Claims Reporting Procedure

Please use the following procedure to properly process occurrences[1] involving bodily injury,[2] personal injury[3] or property damage[4].

Procedure:

  1. Upon notification of an event, employees are to:
  2. Remain objective with no judgment calls, no promises of resolution, no acceptance of liability, and no promise of payment or reimbursement.
  3. Record basic information of the event, include the “how, when and where”
  4. Injured/Witnesses
  5. Names
  6. Statements - record direct quotations from the person involved
  7. Address/phone number
  8. Obtain pertinent information immediately available
  9. Photographs
  10. Measurements
  11. Preserve evidence
  12. Complete LMHA Incident Report form
  13. As complete as possible
  14. Promptly – within the same shift or within 24 hours
  15. Attach electronic photographs to the document
  16. Submit form to Outlook distribution list “Incident Report” and to your supervisor/department head.
  17. Report significant events immediately to the Executive Director or Executive Administration’s office by phone, radio or email.
  18. Safety and Legal Counsel:
  19. Determine if additional fact gathering is necessary and assign information gathering duties to:
  20. Department Director
  21. Housing Manager, Supervisor
  22. Safety & Security Manager
  23. Risk Management Accident Analysis Team
  24. Include copies of:
  25. Work orders
  26. Police/fire reports
  27. Follow-up interview reports
  28. Additional photographs, etc.
  29. Determine the need to notify insurance carriers.[5]
  30. If insurance carrier must be notified, provide copies of the following to HAIG:
  31. Completed HAIG’s “Report of Claim/Incident”
  32. LMHA’s “Incident Report Form”
  33. Work orders, Police/fire reports, follow-up interview reports and any additional photographs
  34. Request HAIG record the occurrence as an incident only, or
  35. Request HAIG record the occurrence as a claim and defend LMHA
  36. Assist HAIG’s investigation/legal team when necessary

[1] “’Occurrence’ means; 1. an accident, including continuous or repeated exposure to substantially the same harmful conditions, which causes ‘bodily injury’ or ‘property damage’…”

[2] “’Bodily injury’ means bodily injury, sickness or disease, mental anguish or mental injury, sustained by a person, including death….”

[3] “’Personal injury’… means injury other than ‘bodily injury,’ arising out of …1. False arrest…3. Wrongful entry into, or eviction of a person from…” See LMHA’s Commercial Liability Policy for complete listing. The Director of Finance keeps a copy.

[4] “’Property damage’ means: 1. Physical injury to tangible property, including all resulting loss of use of that property…or 2. Loss of use of tangible property that is not physically injured…”

[5] LMHA must promptly notify HARRG if an ‘’…’occurrence.” “Wrongful Act,” act, error, omission or other circumstances which may give rise to claim, claims or ‘suit.’”