Private Practice: ICBC Rehabilitation Department Update

On August 2, 2012, the ICBC Rehabilitation Department released a 2nd email update regarding the new template format that was released in June 2012. CAOT-BC continues to work directly with ICBC in the evolution of these documents, representing occupational therapists in BC .If you require a copy of the template formats, please email Steven Comberbach directly (contact information below).

Here is the email update:

The ICBC Rehabilitation Department and CAOT-BC have continued the ongoing collaborative work of developing  new ICBC – OT reporting templates. Attached are newly revised templates with updates reflecting suggestions and feedback received from occupational therapists across the province.

As per previous communications multiple formats of the same document for Initial Report and Progress Report are being provided to accommodate the various computer operating systems being used. Also attached is a new “Discharge Report” template. This template has been developed with input from the CAOT – BC Business Relations Committee members. Please begin using these documents as of today’s date.

Modifications made to the Initial Report and Progress Report templates include:

 §  The addition of a page footer which indicates client name, claim number, report date and the template report version being used. This change is intended to assist with adding identifying information to each report page in the event that the pages are ever separated as well as ensuring that the most recent template version is being used;

§  The addition of “OT company name” and “OT fax number” on the last page of the report (below OT signature box);

§  Removal of the light blue shading on the form.  All report font should be black in order to improve the legibility of the document when it is printed or faxed;

§  Font size was increased and made consistent throughout the document;

§  Removal of “place of birth” from page 1 as it is not relevant to occupational therapy services;

§  Addition of the following comment on the bottom of each page in order to clarify the purpose of the report and for freedom of information reasons “Personal information provided on this form is collected pursuant to  section 26 of the Freedom of Information and Protection of Privacy Act. The personal information will be used for planning and evaluating of a rehabilitation plan and for Part 7 claims handling”;

§  Removal of RC approval comments section on Individual Rehab Plan. ICBC will revert to the previous method of faxing back a separate Rehab Coordinator authorization form. This modification is intended to keep the occupational therapist authored report separate from any ICBC comments that could have previously been typed into the document.  

 In addition to the template changes, the following methods for report transmission are options for occupational therapists to choose from:

1.      EMAIL: If an Occupational Therapist would like to submit a report via email, please do so by submitting the report in a password protected PDF format only. The report should be sent in PDF format only so that the document cannot be edited after it is sent. In addition, it is recommended that the report be password protected for security reasons. The password to use is: ICBCREHAB59 . Only ICBC Rehab staff will access this email address and only ICBC Rehab staff will have access to open these documents. ICBC will change the password quarterly and will advise OT service providers whenever the password should be changed. Please email reports to:     CC59@ICBC.com

2.      FAX: Reports can be faxed directly to the following departments:
§  Vancouver Rehab Fax #: (604) 647-6129
§  Abbotsford  Rehab Fax #: (604) 850-8082
§  Kelowna Rehab Fax #: (250) 979-4602
§  Victoria Rehab Fax #: (250) 978-8021

3.      MAIL: Reports can be mailed directly to the following departments:

§  Vancouver:   
ICBC Rehab Department
Suite 200 - 808 Nelson Street
Vancouver BC V6Z 2H2

§  Fraser Valley:
ICBC Rehab Department
#103 - 32450 Simon Avenue
Abbotsford BC V2T 4J2

§  Victoria:
ICBC Rehab Department
910 Government Street
Victoria BC V8W 3Y8

§  Kelowna:
ICBC Rehab Department
#224 - 1634 Harvey Avenue
Kelowna BC V1Y 6G2

 Future Steps

On August 8, 2012, College of Occupational Therapists of BC (Registrar and CEO, Kathy Corbett),  CAOT-BC (Giovanna Boniface) and ICBC (Steven Comberbach) will meet to review the new reporting format within the context of COTBC standards of practice.

On September 25, 2012, CAOT – BC (BRAC members and Managing Director) will meet ICBC (Steven Comberbach and other ICBC Rehab Managers) to review the new template documents with the goal of finalizing them at this time.

Any additional feedback regarding use of any of the templates should continue to be documented and submitted to  ICBC (Steven Comberbach) and copied to CAOT-BC (Giovanna Boniface) for review at the end of the trial period.

Thank you for your continued cooperation and participation in this process.

 If you have any questions or concerns, please feel free to contact either Steven or Giovanna directly.

Giovanna Boniface, OT Managing Director of CAOT-BC /  Directrice générale de l'ACE-CB Canadian Association of Occupational Therapists / Association canadienne des ergothérapeutes 800-434-2268 ext. 265 604-765-9605 (cell) Fax: 613-523-2552 PO Box 30042 RPO Parkgate Vlg North Vancouver, BC V7H 2Y8 www.caot.ca http://www.caot-bc.blogspot.ca/

Steven Comberbach CCRC, CDMS, RRP, BA Manager Rehab Operations    ICBC building trust. driving confidence. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 910 Government Street Victoria | British Columbia | V8W 3Y8 direct: 250-414-7696 mobile: 250-812-5125