Return-to-Work Implementation Steps

1. Develop Clear Goals and Policies

Establishing a Return-to-Work program requires careful planning and decision making. Management must decide what outcomes are to be expected and what steps will be taken. Factors considered include existing company policies, collective bargaining agreements (if any) and the corporate culture of the organization.

First, identify employees who may be medically eligible to take part in the program. Alternative positions or accommodations can then be considered for those whose injuries will result in temporary or permanent impairment.

Indicate that modified duty assignments will be consistent with medical guidelines. Clarify time limits on transitional assignments. Specify that when such work is available, participation is mandatory.

Once goals and policies are agreed upon written policy and procedures can be developed. NYSIF supplies a sample policy statement for your convenience.

2. Designate a Program Coordinator

It is recommended that one individual, such as a safety manager or human resources representative, take the lead role in implementing the Return-to-Work program. This helps ensure consistent administration and accountability.

Define the coordinator's responsibilities, which may include:

1. Communicate program information to supervisors and workers.
2. Monitor the recovery status of injured workers.
3. Manage correspondence from injured workers, medical providers and NYSIF.
4. Work with supervisors to ensure that consistent and appropriate communication with injured workers is ongoing and documented.

3. Identify Transitional Duty

In preparation for accommodating injured workers who cannot perform their usual jobs, transitional assignments should be identified. An important first step is performing job analyses on the various positions in your organization. The actual demands and essential elements of each position must be identified. This can be used for developing individual modified assignments. The key is to find ways to make use of the worker's skills and knowledge, rather than "make-work" assignments.

Creativity in developing modified assignments enables the employee to be productive while meeting medical guidelines. Consider the following:

• Part-time employment
• Temporary jobs
• Alternative tasks
• Job sharing
• Jobs in other departments
• Transitioning through different jobs
• Job modification

Look at each situation individually. It is common for a returning worker to be able to handle all but one or two aspects of the job. In such cases, it often makes sense to explore job restructuring. This involves arranging for a co-worker to take on those aspects of the job that the recovering worker cannot perform. In return, the recovering worker takes on some of the tasks typically done by the co-worker. This may include jobs combining tasks from several workers. A sample job analysis form is provided by NYSIF.

4. Develop Standard Forms

Sample forms developed by NYSIF can be downloaded and modified to suit your organization. Using these standard forms and letters ensures consistency and helps supervisors gather and communicate essential information.

Forms needed:

• Return-to-Work Policy Statement
• Notice to NYSIF of a Potential Case for Return-to-Work.
• Doctor Notification Letter informing the treating doctor of the organization's Return-to-Work policy.
• Job Analysis Form detailing the physical capacities needed for the position.
• Return-to-Work Physical Capacities Form to be completed by the doctor, detailing the worker's physical capabilities.
• Return-to-Work Availability Letter informing the injured worker of the position assignment.

5. Provide Training

It is essential that supervisory staff become fully trained in the principles and procedures of Return-to-Work.
Training topics should include:

• Accident reporting and investigation
• Need for early and ongoing communication
• Methods of documentation
• Job modifications and alternative assignments

6. Maintain Communications

Supervisors should regularly reach out to injured workers during recovery. This illustrates the organization's concern for the injured worker and interest in having the worker back on the job. It enhances morale by valuing both the contributions of injured workers and affected co-workers. Maintain contact with medical teams as well, informing them of your organization's policy and practice regarding return to work.

NYSIF vocational rehabilitation specialists, nurse case managers and field services representatives can help in the development of transitional work assignments and implementation of your Return-to-Work program. To learn more about Return-to-Work,contact usfor information.