The Claim Filing Process
As a valued member of ASCIP, it is important to understand how the claim filing process works to insure that the handling of your claims occurs expeditiously and that the best claim service is provided. ASCIP handles all claims from beginning to end and monitors the defense activities. ASCIP’s claims team investigates, evaluates, and resolves all claims on our member’s behalf. ASCIP has a Southern California claims team housed in ASCIP’s corporate offices in Cerritos, California and a Northern California claims team housed in the SELF building in Sacramento.
Once a claim is presented to ASCIP, members can relax knowing that the details of handling their claim are in good hands. This freedom allows members of the Risk Management Team of a member’s District to use the claim experience to investigate risk control strategies and consult with ASCIP’s Risk Services Team to prevent similar losses from occurring in the future.
ASCIP’s Core Programs
ASCIP provides a comprehensive and broad insurance package through its Property and Liability Programs. A member should not hesitate to contact ASCIP with any questions regarding any matter wherein a claim might be generated or is thought to be forthcoming, whether property or liability related.
Reporting Process for Claims
Immediate reporting plays a critical role in any claim, especially those claims involving property. Report claims as soon as damage is discovered. Do not wait for damage repair estimates before reporting the claim. Do not repair the property before a claim adjuster has had an opportunity to speak with your staff most knowledgeable about how the damages were caused. The adjuster will evaluate whether any evidence will need to be secured for any recovery potential (subrogation). If there is a possibility of further damage before permanent repairs can begin, perform temporary repairs, e.g. board-up broken windows, protect property if exposed to rain, or get professional help if there is extensive water damage.
If a person wishes to make a claim against your District for damages, provide them with your District’s claim form (see sample in Forms section) and inform the person that the claim must be filed formally with your District’s office that accepts claims. It is important for all District representatives to never express opinions regarding cause, fault or liability pertaining to any particular incident. Once a claim form has been received, your District’s risk manager or clerk will need to forward the claim to ASCIP for handling. A claim adjuster will provide further guidance on handling the matter thereafter. For more information on the Government Code claims handling process, you can refer to ASCIP’s Claims Handling Guidelines: Government Tort Claims Act – A General Use Guideline
To report a property loss or liability claim, please contact your ASCIP representative listed below. All supplemental claim information and general claim correspondence should be sent to:
|For All Property & Liability Claims|
|Jo Ann Sprague, Claims Manager|
16550 Bloomfield Ave. Cerritos, CA 90703
For Emergency after hours claims call:
Cell: (562) 916-6460
When initially reporting a liability loss to ASCIP, please attempt to have the following information available for the adjuster:
- Name, address, and telephone number of person sustaining injury or property damage
- Name, address and telephone number of person reporting injury or property damage
- Date the incident occurred
- Time the incident occurred
- Location, including street address, if applicable
- Description of the injuries or property damage; include vehicle information, if applicable
- Description of how the incident occurred
- Names, addresses and telephone numbers of any witnesses
- Name of law enforcement agency, if notified, report number or “DR#” if possible
- Contact information for your District’s Risk Manager or equivalent
- Any other relevant facts, including weather conditions, condition of shoes, clothing, etc.
- If District equipment contributed to the cause of the injury make sure that the equipment is secured and available so that ASCIP can inspect it.
Reporting Significant or Critical Incidents
For incidents that involve a fatality, hospitalization of a third party or have the potential to incur a large monetary loss, notify ASCIP immediately – don’t wait for the injured party to file a claim! You should always report a significant incident as soon as possible, even if you have little information about the facts surrounding the incident. In the case of a significant vehicle accident, always attempt to contact the local law enforcement agency as well.
Should you have any question regarding the claim filing process, customer service issues or the general handling of your claims, please contact Jonathan Lackey, Director of Property/Liability Program at (562) 404-8029.