Office of Human Resources

2725 Judge Fran Jamieson Way
Viera, FL 32940

(321) 633-2031

Fax: (321) 633-2036

Hours of Operation
Day Hours
Monday- Friday 8:00AM - 5:00PM
Saturday - Sunday CLOSED
Address and Phone

Office of Human Resources

2725 Judge Fran Jamieson Way
Viera, FL 32940

(321) 633-2031

Fax: (321) 633-2036

Hours of Operation
Day Hours
Monday- Friday 8:00AM - 5:00PM
Saturday - Sunday CLOSED

Brevard County Risk Management Claims Reporting System

On June 1, 2011, Brevard County Risk Management introduced an online electronic claim reporting system for use by all offices, agencies, and departments who participate in any of the Board of County Commissioners’ Property/Casualty Insurance Programs (workers’ compensation, auto liability, property liability and/or general liability). Beginning July 1, 2011, it will be mandatory that all claims are to be submitted to Risk Management utilizing the new online system; hard copy paper claims will no longer be accepted.

Training on the new system will be conducted throughout the month of June (see attached schedule); it is strongly encouraged that all supervisors and/or employees that will be completing claim reports attend one of these sessions. The three components of the system are explained below and will be discussed in more detail at the training sessions.

Creating a Claim / Using the Wizard

Employees will be able to submit property and casualty insurance claims from the Create New Claim wizard.

The Create New Claim Wizard can be accessed both internally and externally:

  • From the county network, navigate to the BEACH/intranet and click on “Departments” on the top of the page. Under the Department Directory, click on “Human Resources”. On the left hand side of the page, click on “Risk Management” and then click on “Create a New Claim”.
  • From outside the county network, use  the Create New Claim Wizard.

Upon accessing the Create New Claim wizard, a pop-up window displays a list of available County employers (i.e. Brevard County BoCC, Brevard County Sheriff’s Office, Clerk of the Court, etc.). Click on the appropriate employer. If the employer is either the Brevard County BoCC or Clerk of the Court, enter the personnel number of the involved employee in the space provided. Entering the employee's personnel number is a convenience features that allows data from SAP to be automatically pre-populated in the appropriate fields. For all other employers, the employee’s personal information (name, home address, home phone, date of birth, date of hire, department, job title, rate of pay, shift, and gender) will need to be manually entered (depending on the type of claim).

Generally, the employee involved in the incident will be the one completing the initial information in the Create New Claim wizard. However, in those departments where a supervisor or other designated person enters this information, or if the involved employee is unavailable to complete the report (i.e., he/she has gone to the hospital for medical treatment), then it will be necessary to enter the name of the employee entering the initial information in the Create New Claim wizard and the reason he/she is doing so.

Once the employee number and/or the name of the employee entering the initial information are entered, click “Continue” to proceed. A pop-up window will appear to “Select Claim Type”. A drop-down menu lists the claim types available for the employer that was selected at the beginning of the wizard. Select the appropriate claim (workers’ compensation, general liability, auto, property) and then click “Create Claim”.

The Create New Claim screen will appear and show the selected employer, the type of claim to be created, and the personal information on the employee involved in the claim. Enter any information not pre-populated by SAP (including the name of the involved employee’s supervisor) and then complete all the required Claim Information. At the bottom of the Create New Claim screen is a CAPTCHA control, or a special rendered security code that prevents automated submissions into the system. Enter the security code exactly as it appears, keeping in mind that the code is case sensitive, and then click “Submit Claim”. A success message will then appear and a claim review screen will also appear so that that the claim information can be viewed and/or printed.

Supervisor Report of Accident / Injury

Once an employee creates a new claim using the wizard, the involved employee’s supervisor will receive an automatic email notifying him/her that a Supervisor Report of Accident/Injury must be completed. This report is a valuable loss control tool used to assist in the prevention of reoccurrences of similar claims and needs to be completed online and transmitted to Risk Management within 72 hours of setting up a new claim.

In order for this to be done electronically, the immediate supervisor for the employee(s) involved in an incident/accident must be correctly identified in the Create New Claim Wizard at the time the claim is first reported. If the appropriate supervisor is not available at the time of the claim, then another supervisor/manager should be identified on the initial claim report so that they can be designated to receive the system generated notices and complete the Supervisor Report of Accident/Injury within three days (72 hours) of the reported claim. if you can not find an appropriate supervisor/manager on the list preloaded in the system, you must contact Risk Management immediately (by phone at 633-2037 or email Risk Management) in order to have supervisors added into the system.

The claim notification email will contain an encrypted link to the employee’s claim. The supervisor must click this link in order to open the Supervisor Report page and complete the Supervisor Report of Accident/Injury. The Supervisor Report page, just like the paper form it is replacing (BCC-207), consists of text boxes for the supervisor to provide his/her narrative detailing the events that led up to the claim. This page requires that all text fields have something entered in them, therefore if a field is not applicable, simply enter “None”. Once all text fields are completed, click “Update Supervisor Input”. This will submit the Supervisor Report of Accident/Injury and transmit it to Risk Management via the Claims Reporting System.

If the Supervisor’s Report of Accident/Injury is not completed within 72 hours after a new claim is created and the notification email is delivered, a reminder email and the encrypted link will be sent to the supervisor. The Claim Reporting System monitors new claims every 12 hours and will continue to send the supervisor a reminder email twice daily until the Supervisor Report of Accident/Injury is completed and submitted to the system.

Claims Management Administration

The Claim Management Reporting System contains an administrator-only module that permits authorized Risk Management personnel to view, update, and close claims. This application serves as a fully electronic management and transmittal system for all claims received by the County, as well as a tool for generating reports and statistical data on those reported claims.

User Training

The online Claim Reporting System has been designed to be user-friendly, requiring minimal start up training for those required to access the program. All past scheduled training opportunities for the initial release of the system have passed. Any new scheduled training sessions in the future will be posted here. To request training for this system, please contact Anne Lawrence or Linda Allison in Risk Management at 633-2037.

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Brevard County Board of County Commissioners

2725 Judge Fran Jamieson Way Viera, FL 32940,
711 FLORIDA RELAY
(800)-955-8771

Under Florida law, e-mail addresses are public records. If you do not want your e-mail address released in response to a public-records request, do not send electronic mail to this entity. Instead, contact this office by phone or in writing.

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