Incident and Claim Reporting

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In the past, a delay in the submission of claim and incident reports from various customer organizations has been experienced. Quick and efficient claim and incident notification is necessary for us to properly handle the needs of the customers. The following guidelines should be implemented to make certain that we are receiving the claims in an effective and timely manner.

  1. Provide all pertinent facts and details when completing the incident report. Do not express an opinion about the fault of the organization to the other party. Offer your care and concern, but do not make any commitments or promise to reimburse expenses. It is alright to apologize, this is not an admission of fault. Inform any interested parties that the information will be submitted to your insurance carrier. (Recently, customer organizations have advised parties that claims would be paid without knowing the exact extent of the policy coverage’s.)
  2. Notify The Redwoods Group (preferably by fax, email, or telephone) within 24 hours of the incident. If further follow-up is required, we will contact you and will work together with you to complete the claim handling process. Prompt reporting not only assists in the handling of the claim at hand, but also can identify and help prevent similar, future incidents. (Recently, claims have been received several months after the injury or property damage had occurred. Such delays often frustrate the injured party and encourages them to obtain an attorney and sue to recover their perceived loss. The delay may also leave a hazardous condition or procedure unapprised.)
  3. If you have a loss before 8:30 a.m. or after 7:00 p.m. (EST) or on a weekend, please call our 24-hour hotline number (877-590-4678) so that we can handle the claim promptly. *(Recent weather related claims have not been reported until normal business hours. Immediate knowledge of the loss can assist in mitigating further loss.)
  4. Prompt notification enables us to interview and gather details before the judgments and opinions of witnesses become clouded with time. This will assist us in providing you with the most prompt and efficient handling of claims. (Recently, the delayed notification of several claims has resulted in blurring of the facts from witnesses.)

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