RETURN-TO-WORK ROUNDTABLE PROCESS Office of Risk Management, Claims Services Workers Compensation Program

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1 RETURN-TO-WORK ROUNDTABLE PROCESS Office of Risk Management, Claims Services Workers Compensation Program Who s Involved: UW Claims Specialist Human Resource Consultant Dept Internal Human Resources Supervisor, Manager Attending Physician? Injured Worker? Others as appropriate When RTW Roundtable happens: Injured worker on time loss (may be exceptions) Restrictions require modified duty Future work loss probable? Within 30 days of first time loss payment Issues Addressed: Status of restrictions Light duty possibilities Barriers to return to work Investigation needs Improving claim outcome RTW Roundtable Bring stakeholders together Coordinate efforts Speedy return to work! Reduce time loss and L&I premium Increase UW productivity. We must act quickly to prevent disability! Information Shared in Advance: Current restrictions Light duty job description(s) Report of Accident OARS/PSN HEPPS Info Job Analysis/Job of Injury

2 RETURN-TO-WORK ROUNDTABLE PROCESS (Typically initiated by Risk Management Claims Specialist) PURPOSE: The Office of Risk Management s Workers Compensation Program serves as the University s return-towork coordinators for workers injured on the job, as required by Washington law (RCW ). Achieving a speedy return to work after an occupational injury requires the support of multiple stakeholders involved in the claims process. The Return-to-Work Roundtable is designed to bring these stakeholders together as early as possible in the claims process, in order to bring the injured worker back to work quickly. This effort is consistent with best practices in workers compensation claims handling, and will result in decreased time loss payments, lower insurance premiums, and higher productivity. WHAT TRIGGERS IT? The UW Claims Specialist will initiate the RTW Roundtable meeting/teleconference at her discretion. The injured worker will normally be receiving time loss payments from L&I, although there could be exceptions. Generally, the injured worker s physician will have issued restrictions for light duty work, although cases may be brought to the RTW Roundtable in which there is not yet a release to work, or in which the employee is currently working but future work loss is probable. WHEN IS IT DONE? The roundtable discussion should take place no later than 30 days after the first time loss payment. The earlier the better, if restrictions are known and light duty options can be considered. Participants are asked to adjust their schedules so that the RTW Roundtable takes place timely and is given proper priority. WHO ATTENDS? The UW Claims Specialist will routinely include the HRC, Internal HR representative (if applicable), the supervisor, and manager. Consideration will be given to including the injured worker and the attending physician. Others may be invited by those participants as necessary. Optional attendees to be included, depending on the claim and issues involved, are the Manager of Occupational Environmental Health & Safety, Labor and Industries Vocational Specialist, and a representative from Employee Health. ISSUES TO BE DISCUSSED: The standard agenda will include: Status of injured worker and level of communication Overview of restrictions Light duty possibilities within and outside the department Modifying current position (job description or hours) Barriers to returning to work Investigative needs 1 Office of Risk Management, Claims Services,

3 How to achieve the best outcome Anti-retaliation statement Agreement on follow-up actions and need for a subsequent RTW Roundtable WHAT INFORMATION SHOULD BE SHARED IN ADVANCE? Current restrictions Possible light duty job descriptions Report of Accident OARS Report Applicable HEPPS information Job Analysis for Job of Injury DOCUMENTATION: The Claims Specialist will create a synopsis of the meeting to be shared with attendees, the L&I Claims Manager, and the attending physician. 2 Office of Risk Management, Claims Services,

4 RETURN TO WORK ROUNDTABLE TEMPLATE AGENDA Date Attendees Issues 1) Status of injured worker and level of communication 2) Overview of restrictions 3) Light duty possibilities within and outside the department 4) Modifying current position (job description or hours) 5) Barriers to returning to work 6) Investigative needs / red flags on claim 7) How to mitigate future outcome of the claim 8) Anti-retaliation statement 9) Agreement on follow-up actions and need for subsequent RTW Roundtable

5 Roundtable Process for Light Duty Template Calling for a Return-To-Work Roundtable Meeting/Teleconference Confidential You may be aware that (injured worker name) sustained an on-the-job injury on (date). (Injured worker name) is currently being paid time loss by L&I and his/her condition is likely to require time loss payments that exceed 30 days. As such, I am asking for your participation in a Return to Work Roundtable meeting to be scheduled as soon as possible to discuss (injured worker s name) claim and possibilities for return to work. This is a new process that we are implementing to reduce time loss for UW injured workers and reduce the insurance premium paid by UW and its employees for L&I insurance. Attached is a chart which highlights the process. By copy to our Program Coordinator (Felicia/Linda), I m asking her to schedule this meeting/teleconference on our calendars at the earliest opportunity. In advance of the meeting/teleconference, please share with the group any information which would be helpful in advance of the meeting (the attachment lists some examples). If there are others who should be included in this meeting, please let me know. Thank you and I look forward to our meeting. Elena/Wendy

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