WORKPLACE REHABILITATION & RETURN TO WORK QUEENSLAND

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1 WORKPLACE REHABILITATION & RETURN TO WORK QUEENSLAND POLICY STATEMENT Kelly Services is committed to the prevention of work-related injuries and illnesses by providing a safe working environment through effective risk management. However despite our best efforts, some injuries and illnesses will occur and then all practical efforts will be made to ensure a swift and optimal recovery with minimal lost time. In Queensland Kelly Services have a responsibility under the Workers Compensation and Rehabilitation Act 2003 and Workers Compensation and Rehabilitation Regulation 2003 to provide compensation for workplace injuries sustained by employees and to participant in rehabilitation and return to work programs. This policy and procedure apply to all employees working in Queensland and outline Kelly s process should a lost time injury occur. Kelly Services commitment to workplace rehabilitation and return to work of injured employees is demonstrated by: Providing opportunities for injured employees to participate in medically approved suitable duties with the aim to return to their pre injury role as soon a possible. The appointment of a trained Rehabilitation and Return to Work (RRTW) Coordinator in Queensland to identify suitable duties and manage return to work programs. The appointment of a Risk and Injury Management Coordinator based in Human Resources to provide assistance to the RRTW Coordinator and coordinate the injury management process. The development of a good working relationship with preferred occupational rehabilitation providers and using their services as required. The development of an individual Return to Work Plan in consultation with the employee, treating doctor, insurer and rehabilitation provider (if required) for all injured employees who are off work for an extended period or have been cleared to return to work on modified duties and/or reduced hours. Ensuring injured workers are not disadvantaged by participating in a workplace rehabilitation program. If returning to work with Kelly Services is not possible, all practical efforts will be made to assist with returning to work with an alternative employer or retraining. The Workplace Rehabilitation and Return to Work policy and procedures will be reviewed annually to ensure they comply with current legislation and practices. Karen Colfer Managing Director Australia Date Effective: March 2011 Review Date: March 2012 OF37 - Human Resource Policies Workplace Rehabilitation -QLD 10/03/10 Page 1 of 8

2 KELLY SERVICES AUSTRALIA REHABILITATION PROCEDURES FOR INJURED WORKERS If an employee based in Queensland suffers a workplace injury or illness or is injured whilst traveling to or from their work site the following procedure is to be followed. Workplace rehabilitation is to commence as soon as possible from the time of injury. Get the appropriate treatment; First aid officer Doctor Transportation as required Notify workplace that you have had an injury and seek treatment Attend the doctor (dentist if required) Complete: Application for compensation Authorisation form Tax Declaration (if time off work) You must try your best to: Attend rehabilitation appointments (e.g. physiotherapy) where possible outside of scheduled work hours. Participate in development of suitable duties plans Provide new certificates or forms for the workplace given to you by your doctor Keep your RRTWC informed about your progress Keep your manager up to date with plans for your duties and hours To claim workers compensation you need a Workers Compensation Medical Certificate from a doctor Hand the Certificate to the RRTWC and complete paperwork Stay in contact with your RRTWC Keep them informed about your progress. Participate in your rehabilitation and return to work process. Attend for regular medical reviews With your doctor or other specialists on the dates required. Rehabilitation completed Provide feedback to the RRTWC about how you think your rehabilitation went and the rehabilitation process order depends upon circumstance OF37 - Human Resource Policies Workplace Rehabilitation -QLD 10/03/10 Page 2 of 8

3 KELLY SERVICES AUSTRALIA REHABILITATION PROCEDURES FOR REHABILITATION AND RETURN TO WORK COORDINATORS (RRTWC) Injured worker to obtain Q-COMP medical certificate from doctor Injury notification process Facilitate appropriate first aid for injured worker First aid officer Doctor / Dentist Transportation as required Initial paperwork RRTWC to assist the injured worker to complete paperwork if required and forward completed paperwork to WorkCover Injured worker to complete: Application for Compensation Tax declaration (if for time lost) Signed authority allowing RRTWC to discuss matters relating to RTW process with treating doctor RRTWC to complete: Employers report RRTWC to remain in regular contact with injured worker throughout the rehabilitation process Contact with treating medical practitioner Signed authority provided by worker Availability of suitable duties Early worker contact Suitable duties program to be developed by RRTWC in conjunction with injured worker, supervisor and Insurer. Program to follow recommendations made by treating doctor on medical certificate / report. Evaluate feedback from worker s and identify possible strategies for improvement in rehabilitation processes Development of Suitable duties program Copy of program to be provided to WorkCover RRTWC to: Continue monitoring suitable duties program and injured workers progress Remain in contact with injured worker and WorkCover Queensland Keep worker s supervisor up to date with progress Prepare case notes and other paperwork (eg. partial incapacity forms) Obtain worker feedback Upon completion of rehabilitation ROLES AND RESPONSIBILITIES Provide ongoing education and promotion about rehabilitation in the workplace OF37 - Human Resource Policies Workplace Rehabilitation -QLD 10/03/10 Page 3 of 8

4 The Injured Employee must: Contact their Manager or if working at a client site, their Kelly Services Consultant immediately. Assist with any investigation(s) into why the incident occurred. Obtain a Workers Compensation Medical Certificate if medical attention or time off work is required. Provide medical certificates, medical bills and other required documentation to their Manager/Consultant within 24 hours of obtaining. Notify WorkCover of the incident by either phoning WorkCover Queensland on or completing an Application for Compensation form and either giving it to their Manager/Consultant or forwarding direct to WorkCover. Comply with the Suitable Duties Program, if one is required. Attend appointments made by WorkCover Queensland. Failure to attend and cooperate may exclude you from receiving Workers Compensation payments. The Manager/Consultant must: On notification of an injury, complete the online Accident Report on the Kelly Services Intranet. Contact Risk and Injury Management Coordinator and notify the Department of Employment and Industrial Relations Workplace Health and Safety, if the incident is a notifiable one (see Notifiable Incidents section below). Not interfere with an accident scene if someone has been killed or seriously injured until approved by an authorised WorkCover Inspector or unless necessary to save life or property. Ensure the employee obtains a Workers Compensation medical certificate and completes necessary paperwork for WorkCover if it looks like time off work is required. Identify the cause of the incident and ensure preventative measures are put in place and complete the Hazard and Accident Investigation form. If the injury involves absences from work or they are unable to complete the duties of their pre injury role, discuss this with the Rehabilitation and Return to Work Coordinator. Manage the early return to work of injured workers, including identifying suitable duties in line with medical restrictions advised by the treating doctor. Liaise with clients regarding preventative controls and the return to work of injured employees. Keep the Rehabilitation and Return to Work Coordinator up to date with injured employees work load and modified duties performed and any issues that arise in relation to the employees return to work. If the injured employee is working reduced hours advise the Risk & Injury Management Coordinator of the hours worked at the end of each week. Forward all relevant documentation such as medical certificates, invoices and reports to the Risk and Injury Management Coordinator within 24 hours of obtaining. The Injury Management Team must: Forward all workers compensation claim forms, medical certificates and related documentation to WorkCover within 24 hours of receipt. Review data from the Accident reports and maintain the Accident Register of Injuries spreadsheet. OF37 - Human Resource Policies Workplace Rehabilitation -QLD 10/03/10 Page 4 of 8

5 Forward New Incident letter to all injured employees who are still absent from work within 48 of accident being reported. Provide reports on incident levels to Management and the Board on a monthly basis. Monitor workers compensation caseload. Attend claims review meetings on a quarterly basis. Record all conversations, faxes, receipts, return to work programs, medical certificates and reports and other documentation relating to the incident and workers compensation claim in an individual file for each employee. Store all files in a secure location within the Human Resources. In consultation with workers compensation insurer, appoint the services of an occupational rehabilitation provider if required. Liaise with all parties including injured worker, manager, insurance company, medical providers, rehabilitation and return to work provider and specialists to facilitate the early return to work of injured employees. Develop, review and audit OHS and Injury Management training. The Rehabilitation and Return to Work Coordinator must: Liaise with the injured employee s manager/recruitment consultant regarding potential suitable duties. Attend meetings as required i.e. with treating doctor, client and/or occupational rehabilitation provider. Develop return to work plans if required, in consultation with Risk and Injury Management Coordinator. Monitor and review return to work plans. Participate in claims review meetings. NOTIFIABLE INCIDENTS All incidents deemed notifiable must be reported to Workplace, Health and Safety Queensland, a division of the Department of Employment and Industrial Relations. These are all incidents which occur in the workplace if: The employee dies; or has lost a distinct part or an organ of their body; and/or is unable to work for more than four normal working days. The event involves or could have involved exposure of persons to risk to their health and safety (even if they do not suffer an injury) because of: - collapse, overturning, failure or malfunction of, or damage to, an item of specified high risk plant; or - collapse, or failure of an excavation or of any shoring supporting an excavation; or - collapse, or partial collapse of any part of a building or other structure; or - damage to any load bearing member of, or the failure of any brake, steering device or other control device of, a crane, hoist, conveyor, lift or escalator; or - implosion, explosion or fire; or - escape, spillage or leakage of any hazardous material or dangerous goods; or - fall or release from a height of any plant, substance or object; or - damage to a boiler, pressure vessel or refrigeration plant; or OF37 - Human Resource Policies Workplace Rehabilitation -QLD 10/03/10 Page 5 of 8

6 - uncontrolled explosion, fire or escape of gas or steam. Reports can be made online on or a copy can be downloaded from the Kelly Services Intranet site. Written notification is required within 24 hours of an incident. If the incident involves a death, immediate notification is required by calling A Workplace Health and Safety Queensland Inspector is on call 24 hours. The reporter must forward a copy of the completed form to the Risk and Injury Management Coordinator. An incident must be reported even if the client has already notified the department. INVESTIGATIONS The reason an incident occurred must be determined and preventative actions implemented to prevent future incidents. The Manager or consultant must complete an investigation for all lost time (more then 1 shift) incidents and for near misses and minor incidents that could potentially result in a serious incident. Form to complete: Hazard and Accident Investigation form. Completed forms are to be forwarded to the Injury Management team. Assistance from the Risk and Injury Manager or external experts must be sort if required. Please also refer to the Incident Management and Investigation Policy and Procedure. An investigation must occur even if Workplace Health and Safety Queensland are conducting an investigation. WORKERS COMPENSATION Kelly Services workers compensation insurer for Queensland is WorkCover. Occasions Covered Each claim for compensation is assessed on its merits. If the insurer rejects the claim, it will send the employee a reason for non-acceptance in writing and advise them of the appeal process. In general compensation is payable for an injury which arises out of, or in the course of employment and which occurs while an employee is: At the workplace. Traveling between home and work except where there is a deviation or interruption from the journey. Traveling for work and/or at Kelly Services instruction. Temporarily absent from the work place during a break, such as lunch. Payment of Wages If a claim has been accepted and a medical certificate has been produced absences are recorded as Workers Compensation leave. OF37 - Human Resource Policies Workplace Rehabilitation -QLD 10/03/10 Page 6 of 8

7 In all instances, when the company is advised of the compensation payments payable by WorkCover, it will be transferred on to the employee. Insurance premiums The cost of workers compensation premiums are based on: 1. Wages paid to employees 2. A rate determined by the risk of the industry 3. The cost of claims for the previous 3 years Premiums will be reduced through minimising incidents and the early return to work of injured employees. RECORD KEEPING A record of any work-related illness, injury or dangerous event must be made within 24 hours of the record-keeper becoming aware of event, on the Accident Register through the Kelly Intranet. Kelly Services will keep all information relating to an injured employee confidential in accordance with legislation. A hard copy workers compensation file for all claim records and documents will be kept separate from the employee s personal file within Human Resources. Employees may have access to their file but will require prior agreement to view documents supplied by the insurer. When lodging a claim, the employee will be required to sign a consent form for access to medical information and release of sensitive information to authorised outside parties. RELEVANT DOCUMENTATION Kelly Services documents Incident Management and Investigation Policy and Procedure New Incident Letter to Injured worker Accident Register Hazard and Accident Investigation Report form Consent Form Sensitive Information Non Kelly documents WorkCover Qld Application for Compensation form Department of Employment and Industrial Relations Workplace Health and Safety Incident Notification form. All documentation and forms are available on the Kelly Intranet site under Human Resources/OHS/Incident Management. CONTACTS AND FURTHER INFORMATION WorkCover Queensland Assess and manage claims for workers compensation. GPO Box 2459, Brisbane Qld 4001 OF37 - Human Resource Policies Workplace Rehabilitation -QLD 10/03/10 Page 7 of 8

8 Website: Telephone: Queensland Government, Department of Employment and Industrial Relations, Workplace Health and Safety Provide information on Occupational Health and Safety and relevant legislation and complete workplace investigations and audits. Website: Telephone: Q-Comp Workers Compensation Regulatory Authority Regulates the Queensland workers compensation scheme, provides information about workers compensation and rehabilitation legislation and resources for Rehabilitation and Return to Work Coordinators. The can also be contacted regarding appealing workers compensation decisions. Website: Telephone: Injury Management Team - Kelly Services Head Office Paula Spencer Risk and Injury Manager Ph: , Mobile: , Fax: Kelly McCann HR and Injury Management Adviser Ph : Kelly Services Rehabilitation and Return to Work Coordinator Currently vacant this role is being temporary filled by Paula and Melinda in Head Office. Relevant Legislation Workplace Health and Safety Act 1995 (amended 2003) Workplace Health and Safety Regulation 2008 Workplace Health and Safety (Miscellaneous) Regulation 1998 Workers Compensation and Rehabilitation Act 2003 Workers Compensation and Rehabilitation Regulation 2003 OF37 - Human Resource Policies Workplace Rehabilitation -QLD 10/03/10 Page 8 of 8

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