DND
Civilian Employee’s
Return to Work Program Briefing
UNDE Executive
6 May 2013
Session Content
1.
RTW Program Objectives;
2.
Benefits of return to work;
3.
RTW Program guidelines;
4.
Who can benefit from the RTW Program;
5.
Players involved in the RTW Program;
6.
Occupational Fitness Assessment Form (OFAF);
7.
Temporary Modified Work Agreement Form (TMWF);
8.
Roles and responsibilities of employees, supervisors, unions,
HR Advisor and RTW Program Advisor;
9.
Participation of the employees on the RTW Program;
10.
Civilian RTW Satisfaction Questionnaire
11.
Questions.
Primary RTW Program Objective
• Encourage return to work of employees who have
experienced an injury or illness disability in a safe and
timely manner in order to minimize the negative impacts
related to the injury or illness on employees and
organization.
• This program:
– Focuses on the individual’s abilities (not disabilities);
– Stresses return to regular work as its primary goal;
– Maintains the fundamental relationship between
supervisor and employee;
Detailed Objectives of the RTW Program
• Restore the productive capacity of employees which enhances their
physical, social and psychological rehabilitation;
• Assist employees with work arrangements or vocational adjustments
if necessary to enable them to return to work promptly;
• Directly reduce the workplace costs of injuries/ illnesses as well as
to reduce the costly consequences that such injuries/ illnesses bring
to all parties, including families of the injured employee;
• Elevate workplace morale and improve the labour relations
environment.
Importance of Early Intervention
According to research, it is shown that employees absent from work for a
shorter period following an injury or illness receive a complete and faster
recovery than those who spend their convalescence at home. Inactivity
contributes to the degradation of the physical and psychological
capacities.
•
After an
absence of 6
months, the
success rate of
returning to
work is reduced
to 50%
What are the benefits of returning
to work?
• For the employee:
• For the organization:
•
•
•
Reduces directs cost associated with
injuries and illnesses (e.g.: WCB
costs and administrative fees);
•
Reduces indirect costs associated with
injuries and illnesses (e.g.: overtime
paid to cover absence/ training of
substitutes);
•
Maintains a skilled and experienced
manpower;
•
Ensures compliance with legal
requirements;
•
Etc.
•
•
•
•
Major source of self-esteem;
Helps maintain contact with friends
and colleagues;
Helps retain occupational skills;
Ensures financial stability;
Reduces stress and anxiety;
Etc.
Civilian Employees’ RTW Program Guidelines
•
Joint Commitment Program
(Management and unions’
involvement);
•
Early and timely intervention ;
•
Adaptability/ flexibility (search of
solutions);
•
Personnel support;
•
Cooperation (employee/
supervisor);
•
Respect of confidential status;
•
Appropriate management
(between DND, HR, Health
Canada, WCB, Sun Life,
HRSDC).
WHO can benefit from the RTW Program?
DND civilian employees nominated for a determinate and
indeterminate period:
– Having sustained a workplace injury or occupational disease
(injury or disease related to work);
– Having sustained a personal injury (not related to work);
– Having incurred a personal illness (not related to work);
WHO are the players involved in
the RTW Program?
• RTW Program Advisor
• RTW Committee
• Injured or ill employee
• Union
• Supervisor / Manager
• HR Advisor
• Medical community
• Case manager: WCB/ Sun Life
• Health Canada
RTW Program Step-by-Step
• Determine the modified work to ensure the return of the
employee;
• Establish a temporary modified work agreement
(employee / supervisor);
• Adjust the modified work in consideration of the
employee’s needs;
• Ensure a follow-up until the employee returns to his
regular workplace (work occupied before the leave).
What is “modified” work?
• It is work adapted to the abilities and medical restrictions of the
employee that present no risks for their health and safety:
– Modification of tasks (e.g.: equipment used, list of tasks,
production quotas);
– Adjustment of work schedule (progressive return to work);
– Different work;
– Teleworking;
– Etc.
* Note that the modified work requires an individual assessment
that should meet the specific needs of the injured or ill
employee.
Process to Establish the Modified
Work: OFAF
• The supervisors fill out their sections on the OFAF
 Required work capacities, e.g. :
1.
2.
3.
4.
5.

Spinal movements;
Sitting/ standing activities;
Physical work environment (e.g. : exposure to hazardous material);
Schedule demands (e.g. : overtime);
Mental demands (e.g. : Decision making).
The doctor determines the work restrictions/ limitations of the
employee, specifies the RTW date (regular functions) or the medical
reassessment date.
Occupational Fitness Assessment Form (OFAF)
Temporary Modified Work Agreement (TMWA)
•
Agreement established between the
employee and their supervisor;
•
Sets out the restrictions of the employee
and the approved modified work to be
performed during the temporary period;
•
Remains flexible and subject to
adjustment regarding the needs
of the employees;
•
Must be approved by the medical
practitioner of the employee.
Follow-Up of the TMWA
At the ending date of the TMWA (i.e. medical reassessment date or
recovery date), 2 options are possible :
1.New OFAF
New TMWA
2.New OFAF
Employee returns to his regular work
Roles & Responsibilities of the
Players Involved in the RTW
Program
Roles & Responsibilities of
Employees
• Report your injury/ illness to your supervisor without delay;
• Receive medical attention;
• Ensure your medical practitioner completes the OFAF and
submits it to your supervisor without delay (functional limitations
and RTW date). Costs for
completing the OFAF will be charged to the patient and then
reimbursed by the DND;
• Sign any consent forms required by the DND/ WCB/Sun Life;
• In case of a workplace related injury/ illness, fill the WCB
Worker’s Claim form specific to your province and submit it to
your supervisor;
Roles & Responsibilities of
Employees (con’t)
• Cooperate with your supervisor to determine the
best way to facilitate return to work;
• Sign the TMWA and let your supervisor know
immediately if you experience any problems with the
modified duty;
• Participate in all medical and vocational
rehabilitation activities designated to facilitate return
to work;
• Complete all necessary leave forms.
Roles & Responsibilities of the
Union
• Participate actively in RTW case management when
the employee requests representation (be part of
the RTW committee);
• Participate in the RTW Employee Awareness
Course;
• Advising on union issues;
• Representing your members in the
development/administration of your local RTW
Program;
Roles & Responsibilities of
Supervisors
• Ensure that the injured/ ill employee has received
necessary medical attention;
• Inform the RTW Program advisor of all cases of workplace
related injury or illness and all cases of civilian employee
on extended personal sick leave;
• In case of a workplace accident, fill out the form DND 663 :
Hazardous Occurrence Report, send it to the UGSO and
proceed with any corrective action;
• Fill out the supervisor’s sections on OFAF and ask the
employee to have it filled by his medical practitioner;
Roles & Responsibilities of
Supervisors (con’t)
• By using the complete OFAF, establish the RTW plan and meet
the employee to complete the TMWA;
• In case of a workplace accident, fill out the WCB Employer
Notice form and send to … (insert local process) within 48 hours;
• Maintain regular contact with the employee to ensure that the
modified duties continue to be within the employee’s functional
abilities (adjusting if required);
• Undertake approved modifications to the workplace to respect
the TMWA;
• Ensure all necessary leave forms are completed;
Roles & Responsibilities of the HR
Advisor
•
Assist in identifying modified and/ or alternate work situations;
•
Assist in coordinating the employee reintegration plans;
•
Assist in determining appropriate action pertaining to long-term
absences;
•
HR representation on RTW Committee;
•
Ensure staffing services in case the employee can’t return to regular
work;
•
Support compensation services (management of claims forms, advising
compensation agencies when employees return to work, liaising with
HRSDC, advising employees on their pay and benefits)
Roles & Responsibilities of the
RTW Program Advisor:
•
Be notified on all cases of workplace related injury/ illness;
•
Be notified on all cases of civilian on extended sick leave du to a
personal injury or illness;
•
Administrate the Local RTW Program and monitor the progress of each
case;
•
Assist managers and supervisors in the application of the RTW
Program;
•
Liaise with WCB/ Sun Life/ Health Canada/ HRSDC.
Participation of Employees in the
RTW Program
•
Departmental policy which required the employee’s agreement to
establish a personal RTW Plan;
•
If an agreement is not reached, follow the agreement process below:
Level 1: Supervisor
Employee
Level 2: Manager + Union
Level 3: RTW Program Advisor
Level 4: RTW Committee
Level 5: Case Manager
•
If the employee refuses to participate in the RTW Program: Risk of
affecting his benefits.
In Conclusion…
• The RTW process is done in a more harmonious way and is
more successful when it starts earlier in the convalescence
period of the injured or ill employee.
• The key of success of the RTW Program rests on:
– The flexibility and responsiveness of the supervisor on searching
solutions to encourage the employee’s return to work;
– The cooperation of the latter to determine the best way to facilitate
his return;
– Open communication between supervisor and employee durig the
absence and during the RTW process.
Civilian Return to Work Satisfaction
Questionnaire
Survey Objective
Your Participation
•
•
The Directorate of General Safety
(D Safe G) wishes to measure the
satisfaction of civilian employees
who have participated in a Return to
Work (RTW) process following an
absence from the workplace due to
an injury or illness. By learning
more about your experiences during
your absence from work and the
RTW process, the department can
work to improve current policies,
processes and organizational
functioning that influence a safe and
timely RTW. The findings of this
study will be used to enhance the
DND Civilian Employee Return to
Work Program and will play an
important part to effective disability
management initiatives within the
department.
Your participation in this questionnaire
is voluntary. All responses will be kept
confidential and reported only in an
aggregate format. To further
safeguard your anonymity and privacy,
you should not write your name or
service number anywhere on this
questionnaire. Second, you should
ensure that any written comments you
may offer are sufficiently general that
you cannot be identified as the author.
We estimate the questionnaire will
take about 15 minutes to complete.
Thank you for your time. If you should
have any concerns or questions you
can contact the National Civilian
Health and Return to Work
Coordinator at 613-996-4400.
Intranet Site
http://vcds.mil.ca/sites/page-eng.asp?page=10369