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Occupational Safety and Health Data Collection

And Injury Prevention Work Group

Minutes

Bureau of Labor Standards

First Floor Training Room

November 19, 2003

9:30 AM – 11:30 AM

 

Present: Bill Peabody, Chair (Maine Department of Labor), Gary Baxter (Maine Employers Mutual Insurance Company), Brad Brown (Maine Bureau of Insurance), Peter Doran (Maine Occupational Research Agenda), Denise Dumont (US HealthWorks), Jeff Levesque (Workers’ Compensation Board), Kim Lim (Maine Department of Labor), John Rioux (Maine Department of Labor), Ralph Tucker (McTeague-Higbee), and Leslie Walleigh (Workplace Health).

Absent: Saskia Bopp (Maine Public Health Association), Brian Doe (Hannaford), Vanessa Duquette (Maine Department of Labor), Stefanie LaRose (Northern General Services), Steve Minkowsky (Workers’ Compensation Board), Louise Morang (Maine Association of Occupational Nurses), Pat Philbrook (Maine State Nurses Association), Suanne Singer (Maine Self-Insured Guarantee Association), and Dave Wacker (Maine Department of Labor),

Guests: Paul Fortier (Workers’ Compensation Board), Ann Beaulieu (Maine Department of Labor), Ted Bradstreet (Maine Department of Labor), Barbara Chenoweth (Maine Department of Labor), Betty Dawson (Maine Department of Labor), & Desi-Rae Grady (Maine Department of Labor)

 

Chair Bill Peabody opened the third meeting of the Occupational Safety & Health Data Collection and Injury Prevention Working Group at 9:46 A.M.

Introduction of Members and Guests. Bill Peabody announced his appointment as Bureau Director effective November 24, 2003. Members and guests introduced themselves.

Review of Minutes of the Last Meeting. The group approved the minutes of the October 22, 2003 meeting. These will be posted on our website.

Review of "Parking Lot". Bill handed out an updated chart of the work group’s parking lot issues. This list consists of issues that come up during a regular meeting to be discussed at a future meeting. Members should feel free to let Bill know of any issues at any time. Bill will include the current "parking lot" when e-mail reminders are sent out for the following meeting.

Electronic Data Interface – Workers’ Compensation Board Plans and Status (Paul Fortier- WCB). Paul Fortier explained EDI (Electronic Data Interchange). At this time, it is "on the table" at the Workers’ Compensation Board meetings. The Legislature formed a committee, which came up with the following: by January 1, 2005, all entities will submit First Reports by EDI; by June 2005, all entities will submit NOC’s (Notice of Controversy) electronically; and by January 2006, all entities will submit MOP’s (Memorandum of Payment) electronically. An entity may apply for a waiver of time if they have a valid reason. There are nine (9) entities currently using EDI; some have been using EDI for seven (7) years.

Mr. Fortier handed out EDI First Report Layout for Revised Form, which is currently being used. The other option, for those administrators who file to multiple states, is the form from IAIABC (International Association of Industrial Accident Boards and Commissions). The State of Maine Workers’ Compensation Board is not able to use the IAIABC first standard because that standard does not have the date the employer was notified. This date triggers the timing of a number of requirements under Maine workers’ compensation law. The proposed Version 3 of the standards includes this date. In many case, the date the injury occurred and the date the employer was notified are different. Mr. Fortier did say that, at some time in the future, there is a possibility of First Reports could be submitted over the web. Right now, the employer files the First Report to the insurance carrier and the insurance carrier files the First Report with the Workers’ Compensation Board. Also, Mr. Fortier handed out an Original First report of Injury – Base Scenario. A question was raised about employees not knowing their rights and how the system works. Mr. Fortier will have a handbook posted on the Workers’ Compensation website.

How a Case Becomes a Bit of Data. Jeff Levesque – WCB. Data is generated from eight or nine forms. All forms go through the primary quality review with the Claims Manager. Three forms, First Report, NOC, and MOP, go through a secondary review. A compliance report is generated quarterly; this indicates inconsistent events or incorrect information. The insurers are then asked to review. The report makes sure the employer is correct, confirms the insurance carrier, confirms the employer’s information, and also checks information on the employee. The date of birth needs to be checked.

John Rioux – BLS. John provided a handout, WCB Data Use at BLS. John explained that BLS receives the First Reports in electronic form from Workers’ Compensation. The coders make judgments about coding based on the First Report. The coding is done on the same database record. Changes made at Workers’ Compensation update on our end. John explained that the electronic data is downloaded from the on-line system using CorVu, then to the Oracle Warehouse, and then can output files for other systems or files. The down side of the First Report system is that the following are not recorded: near misses, those cases from employments that fall outside of Workers’ Compensation; such as, fishing, agriculture, and the self-employed. He did say that 50 percent of the recorded Workers’ Compensation cases are missing the return to work date. This has implications for determining individual case status and for counting cases.

Next Meeting. The next meeting will be Wednesday, December 17, 2003 at 9:30 AM in the First Floor Training Room, Bureau of Labor Standards. Refreshments will be provided. The major agenda item for this meeting is what is going on in research and the systems in place to promote prevention activities so that this group can come up with something to present to the Legislature.

Adjournment. Bill adjourned the meeting at 11:47 AM.

Respectfully submitted,

 

 

Terry M. Hathaway

Recording Secretary