Workers’ Compensation – Workplace Injury

Privacy and record keeping

Privacy

The management of worker’s compensation claims includes access to confidential information about the worker. The return to work coordinator will be required to handle and store health records (for example, certificates of capacity) and other personal information. Return to work coordinators can ensure they are compliant with privacy requirements by following the department’s Privacy and Information Sharing policy.

Hard copy or physical files must be securely locked away to be kept private and confidential. These documents must be stored separate to personnel files with only appropriate staff provided access. Soft copy or electronic files are subject to the same criteria and so must also be secure with access only available to appropriate staff.

The worker’s file is not to be sent to any school or department workplace on rehire, transfer or promotion. This file remains at the school/workplace.

For support or privacy concerns, including the sharing of health information, contact the agent or review the Privacy and Information Sharing policy.

Record keeping

Return to work coordinators are responsible for the management and disposal of records for school staff, as per the Records Management policy, including creating and managing new records electronically and avoiding creating and managing records in hard copy.

All schools have access to the eduSafe Plus system (staff login required) to electronically manage their workers’ compensation records. By using this system, schools can be better supported by the central Workers’ Compensation Team and regional OHS service officers.

Return to work coordinators must also follow the Privacy and Information Sharing policy.

All documentation and ongoing correspondence relating to the claim must be stored, including:

• a copy of the original ‘Workers’ injury claim form’
• a copy of the ‘Employer injury claim report’
• the eduSafe Plus incident report
• copies of any VWA certificates of capacity
• copies of any medical accounts
• copies of ‘Return to work arrangements’
• copies of ‘Current weekly earnings forms’
• all emails in relation to the claim
• occupational rehabilitation reports
• correspondence to and from the agent. If necessary, keep records of important conversations with the agent
• a running sheet documenting planning and consultation, for example, phone conversations to relevant parties, meetings and other communications with the injured worker, treating health practitioners, rehabilitation providers, and so on. Record these on the file note sheet on eduSafe Plus.

All schools have access to the workers’ compensation claims management function within eduSafe Plus, and the return to work coordinator can manage workers’ compensation claims via this electronic system. For training on the use of eduSafe Plus, refer to Training opportunities on the Resources tab.

For further information and support:

• contact the OHS Advisory Service and regional OHS service officers for help with reporting or managing incidents and hazards in eduSafe Plus
• refer to the Knowledge Base for frequently asked questions and the eduSafe Plus training schedule
• for detailed information regarding the reporting of school incidents, including WorkSafe notifiable incidents, refer to the Managing and Reporting School Incidents (Including Emergencies) policy.

Retention and disposal of records

The School Records Retention Guide (staff login required) outlines how long common types of school records need to be kept, to assist schools in assessing if records are ready for destruction. Information regarding minimum retention periods and related information, including disposing records, can be found in the Records Management policy.

The eduSafe Plus Knowledge Base (staff login required) has reference guides to support return to work coordinators with key processes for record keeping and management of workers’ compensation claims on eduSafe Plus, reporting and critical incidents and answers to frequently asked questions. To access these guides, open the Knowledge Base, click ‘Resources for principals and delegates’, and then click ‘Workers’ Compensation’ – all available resources will be listed.