Work-related Injuries

Procedures to follow should any FHSU employee (faculty, staff, or student) be injured while at work:
1) Notify your supervisor immediately.
2) Go to the nearest emergency room for life-threatening or limb-threatening injuries. Contact Work Smart, 785-623-6270, for injuries that are not a threat to life or limb.
3) Take a First Fill Letter with you to your initial contact with medical personnel, to assist with any prescriptions that may be ordered.
4) Inform medical provider that the injury occurred at work.
5) Within 24 hours of the injury, provide all information necessary for filing a claim to your supervisor.
6) Supervisor files a claim at the State Self Insurance Fund portal: 
Note: To assist in filling out the claim - the Agency Number for FHSU is 246.  The injured employee may find his/her State of Kansas Employee ID # by following these steps:  Log in to Workday, go to the top right area of the search bar and click on either a cloud or the employee's picture, click on View Profile, go to Personal, go to IDs tab, use the State of Kansas ID # (a letter followed by 10 digits.)

After the supervisor submits the injured employee's claim, a confirmation email will be sent to the email provided in the web portal claim submission process, along with a claim number. The information entered will go directly into the SSIF (State Self Insurance Fund) database allowing for a real-time submission of the claim, which will benefit the injured employee and assist the staff authorizing/directing medical treatment and answering questions in general in a more timely manner for the injured employee. All other documentation, return to work slips, etc., should be emailed to There will be a transition period where SSIF accepts claims via paper, email, fax and web portal. Beginning November 1, 2017, SSIF will no longer accept mailed, faxed or emailed paper claim forms. All claims will need to be submitted through the SSIF web portal. If you have any questions, please contact SSIF at 785-296-2364 or via email at

Life-threatening or limb-threatening emergency situations require immediate medical attention from the closest medical facility. Injuries such as broken bones, profuse bleeding, head injuries, wounds that require stitches, chemicals in the eye(s), etc. are some examples of emergency situations. Prior authorization is not required for emergency treatment.

The Work Smart clinic has been designated as the first point of contact, if an employee's injuries are not a threat to life or limb. Describe the worker's injuries at Work Smart who will direct the employee to either the emergency room or to the Work Smart clinic.

Work Smart
2509 Canterbury (in the Hays Family Medicine Building)
Hays, KS 67601
Phone: 785-623-6270
Fax: 785-623-6278
Hours: Monday-Thursday, 8:00 a.m.-noon and 1:00 - 5:00 p.m.; Friday, 8:00 a.m.-noon, 1:00 - 4:00 p.m.

When Work Smart is Closed:
Call Hays Medical Center, 785-623-5000, ask to be connected to the emergency room for direction

Prescriptions All new claims are covered by a Prescription Program through MedTrak. Should medication be prescribed following an injury to a state employee, the first medication prescribed will be covered when a First Fill Letter is presented to a participating pharmacy within 24 hours of the injury.

Print off a copy of the completed First Fill Letter and give it to the employee. Selected participating pharmacies are listed on the First Fill Letter. If there is a need to search for a pharmacy, please visit: Inform the employee to give the First Fill Letter, along with the prescription, to the participating pharmacy, if the doctor prescribes medication to treat the injury. Inform the employee that the First Fill Letter is only good for 24 hours after receipt and only for the first prescription(s) following the injury. The letter can only be used for prescription medications related to this injury and cannot be used for obtaining unrelated medications. Payment for the prescription may be denied if the injury is not reported by the supervisor through the web portal within 5 days.

As soon as the State Self Insurance Fund receives the injured employee's claim, compensability will be determined. If the claim is accepted, the prescription will be approved and the injured employee will receive a MedTrak prescription drug card in 3 to 4 days. The employee should use the MedTrak Prescription Drug Card for any medication related to the injury that is prescribed by the treating physician. The employee's MedTrak Prescription Drug Card will remain valid for up to six months or until the doctor releases the employee from care. If medical treatment extends beyond a six-month period, the employee's prescriptions may be transferred to a long-term program. State Self Insurance Fund staff will handle this transfer. A MedTrak Prescription Drug Card has to be issued for each new date of injury. Employees with two injury dates requiring medications will be issued two MedTrak cards. For assistance, please contact the State Self Insurance Fund at 785-296-2364 or MedTrak at 800-771-4648.

If the claim is not compensable, the employee will receive a statement in the mail indicating that it has been denied and that the employee will need to submit any bills related to the denied claim to their health plan provider.

Pharmacies can contact MedTrak at 800-771-4648 for assistance with claims processing. MedTrak hours are 8:00 AM - 9:00 PM, Monday through Friday, and 9:00 AM - 6:00 PM on Saturday.

What to do if an injury occurs on the job
Notify your employer immediately. Per K.S.A. 44-520, a claim may be denied if an employee fails to notify their employer within the earliest of the following dates: (A) 20 calendar days from the date of accident or the date of injury by repetitive trauma; (B) if the employee is working for the employer against whom benefits are being sought and such employee seeks medical treatment for any injury by accident or repetitive trauma, 20 calendar days from the date such medical treatment is sought; or (C) if the employee no longer works for the employer against whom benefits are being sought, 10 calendar days after the employee's last day of actual work for the employer.

Fort Hays State University is subject to the Kansas Workers Compensation Law which provides compensation for job-related injuries. It is very important that all work-related injuries to faculty, staff or student employees be promptly documented and reported. Even if the employee doesn't immediately need or seek medical help, the accident is documented, if medical care becomes necessary at a later time.

If you have any questions about an injury at work, please call the Physical Plant office, 785-628-4424; or the Human Resource office, 785-628-4462. Should you need to call the State Self Insurance Fund, the phone number is 785-296-2364.

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