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When you learn of an incident, create an Incident Management claim case for the employer account to which L&I would assign the claim using the specially configured Incident Management service and leaving the State Claim number blank.
NOTE: The incident case and the L&I case can have different Leads if necessary.If you receive the incident notification by email, you can use Send to Case to send the email and any attachments to the case you have created (as well as complete a case note and/or correspondence item if needed).
If learning of a claim number before it is available in CAC, add a modifier of your choice to the official State Claim number (e.g., INC-BH43456) and enter it into the State Claim number field in Gardiant. Alternatively, use the Client Claim Number field to store the State Claim Number temporarily.
When the claim is discovered by Gardiant in CAC (liability has been assigned to the employer), Gardiant creates a case for the actual claim number and populates it with the claim information from CAC.
When you see that a case has been created from CAC, go to the Incident Management case and enter the correct State Claim number matching the Gardiant-created case to invoke the claim merge function.
After completing the claim merge function, all case notes and documents will be shown in v2 in the same claim file. In v1, all claim-level information (including contacts, documents, claim file notes, etc.) will be found in both cases, while case-level information (case notes, To-Dos, correspondence, Timeloss/Light Duty accounting, referral, lead assignment, and closing information) can be found for each case by navigating between the Incident Management case and the Retro Management case using the Related Referrals list in the Claim Info tab > Claim sub-tab.
NOTE: Account contacts imported into the Incident Management case will not transfer to the Retro Management case which may have different account contacts populated based on the contact settings for that account.Whether or not the incident turns into a claim, when it no longer needs attention check to ensure the Incident case is complete with the data you need and then close it.
For best results with the OSHA reports, complete the TL/LD tab for only one case – the Incident Management case if the incident never becomes a claim, or the Retro Management case if it does become a claim and you need to track ongoing days for light duty or away from work. If there is only an Incident Management case (and therefore no official State Claim number), you can use the State Claim number field to populate the Case No. column in the OSHA Form 300 with whatever identifier the employer uses to track incidents.
NOTE: The Incident Management cases can be seen in the Claims Detail, OSHA Validation, or Closed Claims reports. They are automatically excluded from the Loss Run and Plan Year reports since they don’t impact L&I losses and premiums.