A Capehart Scatchard Blog

An Adjuster’s View of Making Good Claim Notes in New Jersey Workers’ Compensation

By on February 1, 2018 in Claims with 0 Comments

By: Michael Weiner, Workers’ Compensation Claims Examiner
Editor: John H. Geaney, Esq.

As adjusters we are constantly being reminded to document our files: specifically, keep good log notes. We have all heard managers and supervisors repeat this mantra: “If it is not in the notes, it did not happen!” Good claim notes should “tell the story of the claim.” But what is the best way to keep good claim notes? Is there only one way to accomplish this task? Probably not.

Over 28 years, I have developed my own system of keeping detailed and accurate claim notes. Essentially, I label every note that I take. Now I know some computers systems have note headings, but I label it anyway because when the notes are printed they always show who I am talking to. Sometimes the headings do not show up on the printed copy.

Here is how my personal system works: I categorize my note into five broad categories. They are Claimant, Doctor, Client, Defense Contact and Action Plan. These categories correspond to the individuals I am talking to most often in the life of the claim. Once the category is indicated, I then provide detail on the entry. At the end of every note that is being entered as part of a diary I include the caption of Action Plan. I do this for two reasons. The first is management finds this very useful. The second is that it helps me focus steadfastly on closing the file.

In the Action Plan I discuss my thoughts and expectations as to how I will resolve the claim. I find that having an action plan in the notes helps me the next time I look at the file. I know what I need to do and why I wanted to do it the next time I look at the file.

New Jersey comp files can sometimes stay open for years. The average file is in the Division is open for two years and three months. My goal is to close cases as quickly as I can within the appropriate level of exposure, and clear and useful log notes help me achieve that goal.

From time to time, Mr. Geaney invites Guest Bloggers on workers’ compensation matters.  Mike Weiner, an experienced adjuster, was kind enough to submit this blog today.  Please send any feedback to Mike at vmamweiner@gmail.com.



About the Author

About the Author:

John H. Geaney, a shareholder and co-chair of Capehart Scatchard's Workers' Compensation department, began an email newsletter entitled Currents in Workers’ Compensation, ADA and FMLA in 2001 in order to keep clients and readers informed on leading developments in these three areas of law. Since that time he has written over 500 newsletter updates.

Mr. Geaney is the author of Geaney’s New Jersey Workers’ Compensation Manual for Practitioners, Adjusters & Employers. The manual is distributed by the New Jersey Institute for Continuing Legal Education (NJICLE). He also authored an ADA and FMLA manual as distributed by NJICLE. If you are interested in purchasing the manual, please contact NJICLE at 732-214-8500 or visit their website at www.njicle.com.

Mr. Geaney represents employers in the defense of workers’ compensation, ADA and FMLA matters. He is a Fellow of the College of Workers’ Compensation Lawyers of the American Bar Association and is certified by the Supreme Court of New Jersey as a workers’ compensation law attorney. He is one of two firm representatives to the National Workers’ Compensation Defense Network. He has served on the Executive Committee of Capehart Scatchard for over ten (10) years.

A graduate of Holy Cross College summa cum laude, Mr. Geaney obtained his law degree from Boston College Law School. He has been named a “Super Lawyer” by his peers and Law and Politics. He serves as Vice President of the Friends of MEND, the fundraising arm of a local charitable organization devoted to promoting affordable housing.

Capehart Scatchard is a full service law firm with offices in Mt. Laurel and Trenton, New Jersey. The firm represents employers and businesses in a wide variety of areas, including workers’ compensation, civil litigation, labor, environmental, business, estates and governmental affairs.


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