The Vendor is required to provide to risk management solution.
- The solution will streamline compensation and liability claims management, allowing for efficient tracking of claim numbers, medical claims, and financial tracking.
- The risk management division currently uses a product called filemaker that tracks workers’ compensation and liability claims; however this software will be retired in a few years, this is the main catalyst for seeking out a new risk management system.
- Services include:
• A SharePoint site for supervisors to reports vehicle and equipment accidents
• Combination of excel spreadsheets and SharePoint site for supervisors to reports city vehicle accidents and city property accident recovery reporting to assist in subrogation efforts
• Reviews and approves or denies certificates of insurance liability received through emails (over 800 per year)
• Provide top management team with a monthly work-injury report through utilization of filemaker and excel spreadsheet to generate the report
• Excel spreadsheets to track various safety training
• Open forms is used for submitting safety observation reports and ergonomic reviews to the safety technician.
- Ability to create or search by a claim number, injured worker, date of birth, injury type, department, etc.
- Task, note, and diary entry system essential to the claims process.
- Accessible notes to document claim conversations, phone calls, medical authorizations, etc.
- Ability to attach and download various documents related to specific claims, and file notes
- Financial tracking (claim reserves, indemnity payment, medical payments).
- Financial system is an internal-facing system only; thus, the public would not be able to submit a liability claim.
- A SharePoint form is used to submit an ergonomic review request to the safety technician.
- Incident and claims management
• Provide online and mobile platforms for employees to easily report workplace accidents, incidents, and injuries.
• Enable public reporting for liability claims through user-friendly online and mobile options.
• Implement a system for providing claim status updates to injured workers or claimants.
• Develop a comprehensive claims management system featuring diary/activities, notes, and document attachment capabilities.
• Automate workflows for incident review, approvals, and denials to enhance efficiency.
• Ensure seamless communication and integration with insurance and third-party administrator (TPA) systems, particularly for reporting workers’ compensation claims and filing state-mandated forms.
• Mail merge and use of word templates for all letters
• Ability to log the OSHA 300, 300a, and 301 reports with the state.
- Risk identification, assessment, and control
• Facilitate cross-departmental collaboration for effective risk identification.
• Allow for comprehensive reporting, documentation, and categorization of organizational risks.
• Implement an automated risk scoring and prioritization system for better decision-making.
• Integrate geographic information system (GIS) functionalities for geographic risk analysis and trend identification (e.g., flood zones, crime hotspots).
• Provide customizable reporting options with real-time data and KPI dashboards.
- Data analytics
• Offer risk trend forecasting and in-depth analysis capabilities.
• Generate robust reports with detailed statistics presented in graphs and charts.
• Establish an automated reporting mechanism for top management for injury and accident trends.
• Create a public-facing platform for open and transparent data related to liability claims and status on claims submitted.
• Enable the generation of quarterly and year-end or "year in review" reports to summarize insights and trends.
- Certificate of insurance liability
• Develop an online reporting system that integrates with Accela and DocuSign for a holistic review of insurance coverages, ensuring faster response times across departments.
• Simplify tracking of policies; streamline responses to freedom of information act (FOIA) requests.
- Enterprise integration and ease of user experience
• Ensure mobile-friendly options for injured workers and the public to enhance accessibility.
• Facilitate seamless integration with oracle, samsara, filemaker and potentially other systems.
• Enable data sharing between integrated systems for workers’ compensation and payroll purposes.
• Multilingual options and ADA compliant.
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: May 23, 2025