Modified Transitional Duty for Management When employees are

Modified Transitional Duty for Management When employees are injured on the job, returning them to the workplace in modified or transitional positions can help to increase morale, promote recovery, and reduce the financial burden on both employees and employer. This course provides information for supervisory management about the advantages of having a return-to-work program in place, the typical components of such a program, and the steps of typical program implementation.

Introduction How to Use this Presentation This presentation contains base material for use in an instructor-led training setting. You may modify this presentation to satisfy the specific training needs of your organization. On some slides, the display text is supplemented with additional material in the slide notes. This content is licensed for modification and use in a classroom setting. You may not redistribute this material in any form. DISCLAIMER This training material presents very important, pertinent information. It should not be assumed, however, that this program satisfies every legal requirement of every state. Some states require the training be developed and delivered by an individual with specific training and experience. This training is AWARENESS LEVEL and does not authorize any person to perform work or validate their level of competency; it must be supplemented with operation and processspecific assessments and training, as well as management oversight, to assure that all training is understood and followed. Your organization must do an evaluation of all exposures and applicable codes and regulations. In addition, establish proper controls, training, and protective measures to effectively control exposures and assure compliance. This program is neither a determination that the conditions and practices of your organization are safe, nor a warranty that reliance upon this program will prevent accidents and losses or satisfy local, state, or federal regulations.

Introduction Course Outline 1. Benefits of a Return-to-Work Program 2. Developing an Effective Program 3. The Modified/Transitional Duty Process

1 Benefits of a Return-to-Work Program What you need to know: 1. Controlling workers’ compensation costs 2. Retaining long term employees 3. Promoting a full recovery

1 Benefits of a Return-to-Work Program Workers' Compensation Costs Job-related injuries can lead to huge costs for employers—not only direct costs, like workers’ compensation, but also indirect costs, like lost production, investigations and inspections, overtime, and training expenses. A comprehensive return-to-work program can help to reduce both the direct and indirect costs to employers.

1 Benefits of a Return-to-Work Program Employee Retention The chance of an employee returning to work after an injury decreases the longer the employee is gone. Offering modified or transitional duty to injured employees allows them to remain a valuable and productive part of the workforce and reduces the need to hire and train replacements.

1 Benefits of a Return-to-Work Program Promoting Full Recovery Employees in return-to-work programs are more likely to stay on course towards recovery. Return-to-work programs also reduce the possibility of fraudulent activities and noncompliance with rehabilitation plans.

2 Developing an Effective Program What you need to know: 1. The roles and responsibilities of the employer, employee, and attending physician 2. Typical program components 3. Necessary preparations

2 Developing an Effective Program Roles and Responsibilities Expediting the return-to-work process can minimize financial losses for both employee and employer. The employer’s responsibilities: • Working with local physicians to establish an incident management and return-to-work process • Assuring that injured employees get proper care • Notifying the insurance provider of the injury immediately • Completing the incident investigation • Communicating the employee’s current job description and suggested transitional duty positions to the attending physician • Determining appropriate modified/transitional duty for the employee with the attending physician Use Job Description. TM in the Risk Management Center to manage current and transitional job descriptions.

2 Developing an Effective Program Roles and Responsibilities For the injured employee: • Notifying the employer of any injury immediately • Completing the return-to-work evaluation form as needed • Following the attending physician’s recommendations and the return-to-work program to get back to normal duties as quickly as possible For the attending physician: • Determining appropriate working restrictions and modified duties for the employee as applicable • Reviewing or modifying the transitional duty position to verify that it fits the employee’s restrictions • Assisting with the completion of the return-to -work evaluation form as needed

2 Developing an Effective Program Typical Program Components • A commitment to return injured employees to their primary roles as soon as possible and to provide them with options to remain at work during the recovery process • A program coordinator who employees can contact to learn more about the program • A communication system for keeping employers, employees, attending physicians, and insurance, union, and state representatives up-to-date • Plans for monitoring employees’ progress in their modified/transitional duties and in their recoveries • A written copy of the policies, to be distributed and communicated to all employees • The maximum allowable duration of modified/transitional duty assignments When creating your program, check your state’s requirements, which may specify who directs care or specific forms required for workers compensation laws.

2 Developing an Effective Program Necessary Preparation • Review all positions to determine those that can accommodate restrictions presented by modified/transitional duty. • Create sample suggested modified duty positions for higher-risk jobs, ready to send to the attending physician. • Make sure return-to-work evaluation forms are available as needed.

3 The Modified/Transitional Duty Process What you need to know: 1. Providing medical attention 2. Completing the work evaluation form 3. Determination of duty 4. Presenting an offer 5. Checking the status of an assigned employee 6. Changing or ending a modified duty assignment

3 The Modified/Transitional Duty Process Providing Medical Attention Requirements for who directs care vary by state. In some cases, employers are required to a select a physician. Sometimes employees are allowed to see a physician of their own choosing. Check your state’s workers’ compensation laws to verify which parties are able to determine the attending physician.

3 Walkthrough of the modified/transitional duty Process Completing a Return-to-Work Evaluation Form When an employee is injured in an accident, a return-to-work evaluation form must be completed prior to the employee accepting a modified/transitional duty offer. If possible, the employee should personally complete the evaluation form. If this is not possible, the form should be forwarded to the attending physician for completion.

3 The Modified/Transitional Duty Process Determining Appropriate Modified/Transitional Duty • Once the return-to-work evaluation form is completed, work with the physician to determine the proper assignment for the employee and to assure that the employee is capable of performing the recommended duty. • If a modified version of the employee’s regular job is not feasible, an alternate transitional duty position that is also productive can be established. • Assure that the time frame for the modified/transitional duty does not exceed the maximum allowable time.

3 The Modified/Transitional Duty Process Presenting the Offer to the Employee Once the attending physician has approved the job description, send an offer letter to the employee that includes: If the employee accepts the offer: • A copy of the signed job analysis. Forward a signed copy of the offer letter to the insurer. • A copy of the physician’s release for work. If the employee declines the offer: • The time, date, and location for reporting to work. • Whom to report to. • Wages, hours, and the duration of the assignment. The employee may become ineligible for further workers' compensation benefits. Refer to your state’s workers' compensation laws for more information.

3 The Modified/Transitional Duty Process Status Checks Supervisors must monitor employees and regularly review their restrictions to make sure they only perform duties approved by the attending physician. It is the employees’ responsibility to follow the restrictions and to keep their supervisors informed of their status after visits with the attending physician by completing a new return-to-work evaluation form after every session with their physician during the recovery process.

3 The Modified/Transitional Duty Process Changes to the Assignment Any change to the original assignment: • Must be reviewed by the employer. • Must be approved by the physician. • Requires a new job offer letter that must be signed by the employee.

3 The Modified/Transitional Duty Process Ending Modified/Transitional Duty Positions • At the end of the allotted modified/transitional duty period or when the attending physician clears the employee to return to their regular duty, this information must be documented in a new return-to-work evaluation. • Any permanent job restrictions are to be evaluated on a case-by-case basis to determine how they might affect the performance of the essential job functions. • The creation of permanent modified/transitional duty positions should not be considered.

Finish Congratulations! You have completed Modified Transitional Duty for Management.