Information for Principals/Managers – Independent Medical Examinations
Injury Management staff from Regional Office/Institute/Central Office Organisational Health Unit manage the
Independent Medical Examination process on behalf of work units.

A memo is prepared by the Senior Injury Management Consultant/HR Manager/HR Consultant (Injury
Management), with input from the employee’s supervisor. This memo recommends to the Regional HR
Manager/Institute Director/Director, Organisational Health Unit, that the employee be directed to attend
an Independent Medical Examination. The information contained in the memo is also used as
background information that is provided to the independent doctor and the employee.

The supervisor does not get to talk to the independent doctor, so it is vital that the background
information provided to the independent specialist includes all the relevant background information and
the Department’s concerns about the impact of the employee’s absence/performance on work.

The Region/Institute/Central Office arrange the Independent Medical Examination appointment and
organise funding.

Once the memo is approved, letters are sent to the employee and independent specialist, the letters
include:
 background information,
 a copy of the employee's position description,
 a copy of the relevant Functional Job Requirement Report,
 a copy of the relevant CLF profile,
 Managing Unsatisfactory Performance Plan or performance notes or absence history,
and
 questions for the doctor to respond to (the employee does not get a copy of the
questions prior to the medical examination)

The employee gets a copy of everything that we provide to the doctor (except for the questions).

After the appointment the independent doctor writes a report that is sent to the Region/Institute/Central
Office.

The employee is provided with a copy of the report (either directly or through their treating doctor)

The supervisor is not provided with a copy of the Independent Medical Examination report, however, the
contents of the report may be discussed with the supervisor if the supervisor requires the information to
appropriately manage the employee.

Senior Injury Management staff from the Region/Institute/Central Office consider the information in the
Independent Medical Examination report and propose a course of action in line with the PSC Guidelines.

The Region/Institute/Central Office informally discuss with the employee the next course of action
(preferably in a face-to-face meeting) and then prepare a letter confirming the course of action.

The employee has 14 days to respond to the letter advising the course of action.

Any responses are considered before finalising the course of action. The employee is advised by letter
of the final course of action.

The course of action is then implemented.
The IME memo, letters, background information and report are kept in a secure cabinet in the
Region/Institute/Central Office and also in a TRIM container with access controls.
For further information please refer to HLS-PR-025 Management of Staff Independent Medical Examination
Procedures.
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