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Workers Comp Emails – How To Handle Inbound Messages

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Workers Comp Emails – Handling Them On The Way In Saves Time And Aggravation

Handling Workers Comp emails can be a complicated, frustrating job function.  In fact, I have received quite a few questions over the years about handling Workers Compensation postal mail and emails.   

picture of directional workers comp emails sign
Wikimedia Public Use License – Dyon Joel

Tackling the rerouting of Work Comp emails can be daunting due to the different email systems in place – Hotmail, Gmail, Yahoomail, Outlook, and many others. 

I will cover all of the major ones in this article – 

Different Versions of Workers Compensation

OK, so I said this might grate your nerves, but one of the woes of  WC on the Internet is the different names for Work Comp.  I have already used three versions in this section. 

The different versions of Worker’s Compensation are:

  • Work Comp 
  • Worker’s Comp
  • Workers’ Comp
  • Workers Comp 
  • Workers Compensation
  • Worker’s Compensation
  • Workers’ Compensation 

Copy and paste each one of these into a Google search,  and you will be amazed that each one gives different results.  (Ouch!)    If you separate workers compensation into two words, you are going to forward everything from your inbox that had the word workers or compensation to count as workers compensation.  I have made that mistake in the past.   

What can one do?   One of the rules – see next sections – is to have emails from a certain sender (agent, adjuster, rating bureau, etc.) go into a certain folder.   

Folder

The first task involves setting up a folder in for items to be forwarded or move to that folder.   This folder will be the landing place for all the emails you set up using certain rules. 

Workers Compensation is always a good folder name.  

Vector workers comp emails graphics
by StockUnlimited

Business/Employer  System Emails  

To be safe, if you have a systems administrator, do not do this on your own.  That is the SysAd’s job, so let them do it.    Due to my tech background, I set my own incoming email rules into place.  Setting up the algorithm enables an email recipient to handle workers comp emails very quickly and efficiently. 

Done wrong, and you can wipe out all your emails or crash the system.   

The keyword here is the incoming rule.   That is where you can direct any email to any folder, delete it, or perform 80+ functions to a certain set of incoming emails. 

Microsoft Outlook 2013 is what I use for emails.   Your system may vary, so the SysAd’s input is critical.  If your SysAd says to leave it alone, then that is what you must do – or they can email me for any clarifications. 

Instead of me droning on, I thought I would direct you to the proper Microsoft Outlook instructions.  <<<Click here.    It is all there.  Microsoft created a great page there.  Watch the versions.   Check out the subsections in that webpage on how to create more rules. 

Hotmail/Livemail 

Hotmail rules can be found  here.   Thanks  and good job to Lifewire for the rule breakdown. 

Yahoomail 

Click here for Yahoo Filters – they claim to have over 1,000 filters – wow! 

Gmail

Gmail Inbox organization rules can be found at this link.   –  kudos to PC Magazine for their Gmail Inbox Tips 

 

The smartphone apps for each of the services may be slightly different.   

 

J&L Risk Management Consultants is not responsible if you blow up your inbox.   Remember, to ask for help from someone with a tech background if this seems overwhelming or you get to a point of no return in setting up your workers comp emails.   

(sm)  Hotmail, Gmail, Yahoomail, Outlook, Lifwire, and PC Magazine are all screenmarks of their respective owners.  

 

©J&L Risk Management Inc Copyright Notice

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James Moore

Raleigh, NC, United States

About The Author...

James founded a Workers’ Compensation consulting firm, J&L Risk Mgmt Consultants, Inc. in 1996. J&L’s mission is to reduce our clients’ Workers Compensation premiums by using time-tested techniques. J&L’s claims, premium, reserve and Experience Mod reviews have saved employers over $9.8 million in earned premiums over the last three years. J&L has saved numerous companies from bankruptcy proceedings as a result of insurance overpayments.

James has over 27 years of experience in insurance claims, audit, and underwriting, specializing in Workers’ Compensation. He has supervised, and managed the administration of Workers’ Compensation claims, and underwriting in over 45 states. His professional experience includes being the Director of Risk Management for the North Carolina School Boards Association. He created a very successful Workers’ Compensation Injury Rehabilitation Unit for school personnel.

James’s educational background, which centered on computer technology, culminated in earning a Masters of Business Administration (MBA); an Associate in Claims designation (AIC); and an Associate in Risk Management designation (ARM). He is a Chartered Financial Consultant (ChFC) and a licensed financial advisor. The NC Department of Insurance has certified him as an insurance instructor. He also possesses a Bachelors’ Degree in Actuarial Science.

LexisNexis has twice recognized his blog as one of the Top 25 Blogs on Workers’ Compensation. J&L has been listed in AM Best’s Preferred Providers Directory for Insurance Experts – Workers Compensation for over eight years. He recently won the prestigious Baucom Shine Lifetime Achievement Award for his volunteer contributions to the area of risk management and safety. James was recently named as an instructor for the prestigious Insurance Academy.

James is on the Board of Directors and Treasurer of the North Carolina Mid-State Safety Council. He has published two manuals on Workers’ Compensation and three different claims processing manuals. He has also written and has been quoted in numerous articles on reducing Workers’ Compensation costs for public and private employers. James publishes a weekly newsletter with 7,000 readers.

He currently possess press credentials and am invited to various national Workers Compensation conferences as a reporter.

James’s articles or interviews on Workers’ Compensation have appeared in the following publications or websites:

  • Risk and Insurance Management Society (RIMS)
  • Entrepreneur Magazine
  • Bloomberg Business News
  • WorkCompCentral.com
  • Claims Magazine
  • Risk & Insurance Magazine
  • Insurance Journal
  • Workers Compensation.com
  • LinkedIn, Twitter, Facebook and other social media sites
  • Various trade publications

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