REPORT-A-CLAIM OVERVIEW
Every claim can be stressful or confusing. We're here every step of the way in the process.
Report-a-Claim
Overview
You need to report a claim...
but first we have a couple of important questions.
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Is everybody OK? Do you need any help right now?
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If there are injuries related to your claim please let us know as well as the insurance company. We want to be sure to be involved to support you in your time of need.
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What is your deductible? If you feel your damage is below or near your deductible contact Driehaus Insurance to discuss options.
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If you need help immediately securing your property, boarding up windows or starting to get water out, we can refer you to some local restoration services
The true test of your insurance program is when you need to file a claim. We have links to each carrier and direct reporting phone numbers and fax numbers that will let you get the process started. Please call us if you need help or have questions. We pick up our phones.
Before a claim occurs, you may want to know what is needed and some basic steps to take in managing the claims process. We have some best practices for each type of claim that you may encounter. We hope you do not need these guides but being prepared is always best. See below.
[ Best Practices - Helpful guidelines to making a claim.
Workers' Compensation Claim Reporting — Best Practices
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Promptly report the claim to the insurance carrier or your TPA. There are reporting requirements in the Workers Compensation regulations that require prompt reports.
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Complete the First Report of Injury form provided by the insurance carrier.
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KENTUCKY - Download First Injury Report Form >>
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INDIANA - Download First Injury Report Form >>
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Direct the employee to your pre-selected medical provider
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Is the accident recordable for OSHA 300 purposes? Employers must report any worker fatality within 8 hours and any amputation, loss of an eye, or hospitalization of a worker within 24 hours.
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Follow up with the medical provider to determine ability to accommodate any light duty restrictions. You should have some light duty jobs identified in advance to allow easy assignment.
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Investigate the accident to determine the cause. Interview the employee and witnesses and take photos of the site and equipment involved. Make corrections if the investigation indicates that a hazard needs to be corrected.
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Manage the claim in concert with the medical provider, insurance carrier until the worker is back to work at full capacity.
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If you need help with any of these steps, call Driehaus Insurance Group and we can help you manage this process.
Automobile Claim Reporting — Best Practices
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Determine if there are any injuries – if there are injuries dial 911 to request assistance. Render aid if qualified. If no injuries dial 911 and report the accident to the police.
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Do not stand between the vehicles or in the lane of traffic. A second collision can occur, and you would be injured.
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Exchange information with other drivers. Do not admit fault or assign blame to anyone during this exchange. Ask for names, addresses, phone and email numbers. Record license plates. Take a photo of the other party’s operator license if possible. Advise the other parties that you are reporting the accident to your insurance carrier.
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Take photos of the accident scene before vehicles are moved. Focus on damaged areas and the position of the vehicles. Include photos of traffic control devices such as traffic lights and stop signs that are part of the scene.
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Provide the police officer with any needed information. Obtain the report number and contact information for the police agency to get a copy of the report.
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Report the claim to your insurance carrier and provide the carrier with any photos and information on the police report and agency.
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Make the vehicle available to the insurance adjuster for an inspection. Do not have the vehicle repaired until the insurance company indicates it has completed its evaluation.
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If the accident was job related, report any employee injuries to your Workers Compensation carrier.
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Retain any statements, photos and information on the claim in a designated file.
Property and Equipment Breakdown Claim Reporting — Best Practices
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Report the claim to your insurance carrier
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Take photos of the damaged area and damaged contents before you make any repairs or action to prevent further damage.
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Take appropriate action to prevent further damage. Shut off utilities, cover building openings protect contents from further damage.
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Protect yourself from injury while making temporary repairs or cleaning up a claim site. Be aware of exposed electrical hazards, sharp edges, broken glass and other physical hazards. If you are dealing with a sewer back up or flood event, take precautions to protect your skin from contact with contaminated water. Use a face mask to limit inhalation of any contaminated products in the air. Go to: CDC Advice on disaster clean up >>
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Retain damaged property for inspection by the insurance carrier.
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Begin to make a detailed inventory of damaged materials and property. If possible, find any information to support the value of the goods.
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Obtain detail repair estimates and make them available to the insurance carrier
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If vandalism or damage is related to a burglary, make a police report. Ask the officer for his contact information and how to obtain the report.
General Liability Claim Reporting — Best Practices
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Report incidents that involve bodily injury or property damage to your insurance carrier as soon as possible. If the first notice of claim is a legal complaint, forward it to your insurer immediately.
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If there is an incident at your location, gather the facts around the incident and take photos of the area and any equipment involved. If you have surveillance system video, please retain that video. If in a public area look for surveillance cameras and ask the owner to retain the footage for the time of the event.
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If there is an injury, dial 911 and request assistance.
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Gather information from the parties involved. Names, addresses, phone and email addresses. Indicate if the parties are involved or witnesses.
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Do not admit fault or agree to pay for anything or make any payments to anyone. Gather the facts and let the parties know you will report this your insurance company.
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If there are specific tools or equipment involved in the incident, retain them and do not make any changes or repairs to them until the insurance company has inspected and released them to you.
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If necessary, make a police report if the incident involves a potential criminal complaint.
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Do not discuss the events with anyone other than your insurance company. Do not take class from the other party or any legal firms. Refer all contacts to your insurance company.
Professional Liability / Errors and Omissions Claim Reporting — Best Practices
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If you feel you have a claim that has arisen call Driehaus Insurance Group to review the definition of claim in your policy. This includes your receiving notice of a suit being filed.
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If the policy review indicates that the event should be reported, file the claim with your insurance carrier.
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Provide the carrier with all details, records and materials relate to the claim.
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Before engaging your own attorney to defend the claim, discuss this with the insurance carrier. Your policy may allow the carrier to direct the defense. Your private legal expenses my not be covered.
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Do not discuss the claim or the events and records with anyone other than your insurance carrier and the assigned legal counsel.
Cyber Insurance Claim Reporting — Best Practices
Cyber liability insurance often provides response assistance as well as liability coverage. Since the two parts are linked, the insurance carrier will often require their approval of engaging any services or professional assistance related to the breach. With this coverage, coordination with the insurance carrier is critical for your best outcome.
Breach Response Notification Process
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Notify Driehaus Insurance Group of the event. Have as many details as possible available. If your policy includes breach response services, the following will apply.
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Report the claim as soon as possible. Many cyber policies have a 24-hour hot line. Use that to make initial contact. This will allow the insurer to start their investigation and response protocols.
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The insurance company will assign or suggest a breach response legal firm and a forensic investigator.
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Have the attorney engage the forensic investigator so any findings are covered by attorney client privilege
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The attorney will identify those records, devices and information that must be reserved for investigation and potential litigation.
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Do not engage any resources for the breach without discussion with the insurer. The insurer may not reimburse you for services they did not approve.
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The insurance carrier has a time period within their policy to review the claim and determine coverage. During this period do not engage additional expert or services without carrier approval.
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Work with the carrier to plan a comprehensive breach response plan
Post Breach Litigation Support
Promptly notify your carrier and Driehaus Insurance Group of any suits or legal service related to the breach.
Document the actions taken in your post breach response plan.
Coordinate selection for defense counsel with your insurance carrier. If possible, identify several potential law firms in your area as your first choice may have a conflict with your case and preclude their participation.
Have a plan to preserve devices, data and information related to the breach.
Employment Practices Claim Reporting — Best Practices
Employment practice insurance claims can come from several directions. The key is prompt reporting of the situation to your insurance carrier.
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Promptly report any potential claim to your insurance carrier. The initial trigger could be;
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A demand for money or non-monetary relief from an employee
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A notice of complaint for and Federal or State Equal employment or Labor Department
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Legal notice or suit papers
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Do not make an offer to settle the claim before discussing with your insurer
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Do not hire or refer to your own attorney with consultation with your insurance carrier. Your policy may reserve the right to defend your claim to the insurance carrier.
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In consultation with legal counsel secure and retain all records, reports and supporting materials that are needed..
Crime Coverage Claim Reporting — Best Practices
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If you suspect that your business has been the victim of a crime, call Driehaus Insurance Group to review the specific coverages your crime policy offers. Not every policy will cover every potential claim.
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If your coverage review indicates that coverage is available, the carrier should be notified as soon as possible. Failure or delay in reporting can complicate the claims handling process
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Document how the claim was discovered and what led to the discovery of the loss.
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You may be required to submit a written notice of claim to continue the process. Failure to provide this in a timely basis may complicate your claim handling.
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Retain and protect records, files and devices that pertain to the loss. These may be needed by the insurance carrier.
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If the event was a burglary or theft from your premises, retain any alarm system logs, surveillance footage, access control logs and other records indicating access to the facility at time of the loss.
Transit or Motor Truck Cargo Liability Claim Reporting — Best Practices
Coverage for goods in transit may be first party coverage that you carry on your shipments. You may also be able to collect third party cargo liability insurance if the goods were in the hands of a motor carrier. If you have questions about your coverage call Driehaus Insurance Group.
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Notify your insurance carrier when you have a shipment with lost or damaged cargo.
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Retain all bills of lading and other shipping documents
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Conduct an inventory of the damaged goods and sort them from the goods that are not damaged. Take photos of the good before removing them. Include and damage to cartons, packaging or dunnage.
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Document seal condition and numbers.
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If the shipment was temperature controlled – ask the carrier to download the trip log from the refrigeration equipment and retain that for you. Ask the driver the share any written temperature checks done during the trip.
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Secure and protect undamaged freight for further loss.
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Document the damage on the bill of lading – do not accept freight that is damaged without noting the damage on the shipping papers.
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Document the carrier information – get the USDOT number for the motor carrier – Take a photo of the DOT information on the door of the power unit.
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Immediately file a claim with the cargo carrier. If you have first party transit coverage file a claim with your carrier.