2280 §9.2.8 Supp. R&P

3800 §9.2.8 Supp. R&P

4800 §9.2.8 Supp. R&P

Return to Work Program

2280 §9.2.8 Supp. R&P

3800 §9.2.8 Supp. R&P

4800 §9.2.8 Supp. R&P

The purpose of this program is to provide guidelines and procedures for returning employees to work quickly and safely following a Workers’ Compensation (W/C) related injury or illness.  

9.2.8 S

A.  Objectives

1.

Communicate regularly with an injured employee.

2.

Return the employee to his/her own regular job assignment as soon as medically possible.

9.2.8 S

B.  Program Administration

When an employee sustains a work-related injury or illness compensable under workers’ compensation, and the treating physician releases the employee to return to work, the school system will make reasonable efforts to enable the employee to return to his/her own job. The employee, supervisor, Claims Specialist(s), Return to Work (RTW) Coordinator, and the Return to Work Committee are all involved in the administration of this program.  Their respective duties and responsibilities are set forth below.

1.

Employee Responsibilities

a.

Return to his/her existing position with or without restrictions as soon as possible once released to return to work by the treating physician.

b.

An employee must provide appropriate written medical documentation releasing the employee to return to work and any temporary physician imposed restrictions. The work restrictions must clearly describe the physical restrictions and limitations related to the employee’s ability to perform his/her job duties. The written medical documentation must be provided to the supervisor and the RTW Coordinator.

c.

The employee must provide written medical documentation of any changes in the employee’s physical restrictions to his/her supervisor and the RTW Coordinator immediately upon gaining knowledge of such changes.

d.

The employee must follow the physical restrictions imposed by the treating physician, and must continue all medical treatment and/or rehabilitation, including all appointments with W/C designated physicians while participating in this program. [NOTE:  The W/C Act covers time lost from work due to a physical inability to work as certified by a doctor.  It does not cover time lost due to a doctor’s visit or physical therapy scheduled or rescheduled by the employee during normal work hours if an employee is otherwise able to work.]

e.

The employee must comply with all requirements of the W/C Act/ Rules.

f.

The employee must comply with any reasonable instructions not inconsistent with the W/C Act/Rules.

g.

Once an employee returns to work, if the employee calls in sick and the illness is not associated with the work related injury, the normal sick leave policy and procedures apply for the duration of the illness.  Similarly, other types of leave (annual, holidays, etc.) will be treated in accordance with Board Policy.

2.

Return to Work (RTW) Coordinator

The Disability & Retirement Administrator in Human Resources –Employee Relations, will serve as the Return to Work Coordinator.  The Return to Work Coordinator shall be responsible for administering these procedures.

The duties of the RTW Coordinator shall include, but are not limited to the following:

a.

At the onset of a claim, the RTW Coordinator will ensure all potential workers’ compensation claims are reported to the insurance carrier or third party administrator.

b.

Maintain effective communications with all parties involved in a workers’ compensation claim after obtaining all necessary releases and/or consent from employee.  This will include, but not be limited to the following: employee, supervisor(s), medical care provider(s), insurance representative(s) and administrative personnel.

c.

Facilitate an employee’s return to work in his/her existing position with or without reasonable restrictions as soon as possible when the employee is released to return to work.

d.

If the RTW Coordinator determines that the employee cannot return to his/her existing job with or without reasonable restrictions, the RTW Coordinator may explore other options for returning the employee to work in the best interests of the school system.

e.

Schedule meetings with the Return-to-Work Committee as necessary.

f.

Ensure that the employee’s supervisor is fully aware of the employee’s restrictions and any physician imposed changes or modifications.

3.

Supervisor Responsibilities

a.

When an employee is away from work due to an injury or illness, the supervisor will maintain an open line of communication with the employee.   Reasonable efforts should be made to contact the employee regularly while the employee is away from the worksite.  In addition, the supervisor should contact an employee regularly with physician-imposed restrictions who has returned to work in any capacity for updates on the employee’s condition.

b.

Supervisors must assist the RTW Coordinator in returning an employee to work.

c.

Supervisors should take appropriate steps to prevent an employee from returning to work until s/he provides appropriate written medical documentation releasing the employee to return.

d.

After an employee returns to work, supervisors should take appropriate steps to monitor the employee’s compliance with return to work restrictions.

e.

Supervisors must keep the RTW Coordinator informed regularly of the status, condition, and progress of all employees assigned who have returned to work.

4.

Return to Work Committee

The purpose of the Return to Work Committee is to implement and monitor the school system’s Return to Work Program.  The Return to Work Committee shall consist of the following positions:

1.)

Return to Work Coordinator (Chair)

2.)

Claims Specialist(s)

3.)

Director, Risk Management Department

4.)

Assistant Superintendent for HR – Employee Relations

5.)

Finance Officer

6.)

Appropriate administrator(s) of the affected school or department (Principal, HR Administrator, immediate supervisor, etc.

7.)

Others as assigned by the Superintendent or designee

The RTW Coordinator shall convene a meeting of the Return to Work      Committee as necessary to review individual cases.  In certain cases involving the need for additional financial resources or assignment of an employee, the Return to Work Committee will make a recommendation to the Superintendent or designee for approval.  It is not anticipated that the Return to Work Committee will be convened to address day-to-day return to work issues.

9.2.8 S

C.  Returning Employees to Work With or Without Reasonable Restrictions

The primary goal of this program is to return the employee to his/her job as soon as possible with or without reasonable restrictions when the employee is released to return to work by the treating physician.  If the RTW Coordinator determines that the employee cannot return to his/her existing position, the RTW Coordinator may explore other return to work options in the best interests of the school system.   The RTW Coordinator may enlist the assistance of the RTW Committee as needed to facilitate returning an employee to active employment.

9.2.8 S

D.  Medical Records and/or Information

All medical records and/or information will be safeguarded and treated as confidential information.  Access to this material will be limited to appropriate personnel.

9.2.8 S

E.  Rights

This R&P and its accompanying policy are not intended to, and do not, create any additional employment rights on behalf of employees.

Issued:  December 1, 2005