Oklahoma Workers’ Compensation
Vocational Evaluation Fee Policy

Effective Date: January 1, 2026

Kelsea Mills & Associates is committed to providing high-quality, and impartial vocational evaluation services within the Oklahoma Workers’ Compensation system. This policy outlines the services included in the flat-fee vocational evaluation, identifies circumstances that may result in additional charges, and establishes expectations related to attendance and payment. Our objective is to maintain reasonable and predictable costs while also respecting the professional time and expertise required to complete these evaluations.

Flat-Fee Vocational Evaluation Services — $875.00

The flat fee includes all customary tasks required to complete a standard vocational evaluation in a Workers’ Compensation matter. The following services are included:

  • Administrative and Case-Management Functions

    • Scheduling and confirmation of the appointment, notification of attendance, routine proofreading, and electronic report submission

  • Records Review

    • Receipt, review, and outline of medical records. This assumes reasonably organized records; see below for exceptions.

  • Surveillance Review

    • Review of surveillance video up to 30 minutes

  • Evaluation and Analysis

    • Conducting the in-person or virtual vocational evaluation

    • Administration of vocational testing, scoring, and interpretation

    • Transferable skills analysis

    • Rehabilitation and return-to-work planning

    • Formulation of vocational opinions

    • Preparation of the vocational evaluation report

Services Not Included or Potentially Subject to Additional Charges

Certain circumstances fall outside the scope of the flat fee. When these occur, additional charges may apply at the current hourly rate, billed in 15-minute increments, unless otherwise noted. These include:

  • Travel

    • Travel to any location other than a Kelsea Mills & Associates office location (mileage, drive time, and related travel costs billed at current rates)

  • Extensive Surveillance Review

    • Surveillance video review exceeding 30 minutes

  • Excessive Medical Record Organization

    • Additional time may be billed when medical records require extensive organization to become review-ready. Referring parties will be contacted in advance if additional charges are anticipated. Examples include, but are not limited to:

      • Receipt of multiple labeled all “Name – 1,” “Name – 2,” etc.

      • Receipt of bulk, unorganized paper records (e.g., loose documents or box-style deliveries)

      • Receipt of single electronic documents exceeding 500 pages without discernible order, dates, or provider identification

  • No-Call / No-Show

    • Failure to attend scheduled vocational evaluation appointments disrupts the evaluation process, delays case progression, and results in lost professional time reserved for the claimant. Missed appointments also create unnecessary administrative burden and additional system costs. We confirm all appointments. Thus, if someone does not attend, and to ensure fairness and efficiency:

      • First No-Call/No-Show: $50 fee (plus any applicable travel fees)

      • Second No-Call/No-Show: $100 fee (plus any applicable travel fees)

      • Third Scheduling Attempt: A third appointment will only be offered under specific circumstances. If the claimant fails to attend the third appointment, the referring party will be invoiced for the time reserved (typically two hours) at the current hourly rate, plus any travel costs incurred.

  • Late Payments

    • Kelsea Mills & Associates follows a standardized payment structure for all vocational evaluation services, regardless of the responsible party. Our Payment Policy is as follows:

      • Invoices are issued on Net 30 terms.

      • If payment is not received within 60 days, a 10% late fee will be added to the outstanding balance. This fee compensates for administrative time required for collection efforts as it is not built into the cost of the evaluation.

      • If payment is issued without the required late fee, a separate invoice for the late fee will be generated. This additional invoice may itself incur a late fee if unpaid within the stated timeframe.

      • If any invoice remains unpaid 120 days after submission, a formal payment request will be submitted to the assigned Administrative Law Judge through a Form 19 filing.

Transparency and Communication

We believe in clear and proactive communication. Our goal is to maintain fair, predictable, and professionally responsible billing practices for all stakeholders involved. Referring parties will be notified in advance if:

  • Records are unusually voluminous or disorganized

  • Surveillance video exceeds the included review time

  • Additional travel fees will apply

  • A claimant’s attendance pattern triggers additional charges

  • If invoices submitted are nearing deadlines that will incur late fees or Form 19 filings.

  • Payment reminders will be issued at the Net 30 and then at 45/60/90/120 days post submission. The payment policy will be clearly stated in all invoice submission/reminder emails.