA rights and responsibilities. FMLA runs concurrent with the employee’s time on Workers’ Compensation leave of absence.
APS will pay the employee their regular pay for the day of injury (DOI). The DOI is the only day that should be coded as “regular pay” on the employee’s time card.
The subsequent 7 calendar days (5 working days) are considered the Wait Period and these days are paid by APS. The days in the Wait Period are the only days that should be coded as “Workers’ Compensation” on the employee’s time card.

10. Claim for Lost Time (continued)
When the Benefits Department is informed an employee has “lost time,” the Benefits Department notifies the Payroll Department to ensure the employee’s time card is entered properly. The Benefits Department will also contact the Workers’ Compensation Contact at the employee’s work site to advise the proper code and days to enter to report the lost time on the employee’s time card.
If the claim is determined to be compensable, and if there is “lost time” involved, there is a 7-calendar day waiting period. After the 7-day calendar waiting period has been exhausted, the employee’s compensation (pay) will come directly from VACORP. The benefit payment is 66 2/3% of the employee’s average weekly wage (weekly maximum eff is $1,102) and is a non- taxable, weekly benefit. After the waiting period, all lost time related to the injury should be coded as “Unpaid” on the employee’s time card. An employee cannot use their personal leave.
There have been instances when VACORP and the Benefits Department did not receive notification of an employee who was out of work due to an incident. This is one reason why the partnership between the APS Benefits Department and our APS Workers’ Compensation Contacts and Timekeepers is very important.
If VACORP denies a Workers’ Compensation claim, the Workers’ Compensation Contact will confirm with the employee if they wish to use their own leave, if available.

11. Return to Work Process
The employee must provide medical documentation from their Workers’ Compensation Treating Physician after each visit confirming his/her current
work status. If and when the injured worker is released to return to work, whether it be with restrictions or full duty, he/she should report to the their work site.
The Workers’ Compensation Contact should notify the Benefits Department of the employee’s status and inform the Benefits Department if the employee has not returned to work as of the expected return to work date indicated on the medical documentation.
If there are restrictions:
The medical documentation should indicate the restrictions and the approximate timeframe for the restrictions.
The Director of Employee Relations and the Benefits Department will discuss the restrictions with the employee’s supervisor and determine if the restrictions can be accommodated. APS will make every effort to accommodate the restrictions.
If the restrictions can be accommodated by the employee’s work site, the employee will be informed when to report to work.
If the restrictions cannot be accommodated by the employee’s work site, the employee and VACORP will be notified.

12. Return to Work Process (continued)
If there are no restrictions:
The medical documentation should provide a “Return to Full Duty” release date.
Based on the release date, the employee should return to work.
After the Benefits Department receives the medical documentation, the Benefits Department will notify the Payroll Department and VACORP the employee has returned to full duty.
Reminders:
All medical documentation must be forwarded to the Benefits Department. The Benefits Department will forward the information to VACORP for their records.
If an employee has been cleared to return to work but still requires follow-up medical care, the employee should schedule appointments for follow-up care before or after their scheduled work time. If a follow-up appointment is scheduled during the employee’s scheduled work time, the employee must use any accrued leave.

13. If an employee is injured at work
If life-threatening or limb-threatening injury, call 911.
Report the injury/incident to “The Company Nurse” as soon as possible. Contact “Company Nurse” at
Report the incident immediately to a supervisor, or to the APS Workers’ Compensation Contact at the employee’s work site.
A physician chosen from the Workers’ Compensation Panel of Physicians must be used if medical treatment is needed. However, the closest emergency facility may be used in an emergency situation.
Once the emergency treatment is completed, the employee must choose a physician from the Workers’ Compensation Panel of Physicians for follow‐up care.

14. If an employee is injured at work (continued)
As Virginia Law requires (Section ), the employee must choose a doctor from the Workers’ Compensation Panel of Physicians as the employee’s treating physician.
If the employee sustains a compensable work injury, VACORP will only be responsible for bills from the following:
Panel Physicians
Authorized treating specialist
An emergency facility (in the event of a true emergency)
If the employee chooses to seek treatment from a physician not on the Panel of Physicians, the employee is not entitled to compensation for lost wages or payment of the medical expenses.

15. If an employee is injured at work (continued)
If an employee’s Workers’ Compensation medical or lost time claim is denied:
The employee has the right to appeal the decision with the Virginia Workers’ Compensation Commission. Refer the employee to for more information.
If a Workers’ Compensation claim is denied, the employee is financially responsible for their medical care and treatment (for example, using their own health insurance coverage), and if they are absent from work, they must use any accrued leave.

16. “Helpful Hints” for Incident Investigation
Safeguard the area, render or arrange medical treatment, and control additional hazardous conditions
Secure the scene to protect evidence and prevent additional injuries
Take pictures and/or video, draw sketches/diagrams, and develop timeline of events
Identify key personnel, take statements, and conduct interviews ASAP
Submit information to Ann Irby
Develop a corrective action plan (Custodial/Maintenance)
Follow up on corrective actions
Continuously evaluate for improvement opportunities

17. “Helpful Hints” When Conducting an Interview
Who?
Who was injured? Who installed equipment? Who is responsible for task? Who may have witnessed the incident/hazard?
What happened?
What did the employee do? What equipment, facilities, departments were involved?
Where?
Where was each employee located?
When?
When was the equipment last used? When did you notice a problem?
How?
How did the employee fall? How far did the employee fall? How long had he/she been working?
Why?
Why did he/she do it that way? Why wasn’t the equipment working properly? Why did they not use the appropriate step-stool? Why didn’t someone report the issue?

18. Workers’ Compensation Insurance RESOURCES
APS Workers’ Compensation Benefits Department Contact:
Ann Irby, phone
APS Risk Manager:
Terri Carson, phone
The “Company Nurse” Injury Hotline:
VACORP Contact Information:
for Medical Claims, any representative can assist
for Lost Time Claims, ask for Dawn Simpkins
Go to to:
View Company Nurse employee training video (available in English and Spanish)
Workers’ Compensation Panel of Physicians
Additional VACORP forms and materials