Update Worker Contact Information

Submitted by admin on Tue, 05/04/2021 - 15:24
Policy: 

F/EA can only make changes to employee contact information when the employee, participant or representative requests a change.  <<Does the program require that requests come in writing?  If so, add it here.>>

Three times a year in February, July and October, F/EA mails a bulk mailing to all active participants and their workers.   This mailing includes a Contact Information Verification Form to verify both participant and workers mailing address, phone number and e-mail address.  <<Only include this if you actually do it>>
 
Contact Information Verification Form is pre-populated with the participant number, participant name and participant contact information on file.  This form is mailed to the participant or representative for confirmation/ correction.
 
The workers contact Information is pre-populated with the participant number, participant name and the employee mailing address, phone number and e-mail address. This form is mailed to the employee for confirmation/correction.
 
Additionally employees or participants can contact the F/EA at any time to update their addresses over the phone or in writing.
 
F/EA stores all requests for change of contact information in the Customer Service module.
Procedure: 

Update Worker Contact Information

<<Insert process to update contact information in your systems>>

Internal Controls: 

 

  1. All systems are password protected
    1. Only staff authorized to perform certain duties are provided with password access to systems
  2. F/EA only changes contact information for a workers if the request <<is made in writing.>>
  3. When the written request is received, F/EA staff verifies the sender and match the name with records on file.
  4. All requests for changes in contact information are scanned and saved electronically for seven years.