The goal of a return-to-work (RTW) program is to help injured workers safely return to their duties as quickly as possible, which can be physically and mentally beneficial to the worker. However, care should be given to ensure the injured worker is set up to succeed and not be put in a position where they might aggravate their condition. One way to help manage this risk is by establishing a formal RTW program.
Consider the sample calendar of activities below as one option while developing your return-to-work process.
Week One:
Step 1: IMMEDIATELY AFTER THE ACCIDENT
- Send the employee for medical treatment.
- If practical, send a physician’s RTW information packet with the injured worker.
- Investigate the incident, talk to witnesses, determine the cause of the incident, and take corrective action.
2: DAY TWO
- Contact the injured worker to find out how they are feeling.
- Determine when the employee will be able to return to work.
- Find out if there are work restrictions.
- Explain how workers compensation (WC) benefits and the RTW process work.
- Ensure the immediate supervisor contacts the injured worker to see how they are feeling.
3: DAY THREE
Contact the physician or employee to obtain a copy of the following letters and forms:
- Treating Physician
- Medical Waiver and Consent (General), and
- Modified Duty Offer.
Contact the physician to determine the following:
- Physical restrictions.
- Date employee can return to modified duty.
- Deadlines for restrictions.
- Estimated date of return to full duty.
- Date of employee’s next appointment with the physician.
Meet with the employee’s immediate supervisor to:
- Discuss return-to-work restrictions.
- Discuss modified duty options.
- Discuss the date of return to work.
WEEK TWO
4A: IF THE EMPLOYEE IS NOT BACK TO WORK…
- Contact injured worker to:
- Find out how the employee is feeling.
- Determine when the employee will be able to return to work.
- Verify that the employee is attending follow-up visits with the physician (and physical therapists, if applicable).
- Find out if there are work restrictions.
- Remind the employee to call with questions or concerns
Follow up to be sure the immediate supervisor contacts the injured worker to:
- Find out how the employee is feeling.
- Let the employee know that you look forward to their return.
Contact the physician to determine the following:
- Verify that the employee is attending appointments.
- Determine if the physical restrictions will continue and for how long.
- Get an update on the injured employee’s modified duty status.
- Confirm the estimated date of return to full duty.
- Find out the date of the employee’s next appointment with the physician.
Update the employee’s immediate supervisor on their return-to-work status.
4B: IF THE EMPLOYEE HAS BEEN RELEASED TO MODIFIED WORK WITH RESTRICTIONS…
Make a bona fide offer of temporary assignment via certified letter.
Meet with the injured worker to:
- Find out how the employee is feeling.
- Verify that the employee is attending follow-up visits with the physician (and physical therapists, if applicable).
- Find out what the work restrictions are.
- Remind employees to call or visit with questions or concerns.
Contact the physician to:
- Verify that the employee is attending all appointments.
- Determine how long physical restrictions will continue.
- Discuss opportunities for lifting some of the restrictions.
- Confirm the estimated date of return to full duty.
- Find out the date of the employee’s next appointment with the physician
Update the employee’s immediate supervisor:
- Discuss how the employee is doing in modified duty.
- If the temporary job assignment differs from what was held prior to the injury, verify that the employee has been properly trained on it..
5A: IF THE EMPLOYEE IS NOT BACK TO WORK:
- Repeat Step 4A each week until the employee is released to modified duty.
5B — IF THE EMPLOYEE HAD NOT PREVIOUSLY BEEN RELEASED TO MODIFIED WORK WITH RESTRICTIONS BUT IS NOW ABLE TO RETURN TO WORK WITH RESTRICTIONS:
- Repeat STEP 4B each week until the employee is released to modified duty.
5C — IF THE EMPLOYEE HAS BEEN IN A POSITION OF MODIFIED DUTY FOR ONE OR MORE WEEKS, FOLLOW THESE STEPS UNTIL THE EMPLOYEE IS RELEASED TO FULL, UNRESTRICTED DUTY OR HAS REACHED MAXIMUM MEDICAL IMPROVEMENT:
Meet with the injured worker to:
- Find out how the employee is feeling.
- Verify that the employee is attending follow-up visits with the physician (and physical therapists, if applicable).
- Find out if any work restrictions remain.
- If work restrictions have been lifted, talk with the worker about increasing work duties.
- Remind employees to call or visit with questions or concerns.
Contact physician to determine:
- Whether the employee is attending all appointments.
- How long the physical restrictions will continue?
- Opportunities for lifting some of the restrictions.
- Estimated date of return to full duty.
- Date of employee’s next appointment with the physician.
Update the employee’s immediate supervisor to:
- Verify that the employee has been properly trained on the temporary job assignment if it differs from their old job.
- Discuss how the employee is doing in modified duty.
- Determine possibly increasing work duties if restrictions have been lifted.
5D — IF THE EMPLOYEE HAS BEEN RELEASED TO FULL, UNRESTRICTED DUTY:
- Meet with the employee to determine what they think of the RTW process. Can it be improved?
- Meet with the employee’s supervisor to determine what they think of the RTW process. Can it be improved?
- Talk with the employee’s treating physician to determine what they think of the RTW process. Can it be improved?
- If light-duty RTW is rejected, document the reason(s) why and contact your WC insurer to determine if this will affect disability benefits.
STEP 6 — IN THE WEEKS THAT FOLLOW:
- Continue following the instructions above until the employee returns to full duty.
CALL TO ACTION
Consider implementing a return-to-work program as part of your risk management strategy.
Note: These lists are not intended to be all-inclusive.
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