Injury Management and Return to Work

Table of Contents

1RETURN TO WORK & REHABILITATION POLICY

2PURPOSE AND SCOPE

3REFERENCES

4DEFINITIONS

4.1Workers Compensation Claim

4.2Return to Work Plan

4.3Return to Work Coordinator

4.4Rehabilitation Provider

5WORKERS COMPENSATION CLAIM LODGEMENT PROCESs

5.1MPE SERVICES REQUIREMENTS

6WORKERS COMPENSATION CLAIM MANAGEMENT PROCESS

6.1MAINTENANCE OF RECORDS

6.1.1Workers Compensation Files

6.1.2Register of Injuries

6.2RESPONSIBILITIES

6.2.1Managers

6.2.2Injured/ill Employees

6.2.3Other Employees

6.2.4WHSE Unit...... 4

6.2.5Return to Work Co-ordinator

7RETURN TO WORK PROCESS

7.1RETURN TO WORK REQUIREMENTS

7.1.1Employer requirements

7.1.2Employee requirements

7.2RETURN TO WORK PLANS

7.2.1Steps in the preparation of return to work plans

7.3REHABILITATION PROVIDERS

7.4DIFFICULTIES WITH RETURNING TO WORK

7.4.1Employee unable to return to work

7.4.2Employee unable to return to pre-injury duties

7.4.3Disagreement about return to work

7.4.4Dispute about return to work

8RISK MANAGEMENT PROGRAMS

9 Auditable records

10SCHEDULE OF REVISIONS

11APPENDIX

12APPENDIX 1 – CHECKLIST FOR RETURN TO WORK PLANS

13 APPENDIX 2 – CHECKLIST FOR OFFER OF SUITABLE DUTIES

1 RETURN TO WORK & REHABILITATION POLICY

MPE Services actively seeks to assist employees to safely stay at work, or return to work if injured or ill due to work related injuries.

Specifically MPE Services Return to Work Policy is:

  • All the actions to assist employees to stay at or return to work are commenced as soon as possible in a manner consistent with medical advice.
  • Any employee injured or ill because of their work is returned to work in the shortest possible time provided it is safe and practicable to do so.
  • Remaining at, or early return to work following injury, is a normal expectation of this workplace

Or, if this is not possible:

  • The employee will be returned to suitable alternative work, which does not jeopardise their well-being.

This policy will be implemented within the requirements of the legislation taking into account the responsibilities of both MPE Services and the injured/ill employee. Appropriate procedures will be implemented in MPE Services to guide managers and employees in the Worker’s Compensation and Return to Work processes.

2 PURPOSE AND SCOPE

This policy and procedure provides guidance and a framework for MPE Services managers and employees to effectively manage Workers Compensation Claims and Return to Work programs for employees with injuries or illnesses where it has been identified that their work with MPE Services has been a “significant contributing factor” to their injury or illness.

3 REFERENCES

Accident Compensation Acts in all states.

4 DEFINITIONS

4.1 Workers Compensation Claim

A claim made by the Employee under the Workcover Compensation System. A Claim can be for time off and/or medical and like expenses.

4.2 Return to Work Plan

A documented program tailored to the provision of suitable duties in line with work capacity and/or restrictions as indicated by the treating medical practitioner(s). A Return to Work Plan is required if the injured or ill employee has been off work for a period exceeding state legislation. (Refer also to section 6.2.)

4.3 Return to Work Coordinator

A person assigned by the Employer to monitor and develop Return to Work Plans inside the organisation.

4.4 Rehabilitation Provider

External provider, nominated by the employer, and approved by the employee who provides assistance and/or specialist services during the Return to Work process.

5 WORKERS COMPENSATION CLAIM LODGEMENT PROCESs

All employees who have become injured or ill where work has been identified as a significant contributing factor have the right to lodge a Worker’s Compensation Claim.

To lodge a Workers Compensation Claim the employee must:

  • Report the injury or illness as per established MPE Services Practices and Procedures, and
  • Fill in a Workcover Workers Claim Form, and
  • Submit the claim form to their Supervisor, Manager and
  • Provide all relevant Medical Certificates, Workcover Certificates of Capacity, or invoices relating to the claim for forwarding to the insurance company. (These must be original documents not copies.)

On receipt of the Workcover Workers Compensation Claim form from the employee, the EH&S unit will:

  • Complete a Workcover Employer’s Claim Report, and
  • Forward the employer Claim Report and the employee Claim Form to the insurer, this will occur within 5 days of receipt of the claim form from the employee.

NOTE: Both the employee Claim Form and employer Claim Report are available from any Post Office,.

5.1 MPE SERVICES REQUIREMENTS

The lodgement of workers compensation claim is managed by the EH&S Unit, so all claim forms and documentation must be forwarded to the EH&S Unit without delay to ensure the lodgement of the claim with the insurer within the required time frames.

6 WORKERS COMPENSATION CLAIM MANAGEMENT PROCESS

6.1 MAINTENANCE OF RECORDS

6.1.1 Workers Compensation Files

The Manager will maintain all Workers Compensation records, in a confidential manner in separate Workers Compensation Files.

6.1.2 Register of Injuries

The Accident Compensation Act requires an employer to keep a Register of Injuries at each workplace.

The established MPE Services Incident Reporting Systems allow for this record keeping, and as such all incidents and accidents should be reported through these systems, and per the procedures outlined in the WHS&E Manual.

6.2 RESPONSIBILITIES

6.2.1 Managers

Overall responsibility for managing an employee’s Return to Work program lies with the employee’s manager.

In the event of an injury occurring, the manager will:

  • Investigate the incident.
  • Attempt to return to work those employees who sustain an injury or illness as quickly as possible, in line with medical advice, where appropriate by preparing and being involved in the development and implementation of Return to Work plans.
  • Cooperate with all relevant parties in the rehabilitation and Return to Work process.

6.2.2 Injured/ill Employees

The injured/ill employee will:

  • Report the injury/illness as soon as possible/practicable
  • Seek early medical treatment
  • Participate in the rehabilitation and Return to Work process
  • Communicate as early as possible any changes in their condition that may affect the rehabilitation and Return to Work process and plans
  • Supply all relevant information pertaining to the injury/illness

6.2.3 Other Employees

Employees of MPE Services will:

  • Support and encourage the injured/ill employee in the rehabilitation and Return to Work process
  • Cooperate with any new working arrangements or workplace modifications resulting from the rehabilitation and Return to Work process of the injured/ill employee
  • Raise any safety and/or health issues that may not have been identified in the rehabilitation or Return to Work process of which they are aware.

6.2.4 Return to Work Co-ordinator

The Return to Work co-ordinator will:

  • Identify workers who require rehabilitation and Return to Work programs and plans.
  • Manage the rehabilitation and Return to Work process, program and plans.
  • Work with managers, injured/ill workers, treating doctor(s), the insurer, rehabilitation providers and others as identified in assisting the injured/ill employee to return to work as soon as possible after the injury/illness.
  • Assist in identifying alternative work duties and arrangements for the injured/ill employee.
  • Communicate regularly with all parties involved in the rehabilitation and Return to Work process, program and plans.
  • Ensure compliance with MPE Services ’ requirements concerning rehabilitation and Return to Work procedures.
  • Ensure that there is legislative compliance when managing the rehabilitation, return to work and claims management of an injured/ill employee.

7 RETURN TO WORK PROCESS

7.1 RETURN TO WORK REQUIREMENTS

7.1.1 Employer requirements

It is a legal requirement that a Return to Work Plan be developed for each injured/ill employee who has been off work for a period of 10 days or more where work has been identified as a significant contributing factor to the injury/illness.

Where an employee with an accepted workers compensation claim has not been off work for 10 days or more, but has been working to modified or alternative duties under WorkCover Certificates of Capacity for a period of 8 weeks, MPE Services requires a review of the circumstances of the claim to determine if the employee would be assisted by the implementation of a formalised Return to Work Plan.

7.1.2 Employee requirements

Employees have a legislative obligation to partake in the return to work process, which includes but is not limited to the requirements to partake in assessments of their work capacity, and undertake suitable duties as part of their return to work.

7.2 RETURN TO WORK PLANS

A return to work plan is a program tailored to providing the injured/ill employee with suitable duties in line with work capacity and/or restrictions as indicated by the treating medical practitioner(s) with the aim of returning the employee to their full pre-injury duties as soon as possible.

7.2.1 Steps in the preparation of return to work plans

Returns to Work Plans are prepared by the Return to Work coordinator, in consultation with the relevant manager and the injured/ill employee.

There are six steps in preparing Return to Work Plans:

  1. Gather information about the employee’s injury/illness, capacity to work subject to medical advice, assistance they may require.
  2. Identify availability of appropriate suitable duties that fit the employee’s capacity. These can be modified or alternative duties, for full time or part time hours, as relevant and consistent with stated capacity for work. The overall goal of the plan is to return the injured/ill employee to their full pre-injury duties as soon as possible.
  3. Document the Return to Work Plan. This will include details of suitable duties and work location, support/modification in the workplace, and the review dates of the plan. Copies of the plans are to be signed by the employee and management representative, with a copy forwarded to the treating medical practitioner for information and endorsement.
  4. Implement the plan, making sure the workplace has been prepared, training and instruction is available, or has been provided, and all parties are aware of the details of the plan.
  5. Monitor the plan remains effective, by keeping in contact will all relevant parties.
  6. Review the Return to Work Plan regularly, or at a minimum as per the time frame referenced in the plan. Ensure the plan remains in line with the medical restrictions that are in place, and takes advantage of any increases of capacity as they arise.

7.3 REHABILITATION PROVIDERS

Where MPE Services has a difficulty in identifying suitable duties and developing a Return to Work Plan, an external Rehabilitation Provider may be assigned to the Workers Compensation Claim.

When MPE Services has determined a rehabilitation provider is necessary for a successful return to work, the employee will be given a choice of providers. If the employee has not chosen a provider within 10 days of being requested to do so a provider will be appointed to the claim by MPE Services .

Each site will determine MPE Services three preferred providers and display these providers to employees.

From time to time the insurance provider may be involved in the rehabilitation provider appointment process. It there is sufficient reason an alternative provider may be appointed if agreeable to both MPE Services and the employee.

7.4 DIFFICULTIES WITH RETURNING TO WORK

7.4.1 Employee unable to return to work

If the treating doctor indicates the injured/ill employee is unable to return to work then this will be noted on the Return to Work plan. Regular contact and meetings will be maintained to review the status of the injured/ill employee and changes to the Return to Work plan made as required and appropriate.

7.4.2 Employee unable to return to pre-injury duties

There are two instances where injured/ill employees cannot return to their pre-injury duties:

  • If the injured/ill employee remains unable to return to their normal duties because of the injury/illness, modifications to their job may need to be permanent. If this is not possible in the long term, then consideration will be given to whether any other jobs are available and suitable for the employee.
  • It is also possible the treating doctor indicates that the injured/ill employee is unlikely to recover sufficiently to allow them to return to any work at the workplace, given the duties that have been identified and available and MPE Services is unable to offer a suitable role.

In both these cases MPE Services will contact and advise our insurer.

If no suitable duties have been identified in MPE Services , then consideration will be given to what assistance the employee may need. All future employment options will be discussed with the employee. MPE Services insurer will also be advised and consulted on this process.

Referral to an appropriate and approved occupational rehabilitation provider for assistance in identifying new employment opportunities may form part of the Return to Work strategy for the employee. This may include vocational assessment and training in order to obtain new employment either within MPE Services or with a new employer.

7.4.3 Disagreement about return to work

If MPE Services believes that there are suitable duties able to be offered to an injured/ill employee and the employee and/or their treating doctor do not agree that these duties are suitable then a meeting will be held to attempt to resolve the issues:

  • If agreement is reached, any agreed changes to the Return to Work plan need to be documented and all relevant parties informed of the changes.
  • If there is still disagreement MPE Services will inform our insurer of the disagreement and through our insurer seek to obtain an independent medical opinion and a review the suitability of the Return to Work plan and the modified/alternative duties identified.

7.4.4 Dispute about return to work

If MPE Services believes that the employee is not co-operating with their Return to Work process then MPE Services will:

  • raise its concerns with the employee
  • discuss the issues with the employee’s treating doctor
  • inform MPE Services insurer of the issue and seek advice from the insurer

Further, MPE Services may:

  • refer the employee to an approved occupational rehabilitation provider for further advice
  • refer the employee to an independent medical examiner for further advice
  • use any appropriate part of the Accident Compensation Act to seek resolution to the dispute.

8 RISK MANAGEMENT PROGRAMS

A risk management program is required under the Accident Compensation Act.

A risk management program (in this context) is a written outline of the steps that will be taken after an injury has occurred in the workplace to, so far as practicable, reduce the risk of subsequent injury of that kind.

Risk Management Programs for MPE Services can be found in the Health and safety policy document, and the associated policies and procedures in the Health and Safety Manual.

9AUDITABLE RECORDS

•MPE.WHSE. 001.1.6_1 Return to work plan

  • MPE.POL.002 Injury Management and Rehabilitation Policy

10 SCHEDULE OF REVISIONS

Issue / Date / Details of Change /Revisions
0 / 01/11/10 / Draft for WHS&E P&S committee
1 / 01/12/10 / Released for Implementation period

11 APPENDIX

Appendix 1 – Checklist of Return to Work plans

Appendix 2 – Checklist of offer of suitable duties

12 APPENDIX 1 – CHECKLIST FOR RETURN TO WORK PLANS

CHECKLIST FOR RETURN TO WORK PLANS 

Obligation: To prepare a Return to Work plan for employees with a Workcover Claim who have been off for 10 days or more. After the 10 days you must prepare the plan. Consider RTW Plan for employees with on-going certificates of capacity for long periods.

 Is there a Return to Work plan for the injured employee who has been off work for 10 days or more?

 Has the plan been developed within 10 days of the employee being off work?

 Was the employee and their treating practitioner contacted in order to obtain information about the employee’s capacity to work?

 Was our insurer contacted to inform them of the relevant circumstances and discuss the necessity for any occupational rehabilitation services?

 Was the plan prepared in consultation with the employee, their treating practitioner(s), and where one was involved, the occupational rehabilitation provider?

 Were the contents of the plan consistent with information, if any, obtained from the employee’s treating practitioner?

 Was the plan revised?

If yes, was the plan revised when:

  • You became aware of your employee’s capacity to work?
  • When requested by your employee?
  • They’re treating practitioner?
  • Their occupational rehabilitation provider?
  • Their Return to Work coordinator?
  • Your Authorised Agent?

 Did an authorised person sign the plan and did the employee endorse the plan?

13 APPENDIX 2 – CHECKLIST FOR OFFER OF SUITABLE DUTIES

CHECKLIST FOR OFFER OF SUITABLE DUTIES 

An offer of suitable duties must be incorporated into the Return to Work plan document

Does the injured employee have a current work capacity?

If yes:

 Has an offer of suitable duties been made to the injured employee?

Were the following details included in the offer?

 A description of the duties.

 A description of any relevant medical limitations.

 The address where the duties are to be undertaken.

 The proposed commencement date for the duties.

 The days and hours, including any rest breaks.

 The occupational rehabilitation services, if any, the employee will have access to, in conjunction with the job.

 A request for a response from your employee within a reasonable, specified period.

 Date for revision or review of duties.

 Employee’s treating practitioner provided with a copy?

 Insurer provided with a copy?

MPE.WHSE. 001.1.6 27/11/2010 1 of 9

Approved By: Director/s

Review Date 01/11/11 UNCONTROLLED WHEN PRINTED Version 1