Each department has designated and assigned staff for claims distribution.  Upon receipt of a claim, if it is sensitive or involves a matter with which I have had contact with the Department Head or the electeds or is something that may escalate fairly quickly, I will reach out to the department head to discuss. Otherwise, their staff notifies them of matters per their each department's protocol for doing so.  I reach out to department heads when a matter needs to go to closed session for settlement authority.

Rhonda, we send the investigation information request to the appropriate contacts in the departments, but always copy the executive on the request so they are aware of all the claims. 

Rhonda--When we receive a claim, we prepare a cover sheet to our TPA and then copy the "contact" person in that department for claims.  In most departments, the contact person is the department head, but in police we always send it to IA.  They obtain the police report and review the police claim for any other concerns.