Return-to-Work Process Helps Employees Return to Normalcy Faster

Unfortunately, many companies have workplace accidents at some point that may require an employee to be away from work whether for a few days or a few months. According to the U.S. Department of Labor Bureau of Labor Statistics, in 2007, the median number of days away from work for all industries in the United States was seven days. Slower economic conditions may increase the number of days away from work.

Time away from work can impact both the employer and employee, and result in reduced production, increased labor cost, depression for the employee and an increased strain on workers who are covering the injured employee’s duties. Because of this ripple effect, it’s important to have a solid return-to-work process that can minimize the effects on all parties involved.

Injured workers who are off work for more than six months have only a 50 percent chance of ever returning to full employment. It is in the best interest of both the employer and employee to have a suitable return-to-work process in place.

An effective return-to-work process lays out the steps that must be taken to return an employee to his or her pre-injury position. The injured employee, the employee’s supervisor and the worker’s health care provider should work together to create an appropriate process. Communication among all parties is vital.

Three Key Parts

A return-to-work process includes three key parts: assessing job tasks; identifying modified duties; and making a bona fide offer of employment.

• Assessing job tasks.Employers should write down the separate activities or tasks involved in each job at their company. Physical demands — such as lifting, typing or standing — and environmental conditions — such as vibration, noise or heat — should be included in the descriptions.
• Identifying modified duties.The task list may be used to match the available work to the injured employee’s doctor-sanctioned work restrictions. The employee’s doctor should be informed about the modified duties to make sure they meet the restrictions.
• Making a bona fide offer of employment.If an employer can offer an injured employee modified duties that meet his or her doctor’s restrictions, the offer should be put in writing. To be considered bona fide, it must meet the requirements in Texas Department of Insurance, Division of Workers’ Compensation Rule 129.6. Adjusters can help with the bona fide offer letter, and should be told whether the injured employee accepts the offer. If an injured employee refuses a bona fide offer of employment, the employee may lose his or her temporary income benefits.

Employers should work with their insurers before an accident occurs to implement a return-to-work process and have in place the tools needed to control and reduce the cost associated with a lost time injury.

Both the employer and employee benefit from a comprehensive return-to-work process. For an employer, it can:

• Lower claim costs.Inexpensive return-to-work accommodations can reduce workers’ compensation and other insurance costs. The Job Accommodation Network reports that 70 percent of accommodations cost less than $500, and 20 percent cost nothing at all.
• Control premium by improving loss history.A company that meets or exceeds a certain size threshold qualifies for an Experience Modifier — where the loss data, along with other factors, are compared to that of other employers who share the same classification codes — and an adjustment factor can be calculated to increase or decrease premium.
• Retain experienced workers.The cost of replacing an injured employee can be 50 percent to 150 percent of the employee’s salary, or more.
• Reduce the costs of making up for lost production, such as hiring extra help or paying overtime.It also helps reduce stress on employees who may have had to increase their duties to make up for the absence of the injured worker.

This process also helps the recovering employee:

• Steer clear of the stress and depression that often come with being unable to work.Being unable to work, and often in pain, can cause depression. Injured employees who stay at work are also able to receive support and encouragement from co-workers.
• Retain their job skills, company benefits and seniority. When an employee is able to retain job skills, it can help him or her return to work faster without a lot of retraining.
• Maintain their pre-injury income.Remember, workers’ compensation benefits pay only a portion of the injured employee’s salary. Returning employees to work should be a partnership among the insurance carrier, employee, employer and physician.
• Avoid the disability mindset: “I’m injured, and I cannot work.” Although an employee may be injured, he or she can often do alternative, productive work while recovering. By planning a series of increased workload transitions, the injured employee will slowly transition back to full job capacity.

It is imperative to re-evaluate the process yearly and make adjustments that reflect the current work environment. The return-to-work process is a continuous work in progress, but one that employer and employees will be grateful to have.