Loss Prevention Manual

INTRODUCTION

The Missouri Association of Counties Self-Insurance Workers' Compensation and Insurance Trust, was formed in April of 1987, by 27 Missouri county governments and one health department to offer a means of protecting their resources and assets from possible loss and give insurance protection at a reasonable cost. By this agreement, all of these insured local governments are self-insured. Gallagher Bassett Services, Inc. is administering claims. Loss prevention and safety services are being handled in-house at the MAC office in Jefferson City. If the members of the MAC Workers’ Compensation Trust become effectively committed to loss prevention and safety, the potential for real savings will be realized.

The MAC workers' compensation loss prevention program represents a practical commitment to safety. It sets forth philosophy and policy goals, organizational authority, safety program directives and methods of prevention. The full implementation of the loss prevention program for all employees at every level is the goal established by the board of directors of the Trust. The responsibilities outlined in the program are the minimum and they shall in no way be construed to limit individual initiative to implement more comprehensive procedures to reduce losses. Without enterprising and purposeful direction, a program can cease to be operational. With proper and adequate effort, this loss prevention program can be most effective. It can be accomplished

This manual is intended to be a template for your entities own personalized program. It will probably have to be modified to suit the particular needs of your entity. Have your program reviewed by local counsel before implementation.

This manual is constantly being revised and updated. The most current copy is available for download at our website:

TABLE OF CONTENTS

LOSS PREVENTION ORGANIZATION AND RESPONSIBILITIES

Chapter 1 - Loss Prevention Policy and Incentives Purpose Concept Safety Incentive Programs

Chapter 2 - Elected Officials' Commitment Implementation of Program Loss Prevention Program (Steering) Committees Departmental Loss Prevention CommitteesSpecialty Committees

Chapter 3 - Loss Prevention Responsibilities Loss Prevention Coordinator Department Heads Supervisory Personnel Employees

LOSS PREVENTION INFORMATION AND PROCEDURES

Chapter 4 - Loss Prevention Methods Inspections Job Loss Prevention and Safety TrainingAccident Investigation Loss Prevention and Safety Discipline

Chapter 5 - Occupational Illness and Injury Control Designated Physician Post Job Offer Physical Examinations and Return to WorkPhysical FitnessFirst Aid Treatment for Sick or Injured Employees Emergency Medical TreatmentPersonal Protective EquipmentProper Dress for Work Vaccinations Safety Performance Evaluations and Incentives

Chapter 6 - Record Keeping Employee Files - Orientation to HazardsLoss Prevention Committee Meeting MinutesInspections Accidents

LOSS PREVENTION FORMS Form #

A. Loss Prevention Committee Records (MAC Forms 001 - 002)Record of Committee Meeting..........................................................................001Record of Departmental Loss Prevention Meetings...........................................002

B. Loss Prevention Checklists - Departments (MAC Forms 003 - 008)Courthouse Loss Prevention Checklist..............................................................003Sheriff’s Department Loss Prevention Checklist...............................................004Road and Bridge Department Loss Prevention Checklist..................................005Slips and Falls................................................................................................... 006Fire Inspections................................................................................................. 007Job Safety Analysis........................................................................................... 008

C. Motor Vehicle Records (MAC Forms 009 - 010) Motor Vehicle Maintenance Record..................................................................009Vehicle Daily Operation’s Log.........................................................................010

D. Employee Records (MAC Forms 011 - 017) Hazard Orientation Checklist............................................................................011Injury and Illness Records.................................................................................012Safety Training Attendance Record..................................................................013First Aid Report................................................................................................ 014Accident Investigation Report...........................................................................015

I. LOSS PREVENTION ORGANIZATION AND RESPONSIBILITIES

CHAPTER 1LOSS PREVENTION POLICY AND INCENTIVES

PURPOSE

It is the intention of the members of the board of directors of the Missouri Association of Counties' Self-Insurance Workers' Compensation and Insurance Trust, Inc., to develop, implement and administer an all-encompassing loss prevention program. Each county and political subdivision maintains that its residents and employees are its most important asset. Therefore, their safety is our greatest responsibility. In all of our assignments, the health and safety of all should be the utmost consideration. Department heads and supervisory personnel at all levels of the work force are directed to make loss prevention and safety a matter of continuing concern, equal in importance with all other operation considerations. This program is established to emphasize that effective loss prevention is an integral part of management procedures designed to fully utilize capital and personnel.

CONCEPT

Within the operational activities of an endeavor, there may be exposure to personal injury or property damage that may be unintentionally hidden. Reviews of contemplated operations should include consideration of errors, which could occur. The detail of the working situation and method should also receive consideration of the possibility of improper actions. Accidents are unplanned events. Proper planning can control accidents. Most accidents are preventable. An essential part of loss prevention is to initiate the pre-planning necessary to minimize unsafe acts, contain environmental hazards and control unsafe conditions.

Continued emphasis on loss prevention techniques, the refinement of work procedures, and safe working conditions will reduce employee injuries and property damage. All employees are charged with the responsibility to adhere to the loss prevention program outlined in this manual and are expected, as a condition of their employment, to adopt the concept that the safe way to complete a task is the most efficient and the only acceptable way. Safety will be included as part of the performance evaluation of all employees.

CHAPTER 2ELECTED OFFICIALS' COMMITMENT TO LOSS PREVENTION

IMPLEMENTATION OF PROGRAM

The elected officials' commitment to safety only is realized by active management involvement in the safety program. Once the loss prevention policy is adopted, each department should set forth its goals and objectives in striving toward reducing losses due to preventable accidents. While some accidents sequences may not be deemed preventable, the extent of the frequency or severity of personal injury or property damage may be through loss prevention measures. The most effective accident prevention measures are those, which have been formulated at each level, thoroughly discussed and coordinated by all concerned, and supported by county commissioners and/or the governing body. Each county or political subdivision is to name a loss prevention coordinator and furnish this information to the administrator of the Trust at the MAC office. The board of directors of the Trust recommends that the presiding commissioner assume this responsibility. A deputy or assistant loss prevention coordinator may also be designated.

LOSS PREVENTION PROGRAM (STEERING) COMMITTEE

The loss prevention committee will function as an advisory body to develop and recommend matters of policy and procedure affecting the administration of the loss prevention program. The committee will be chaired by a loss prevention coordinator (the presiding commissioner, county executive, political subdivision designee or a duly appointed representative). It is recommended that membership shall be composed of such elected officials as sheriffs or department directors. It is required that the loss prevention committee meets a minimum of four times a year.

Functions of the committee shall include, but not be limited to, the following:

1. Maintain minutes of meetings and distribute them to the loss prevention coordinator and each department head. The above-mentioned coordinator shall retain a central file of minutes. (See form MAC 001)

2. Plan and recommend policies and procedures affecting development of the administration of an aggressive accident prevention program for all employees.

3. Coordinate and establish top-level goals, objectives and regulations for this program to ensure directives are current and coincidental with current needs.

4. Review statistical data, records and reports of loss prevention matters.5. Make follow-up investigation of accidents and safety inspections. When

appropriate, file a report with the loss prevention coordinator and department heads regarding recommendations concerning disciplinary action.

6. Discuss problems and ideas concerning general and specific loss prevention efforts.

7. Develop and conduct a program of safety and health inspections.8. Prepare a report annually of the committees’ significant activities and

accomplishments.

DEPARTMENT LOSS PREVENTION COMMITTEES

The departmental loss prevention committee will serve as a direct link between the employee and the loss prevention committee. Each major department, such as road and bridge or the sheriffs department shall be responsible for developing and administering a loss prevention committee. The respective department heads will determine the committee size and make-up. However, the representative designated by the department head to serve as a member of the overall loss prevention committee shall be appointed chairman of the departmental loss prevention committee. The primary function of this committee will be to focus on internal solutions to safety problems and to actively support the loss prevention committee recommendations. Meetings may be held in conjunction with regular staff meetings or departmental assemblies. The specific duties shall include, but not be limited to, the following:

1. Maintain a record of meeting minutes. (See form MAC 002)2. Review loss prevention suggestions presented by employees and consultants.3. Review accident records and evaluate the progress of departmental loss

prevention efforts.4. Prepare for submission to the loss prevention committee those department matters

that cannot be resolved at this level, together with loss prevention promotion5. Formulate recommendations developed by employees within the department.6. Formulate recommendations for loss prevention meeting materials, new policies

and procedure changes, equipment needs and personal needs that can enhance the loss prevention program.

7. Arouse and maintain the interest of employees to put safety into practice.

SPECIALTY COMMITTEES

Specialty Committees are formed to oversee a single or specialty area. These committees may be formed to help to prevent duplication of efforts within the individual departments or committees. One such example of a specialty committee is a motor fleet safety committee. Another example would be an ergonomics committee. The members of these committees can be specifically trained and focus in the specialty. They can then serve the needs of the entire organization as an information, training, and inspection resource.

CHAPTER 3LOSS PREVENTION RESPONSIBILITIES

Each county or political subdivision's employees shall be fully responsible for implementing the provisions of this program as it pertains to the operations under his/her jurisdiction. The responsibilities listed below are a minimum and they shall in no way be construed to limit individual initiative to implement more comprehensive procedures to reduce losses.

LOSS PREVENTION COORDINATOR

The presiding commissioner, county executive or political subdivision designee has the overall responsibility for implementing and administering the loss prevention program of the county or political subdivision. Specific responsibilities shall include the following:

1. Establish and administer the loss prevention program for the county or political subdivision.

2. Chair the loss prevention committee, serve as loss prevention coordinator, and direct the loss prevention program.

3. Develop in each department head a strong safety attitude and a clear understanding of her duties and responsibilities.

4. Participate actively in the loss prevention committee.5. Review serious and disabling accidents personally to ensure that accident causes

are being investigated and proper corrective action is being taken to prevent recurrence.

6. Make necessary loss prevention program audits with the department heads to appraise the program's effectiveness at the department level.

7. Develop and maintain the loss prevention program to incorporate the current practices and philosophies adopted as the most effective in preventing injuries, occupational diseases, vehicular collisions and damage to equipment and materials.

8. Prepare monthly summaries of accidents to be submitted to the loss prevention committee. The summaries should include the development of comprehensive records of accident/injury experience and related costs, cause analysis to determine trends, problem areas and overall safety performance.

9. Make follow-up investigations when required to ensure that unsafe conditions or practices identified by the safety committees or the department heads have been properly corrected.

10. Maintain an effective driver training and selection program for drivers or other political subdivisions' vehicles.

11. Coordinate compliance with federal, state and local safety laws.12. Develop and implement safety training for new employees and continued training

for all employees.

DEPARTMENT HEADS

Each department head has the full responsibility and authority for maintaining a safe and healthful working condition within his jurisdiction. Each department is responsible for

providing the type of work environment, work procedures, and service to the public that will promote, to the highest extent possible, the safety of the county or political subdivisions' employees and the general public. Therefore, each department head shall include the following among his duties:

1. Develop and actively support a departmental loss prevention program that will effectively reduce and control accidents.

2. Establish departmental loss prevention committee to administer the departmental loss prevention program.

3. Develop practical loss prevention rules and regulations pertinent to the activities conducted by the department.

4. Establish and maintain a system of safety inspections. (See forms MAC 003, 004, 005,014)

5. Provide for adequate job training and continuing safety instruction to all employees in the department. Hold each supervisor fully accountable for an explanation of the preventable injuries by a department employee.

6. Take corrective action for any unsafe condition that is observed, which could adversely affect the safety of an employee or the general, public.

SUPERVISORY PERSONNEL

A supervisor has full responsibility for the safe actions of his employees and the performance of machines and equipment within his operating area. The full potential of an effective loss prevention program can only be realized when supervisors cooperate in all phases of the program. The following is a list of the loss prevention responsibilities of supervisors:

1. Must aggressively enforce the loss prevention and safety procedures that apply to the work they supervise.

2. Provide adequate basic job training and safety instruction to all employees under their jurisdiction.

3. Be fully accountable for preventable injuries, collisions and liabilities caused by their employees.

4. Ensure that all loss prevention policies herein are fully implemented for maximum efficiency of each job.

5. Provide continuing safety instruction while issuing daily work assignments to focus attention upon potential hazards, changes in work conditions or procedures.

6. Ensure that all employees are instructed and understand the use and need for protective equipment for specific hazardous jobs.

7. Continually observe and evaluate work conditions and work procedures to detect and correct unsafe conditions and practices.

8. Promptly investigate accidents and make certain that the recommended corrective actions are completed.

9. Make sure the necessary safety equipment and protective devices for each job are available, used and maintained properly.

EMPLOYEES

Each employee is required as a condition of employment, to develop and exercise safe work habits in the course of his work (in order to prevent injuries to himself and to her

fellow workers) and also to conserve material resources. Each employee shall adhere to the following directives:

1. Promptly report to his supervisor or department head all accidents and injuries occurring within the course of her employment,

2. Cooperate with and assist in investigation of accidents to identify correctable causes and prevent recurrence.

3. Promptly report to his supervisor or department head all unsafe actions, practices or conditions he observes.

4. Become familiar with and observe approved safe work procedures during the course of his work activities.

5. Keep work area clean and orderly at all times.6. Avoid engaging in any horseplay and refrain from distracting others.7. Obey all safety rules and follow published work instructions.8. Wear required protective equipment when working in hazardous operation areas.9. Arrive at work suitably attired for the job(s) she is expected to perform.

LOSS PREVENTION INFORMATION AND PROCEDURES

CHAPTER 4LOSS PREVENTION METHODS

Each of the following loss prevention methods plays an important part in the overall loss prevention program.

INSPECTIONS

Inspections shall be conducted on a formal basis, at least semiannually, by the loss prevention coordinator and the department heads. Informal inspections should be made at a frequency that ensures that hazards are kept to a minimum and safe work practices are enforced. Emphasis should be placed upon condition of facilities, equipment and machines, as well as on implementation of these practices that comply with the overall goal of the loss prevention program.

1. Good housekeeping.2. Use of prescribed protective equipment.3. Contents of First Aid Kits.4. Compliance with published department work rules.5. Qualifications of drivers and equipment operators.6. Condition of vehicles and equipment.7. Safe storage of flammable liquids and maintenance of fire fighting equipment.8. Guarding of open pits, ditches, tanks, etc.9. Safe maintenance of electrical equipment, power tools and hand tools.10. Administrative compliance with this manual and other pertinent directives.11. Evaluation of activities and workstations to insure they’re ergonomically correct.12. Survey of electrical cords and equipment to see that it is safe.13. Evaluation of emergency evacuation procedures.

JOB LOSS PREVENTION AND SAFETY TRAINING

No supervisor or department head shall assume that a newly hired, newly assigned or reassigned employee knows all the job safety procedures. All employees must be trained. The four method of job instruction has been found best for all operations.

1. Preparationa. Put the employee at ease.b. Define the job and find out what the employee already knows about it.c. Get the employee interested in learning the job.d. Place the employee in the correct position to perform the job.

2. Presentationa. Tell, show and illustrate one important step at a time.b. Stress each key point.c. Instruct clearly, completely and patiently.

3. Performance

a. Have the employee do the job and instruct while the job is being completed. b. Have the employee explain each key point to you as the job is repeated. c. Make sure the employee understands. d. Continue until you are satisfied the employee knows the proper steps to

complete the task safely.

4. Follow Upa. Assign the employee. b. Designate to whom the employee goes for help. c. Check frequently and encourage questions. d. Taper off extra coaching and close follow up.

After initial training has been completed, safety awareness can be maintained and improved by frequent reference to specific topics. A short meeting when a related safety topic is discussed is conducive to employee participation and supports the goals of the loss prevention program. Short safety talks and safety videos are provided by the Missouri Association of Counties to satisfy your needs. See our website for safety video list and websites to find safety talks. An excellent source for safety meeting topics is toolboxtopics.com.

ACCIDENT INVESTIGATION

Investigation of any accident is an invaluable tool in controlling losses. Each accident must be considered a total loss unless its true cause is objectively determined and all contributing deficiencies are corrected. Thorough investigation, recording and corrective follow-up of each accident can be time consuming, but they are important if we are to learn anything from the experience.

Every injury shall be investigated by the supervisor or department head of the person injured as soon as possible after it has occurred. The investigation should be in a report form (MAC form 015).

The following procedures shall be adhered to as closely as possible:

a. Check the scene. Begin where the accident occurred and reconstruct as much as possible.

b. Collect the evidence. If an injury or "near miss" occurs when machine parts or structures fail, it is essential to determine what failed and why.

c. It is important to interview witnesses at the scene immediately or as soon thereafter as possible. Record their phone numbers and take pictures, videos and recorded statements.

d. Interview the victim. If the injury is minor, the interview should be made as soon as possible. If the injury is serious, selecting the right time is a judgment factor and it must be considered.

e. Weigh the evidence and decide upon remedies to eliminate recurrences.f. A re-enactment of the accident with video can be helpful.g. Get a group together and come up with recommendations to prevent a future

reoccurrence.

h. Be sure the recommendations get approved and installed.

LOSS PREVENTION AND SAFETY DISCIPLINE

When violations of policies, which are directly associated with saving lives, preventing injuries or eliminating suit occur, corrective action shall be immediate and positive. Disciplinary action may be necessary when any person causes an injury or destroys or damages equipment either by willfully violating safe work rules or by disregarding traffic regulations or by demonstrating an attitude of indifference or defiance.

Department heads shall have latitude in determining the extent of disciplinary action to be taken within their departments. However, a continuation of this policy will be totally dependent upon the adequacy of actions taken.

The correction of improper performance, which leads to the unsafe act, requires much more attention than the correction of mechanical and machine hazards.

Mechanical and machine hazards are relatively easy for all to see, but the correction of improper or unsafe actions requires possible instruction, a demonstration of how to do the job and follow-up to see that the instructions are obeyed.

Disciplinary action resulting from safety violations shall be monitored closely by the loss prevention coordinator. In cases where little or no action is taken, those supervisors or department heads responsible shall be required to justify their lack of action.

CHAPTER 5OCCUPATIONAL ILLNESS AND INJURY CONTROL

In addition to the methods cited in Chapter IV, there are several steps, which may be taken to reduce the possibility of occupational illnesses and injury. To meet incentive program guidelines, there should be an attempt to accomplish each control.

DESIGNATED PHYSICIAN

Each county or political subdivision should select a clinic, physician or other health care provider to treat injured employees. If a health official cannot perform pre-placement physical exams, these should be done by the designated physician as well. The physician or clinic should be visited and a dialogue developed, so that the provider understands the job duties of each general classification of employee.

All employees should be instructed to use the designated provider, unless emergency considerations dictate otherwise. Each elected official, department head, supervisor and employee should be instructed that failure to use the designated provider, clinic or physician might result in the employee being required to meet the expenses. This is in accordance with section 287.140, RSMo 1998 of the Missouri "Workers' Compensation Law."

POST JOB OFFER PHYSICAL EXAMINATIONS & RETURN TO WORK

The purpose of a physical examination is to determine whether or not the applicant's physical fitness is consistent with the job's physical requirements. It should be the policy of the county or political subdivision that every newly hired or rehired employee will be required to take a post job offer examination prior to being placed on the job. The physician should have a copy of the job description that lists the physical requirements for the job so that he/she can determine if the person can safely perform the physical elements of the job. The examination process should coincide with ADA requirements. A subsequent physical examination shall be required in the following instances:

1. An injured employee who has recently received medical attention must have written medical approval before he returns to work.

2. If the claimant can’t return to work full duty then ask what the employee can do and bring he/she back to work on modified duty. Monitor the employee when he/she returns on modified duty to be sure the Physicians written direction is followed.

3. An employee who has been absent from work because of the authorization of a Physician must have medical authorization before returning to work.

4. When there is doubt as to an employee's physical well-being following absenteeism because of illness or at any other time, the employee should be sent to the authorized medical facility for examination.

5. Employees of hazardous occupations shall be re-examined on a periodic schedule. Examples of such would be law enforcement employees.

The results and findings of the physical examination (pre-placement, annual or re-evaluation) shall be treated as confidential. Information shall not be provided to anyone outside the normal processing agencies involved in hiring an individual without the individual's expressed consent in writing. This information should in no way affect the decision-making in the hiring process.

PHYSICAL FITNESS

The physical fitness of employees is a prime requisite in preventing a significantly large number of personal injuries. All employees should be encouraged to seek regular exercise activity. A county or political subdivision "employee wellness program" should be developed to promote fitness. Blood pressure and cholesterol levels should be monitored frequently.

FIRST AID TREATMENT FOR SICK OR INJURED EMPLOYEES

1. All injuries, regardless of how minor, shall be reported within the work shift and the supervisor may choose to send the employee to seek first aid or medical treatment from either a doctor or the health department clinic. (See forms MAC 012, 014)

2. If the doctor to whom the employee has been sent for treatment considers that the employee is unable to return to his regular job but can perform a major part of the job without aggravating the injury, such assignment can be made upon request from the supervisor and approved by the department head or loss prevention coordinator. This “return to work” or “light duty" program shall be monitored closely to avoid abuse.

3. The family of an employee who is severely ill or injured shall be notified promptly by the proper authority.

4. The loss prevention coordinator and department head shall be notified immediately of all disabling and probable disabling injuries.

EMERGENCY MEDICAL TREATMENT

In the event of a serious injury regarding immediate medical treatment, administer first aid as necessary and call for an ambulance. First aid training of a sufficient number of personnel within each department shall be completed and maintained as necessary.

PERSONAL PROTECTIVE EQUIPMENT

The supervisor or department head involved shall specify the designation and use of protective equipment for all jobs, which have inherent injury potential. Detailed specifications for the design, purchase and use of all protective equipment shall be coordinated among authorized department personnel, supervisors and users. Employees shall be fully accountable for the use of specialized protective equipment provided by the employer.

Equipment listed should be worn when hazards as described exist:

1. Hard hats to protect the head against falling objects, head bumping situations or electrical conductors.

2. Goggles face shields or safety glasses to guard against flying debris and welding sparks.

3. Ear plugs or earmuffs to guard against prolonged exposure to noise exceeding sound tolerance levels as defined by law or excessive noise exposures.

4. Respirators, gas masks and self-contained breathing apparatus to protect employees against toxic or abnormal atmospheric conditions.

5. Safety shoes or metatarsal guards to protect feet against possible mashing from articles that can be dropped.

6. Reflective vests or bright articles to increase law enforcement official or worker's visibility while working in or around traffic lanes.

7. Protective clothing such as gloves, sleeves, aprons, leggings and full suits to protect against lacerations, abrasions, bumps, heat or melted metal, etc.

When the use of personal protective equipment has been specified for hazardous work, its use shall be mandatory. Supervisors or department heads shall be held accountable for employees allowed to work without compliance. Enforcement can be made easier by educating employees on the reasons for using or wearing the articles and the possible injuries that can result when the need is ignored.

PROPER DRESS FOR WORK

Each employee shall wear clothing suitable for the job to be performed. Suitable clothing means clothing that will minimize the possibility of damage from moving machinery, hot or injurious substances, sunburn or other harmful agents. Individuals with long hair shall wear a cap, net, or band while working around machines. Individuals required to wear breathing devices in toxic atmospheres shall be clean-shaven where the mask contacts the face. Employees working in hazardous areas shall not wear tennis shoes, loafers, or sandals. Employees shall not wear high platform sandals or shoes when working if the thickness of the sole and heel is extreme and causes the wearer to walk precariously.

VACCINATIONSThe county or political subdivision should evaluate routine tasks and procedures in the workplace to identify potential areas that may be exposed to infectious diseases. Vaccinations can be distributed to those workers that are at risk, by the county health department or nearest medical facility. These vaccinations should be provided free of charge by the employer to the employee. A waiver should be sign and dated by those employees that refuse the vaccination.

SAFETY PERFORMANCE EVALUATIONS AND INCENTIVES

As part of periodic job performance evaluations, safety performance should be included. The key word here is "performance," not "attitude." The manner in which a department head, supervisor or employee conducts his day-to-day job activities, as measured against a standard, should be considered. An example could "completes and turns in an accurate and complete accident investigation report with 8 hours of every accident."

Incentives should be offered to recognize those employees, departments and organizations for working for a period of time without having an accident.

1. Provide a positive reinforcement of the safety policy.2. Reward employees both individually and in groups.3. Approve creative incentives through the loss prevention committee.4. Include supervisors in the reward process.

CHAPTER 6RECORD KEEPING

EMPLOYEE FILES - ORIENTATION TO HAZARDS

Each employee should be given orientation as to the hazards involved in his or her job (See form MAC 011) and record kept in the employees personnel file. The personnel file should also include accident history, and notices of disciplinary actions.Every employee should also have a medical file that contains medical records, with access limited to those persons who have an actual need to know. The medical file and personnel file should be kept separate.

LOSS PREVENTION COMMITTEE MEETING MINUTES

Copies of the loss prevention committee meeting minutes should be kept by the loss prevention coordinator (the presiding commissioner, county executive or political subdivision designee). Departmental loss prevention committee meeting minutes should be kept by the department head and copies should be sent to the loss prevention coordinator. A minimum of 4 meetings in a year is required for incentive program guidelines. (See forms MAC 001, 002)

INSPECTIONS

All department heads are responsible to keep inspection reports of their areas of responsibility on file. These reports should be made available to the loss prevention coordinator, loss prevention committee, and employees. (See forms MAC 003, 004, 005, 006, 007, 008)

ACCIDENTS

The main form that must be filled out is the Report of injury Form (form1). It should be sent to our claims administrator within 24 hours of the incident. The Administrative Manual at our website (website directions are listed on Page 2 of this manual) gives important information on filing instructions and forms.

Other forms on our website are for the county's personal use. They should be completed when applicable, submitted to the Risk Manager and retained for committee review. (See forms MAC 012, 014,)