Overview

The Workers’ Compensation Assistant is responsible for administering and coordinating workers' compensation claims from incident intake through claim resolution. Ensures compliance with state and regulatory requirements, manages claim documentation, coordinates with stores, employees, medical providers, claims administrators, legal counsel, and payroll, and supports return-to-work and risk management initiatives.

Essential job functions include, but are not limited to:

1. Incident Receipt and Intake

• Receive and review incident reports submitted through Workday and other reporting channels
• Review documentation received directly from store locations when an incident report has not been initiated
• Track, review, manage, and close first-aid incidents in Workday
• Support increased workers' compensation and first-aid incident activity associated with new store openings

2. Initial Claim Documentation Review

• Verify incident reports are submitted accurately and in compliance with company and state requirements
• Confirm employees receive all required state-specific workers' compensation forms and notifications
• Track and maintain required claim documentation, including:
  • Drug Screens
  • Chain of Custody Forms
  • Authorizations to Release Records
  • Panel of Physicians Documentation (where required)
  • Authorizations for Disclosure
  • Alcohol Testing Documentation
  • Medical Provider Records
• Follow up with store leadership and other stakeholders to obtain missing or incomplete documentation

3. Drug and Alcohol Testing Administration

• Coordinate and monitor post-incident drug and alcohol testing related to workers' compensation claims
• Track testing associated with:
  • Workplace injuries
  • Property damage incidents
  • Reasonable suspicion cases
  • Vehicle accidents
• Ensure all testing results and supporting documentation are received, maintained, and documented in accordance with company policy and regulatory requirements
• Respond to employee and management inquiries regarding drug and alcohol testing procedures, employee pay, and time reporting requirements

4. Workers' Compensation Claim Filing

• File workers' compensation claims with the third-party administrator (Strategic), as well as other state programs and agencies that do not utilize Strategic
• Ensure compliance with state-specific filing and reporting requirements, including:
  • Ohio: File claims directly with the state
  • Arizona: File claims with Strategic and complete required state forms
  • Arkansas: Complete required state forms and ensure employee-required documentation is submitted
• Maintain accurate claim records and filing documentation

5. Work Status and Return-to-Work Management

• Review employee Work Status Reports and medical documentation
• Monitor employee work restrictions and return-to-work status
• Track follow-up appointments and treatment plans with treating physicians.
• Communicate with claims adjusters and provide requested claim information and supporting documentation
• Review available video footage and submit relevant evidence to claims adjusters
• Prepare Bona Fide Offer letters following work status updates
• Coordinate the preparation of wage statements in partnership with Payroll
• Support return-to-work and transitional duty programs

6. Attorney and Litigation Coordination

• Manage claims involving employee legal representation
• Escalate attorney-represented claims to appropriate internal stakeholders
• Maintain and update legal tracking reports and claim records
• Track hearings, legal deadlines, medical appointments, and document requests
• Coordinate responses and provide requested documentation to legal representatives
• Present and review attorney-represented claims during claim summary and litigation review meetings

7. Workers' Compensation Program Administration

• Maintain compliance with state workers' compensation posting requirements for all store locations
• Verify stores maintain required Chain of Custody forms and related documentation
• Coordinate store setup and maintenance of approved occupational health and medical provider networks
• Partner with First Advantage and other vendors to ensure provider network participation and compliance
• Review and resolve outstanding workers' compensation-related invoices and billing discrepancies
• Serve as a resource to stores, employees, management, medical providers, claims administrators, and thir