Workplace Rehabilitation Procedures
Approved by: Vice-Chancellor
Date approved: November 2006
Review date: December 2009
Related policies:
1. Definitions
Consultation: the conferring in such a way that the participants have access to all relevant material and the opportunity to contribute to and influence a decision.
Injury: a personal injury which includes, for example, a cut, fracture, sprain, strain, disease, aggravation of a pre-existing condition, industrial deafness, and psychiatric or psychological disorders.
Injury management
: the process of Workplace Rehabilitation for staff’s early and safe return to work.
Non-work related injuries: injuries that are not significantly caused by employment and are not claimable through current workers’ compensation legislation.
Suitable duties
: matching pre-injury duties to recovering abilities on a temporary basis.
Treating Medical Practitioner
: the nominated treating doctor who provides appropriate medical treatment, certification and injury management.
Q-Comp: the workers' compensation regulatory authority of Queensland.
Work-related injuries: where employment is a significant contributing factor in causing injury as defined by current workers’ compensation legislation and accepted by WorkCover as a workers’ compensation claim. Work-related injuries can happen during work, on a work break, while working away from the worksite, travelling between worksites, or travelling between work and home.
WorkCover: WorkCover Queensland is a Queensland Government owned statutory authority operating as a commercial enterprise for workers’ compensation insurance. A WorkCover policy ensures that a staff member who is injured at work receives financial support following an injury.
Workplace Rehabilitation
: the process of restoring injured staff to their maximal physical, psychological, social, vocational and economic capacity. It aims to assist injured staff to return to normal duties as quickly and as safely as possible.
Rehabilitation and Return to Work Coordinator
: Q-Comp accredited and registered University staff responsible for coordinating and evaluating Workplace Rehabilitation plans. The Workplace Rehabilitation and Return to Work Coordinator is based in Human Resources.
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2. Overview of the Workplace Rehabilitation process
3. Roles and responsibilities
3.1 The University
The University will provide, where practicable, suitable duties and training to assist injured staff. For work-related injuries, the University is obligated to offer Workplace Rehabilitation in accordance with workers’ compensation legislation. The University will monitor and review the return to work of an injured staff member. A Workplace Rehabilitation plan must not place the staff member at any further risk of injury.
For non-work related injuries, the University can nominate alternate medical practitioners, in consultation with the staff member, where clarification of a diagnosis/prognosis is necessary or further information required. In the case of a non-work related injury, a Workplace Rehabilitation plan will not normally exceed 4 weeks, it is a voluntary arrangement for the University and the staff member, and each case will be assessed individually, and where required, in consultation with the Treating Medical Practitioner.
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3.2 Injured staff members
Staff are responsible for obtaining appropriate medical treatment for an injury. For work-related injuries, staff must get a Workers’ Compensation Medical Certificate from their Treating Medical Practitioner. Staff must immediately report all injuries to the University, via their Supervisor. For work-related injuries, staff must complete an Accident, Injury, Illness and Incident Report form (available on the Staff Intranet and from Facilities and Human Resources). Staff will be asked to authorise the Rehabilitation and Return to Work Coordinator to discuss their injury with their Treating Medical Practitioner, Supervisor and Cost Centre Manager (Appendix 1).
Staff will inform their Treating Medical Practitioner of the availability of Workplace Rehabilitation at the University (Appendix 2) and request that their Treating Medical Practitioner complete a Work Capabilities form (Appendix 3).
Staff must provide appropriate medical certification and leave forms, and for work-related injuries, WorkCover forms and documentation. Staff will be consulted in developing a Workplace Rehabilitation plan and can use their own Medical Practitioner for work-related injuries. Suitable duties will be used as part of any Rehabilitation Plan wherever possible. Staff will inform the Rehabilitation and Return to Work Coordinator and their Supervisor of their medical status and rehabilitation progress and provide regular feedback for plan evaluation.
Staff must actively participate in Workplace Rehabilitation plans. For work-related injuries, the staff member is required to adhere to workers’ compensation legislation relating to workers’ obligations for participation during Workplace Rehabilitation plans and the requirements of WorkCover for examination by a registered person. Failure to participate in Workplace Rehabilitation can result in suspension of compensatory benefits. For non work-related Workplace Rehabilitation plans, when a staff member fails to progress during a Workplace Rehabilitation plan, the University has the right to refer the staff member to another Medical Practitioner, or an appropriate Specialist Practitioner. Failure to co-operate with these arrangements can result in the cancellation of a Workplace Rehabilitation plan.
3.3 Treating Medical Practitioners
The Treating Medical Practitioner is responsible for the overall injury management of an injured staff member. The injured staff member will provide the Rehabilitation and Return to Work Coordinator with a signed authorisation for the Rehabilitation and Return to Work Coordinator to discuss the nature of injury with the treating medical practitioner and to disclose this information to the staff member’s supervisor/cost centre manager (Appendix 1). The Treating Medical Practitioner will provide accurate and clear information to the Workplace Rehabilitation Co-ordinator and may be asked to complete, in consultation with a staff member, a Work Capabilities form (Appendix 3). A Rehabilitation and Return to Work Plan (Appendix 4) will be completed prior to commencement. Where the Treating Medical Practitioner has provided insufficient detail in medical certification or reports on which to develop the Workplace Rehabilitation Plan, their written approval may be required prior to commencement.
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3.4 Rehabilitation and Return to Work Coordinator
The Rehabilitation and Return to Work Coordinator is the link between the injured staff member, their Supervisor, Cost Centre Manager, Treating Medical Practitioner, WorkCover representatives (if applicable) and the University. When a staff member is injured, their Supervisor will organise for the Workplace Rehabilitation Co-ordinator to contact the injured staff member as soon as possible. The Rehabilitation and Return to Work Coordinator will ensure injured staff have access to appropriate information and resources, and assist with the completion of appropriate documentation.
The Rehabilitation and Return to Work Coordinator will request that an injured staff member provide signed authorisation for the Rehabilitation and Return to Work Coordinator to discuss the nature of injury with the Treating Medical Practitioner and to disclose this information to the staff member’s Supervisor/Cost Centre Manager (Appendix 1). The Rehabilitation and Return to Work Coordinator will provide the Treating Medical Practitioner with a letter explaining the Workplace Rehabilitation (Appendix 2) process and the staff members Position Description, to assist with the completion of a Work Capabilities form (Appendix 3).
When authorised, the Rehabilitation and Return to Work Coordinator will establish and maintain appropriate contact with the staff member’s Treating Medical Practitioner and/or any other health care professionals and provide liaison for early referral to rehabilitation professionals such as WorkCover, private Rehabilitation Counsellors, Occupational Therapists, and Physiotherapists. In conjunction with the staff member, their Supervisor, Cost Centre Manager, and on the direct advice of the Treating Medical Practitioner, the Rehabilitation and Return to Work Coordinator will develop the Rehabilitation and Return to Work Plan and determine an agreed time frame for the Plan (Appendix 4). The Plan must be authorised by the Cost Centre Manager prior to staff commencing on a plan. Where the Treating Medical Practitioner has provided insufficient detail in medical certification or reports on which to develop the Workplace Rehabilitation Plan, their written approval may be required prior to commencement. Where necessary, the Rehabilitation and Return to Work Coordinator will identify external professionals, for instance, Rehabilitation Counsellors and Occupational Therapists to assist in plan development.
The Rehabilitation and Return to Work Coordinator will endeavour to maintain good communication between all parties involved, including providing feedback on Workplace Rehabilitation to all parties and maintain confidential, accurate and up to date records of Workplace Rehabilitation. Where applicable, the Rehabilitation and Return to Work Coordinator will coordinate remuneration arrangements for return to work plans where the University has elected to pay for hours worked within the plan. The Rehabilitation and Return to Work Coordinator will complete confidential summary reports on all plans, and store all reports confidentially.
Where it is identified that a staff member is not progressing and achieving goals as agreed in the Rehabilitation Plan, the Rehabilitation and Return to Work Coordinator, in conjunction with the staff member, Supervisor, Cost Centre Manager, Treating Medical Practitioner and, if applicable, WorkCover will identify areas of concern. They can seek further medical advice for example, request an Occupational Therapist assess the case. On the advice of the Treating Medical Practitioner, the Rehabilitation and Return to Work Coordinator will amend the plan as required.
3.5 Supervisors and Cost Centre Managers
Supervisors and Cost Centre Managers have a critical role in ensuring the success of Workplace Rehabilitation plans. They will to be kept informed of and play a central role in all stages of a Workplace Rehabilitation plan. Supervisors and Cost Centre Managers must immediately notify the Rehabilitation and Return to Work Coordinator of injured staff, direct staff members to submit appropriate leave forms for all time off work and maintain contact with injured staff during their absence from work.
Supervisors and Cost Centre Managers will work with injured staff and the Rehabilitation and Return to Work Coordinator to identify current and suitable duties and to determine an appropriate Workplace Rehabilitation plan. They will provide support in the implementation of the Rehabilitation and Return to Work Plan, and monitor job performance and progress. The Plan must be authorised and signed off by the Supervisor and Cost Centre Manager prior to commencement.
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3.6 Other staff
Fellow employees within the work area are encouraged to be positively and actively involved wherever possible to support the Workplace Rehabilitation process.
3.7 WorkCover (work-related injuries)
Depending on the work-related injury, compensatory benefits payable by WorkCover may include weekly compensation payments, medical, hospital and rehabilitation costs, reasonable travel expenses and lump sum payment for permanent impairment. Compensation is not payable for damage to clothing, jewellery or vehicles.
To apply for workers’ compensation, a staff member completes an Application for Compensation form, a Tax File Declaration form (for any time off work) and obtains a Workers’ Compensation Medical Certificate. All WorkCover forms are available from Human Resources or directly from WorkCover. Completed forms can be returned to the Rehabilitation Coordinator (Human Resources) for lodgement directly to WorkCover. The University will also complete an Employer’s Report form. Claims lodged 6 months or more after injury are generally not compensatory.
WorkCover assesses an application according to workers’ compensation legislation. This includes determining whether a staff member has suffered an injury and that employment was a significant contributing factor to the injury. To assess an application, WorkCover may talk to the staff member, the University, Treating Medical Practitioner and other relevant parties. Where WorkCover accept the claim, the staff member will receive compensation benefits and start rehabilitation, if needed. Where an application is rejected, a staff member can request a review of the decision by Q-Comp and should contact their Supervisor or the Rehabilitation and Return to Work Coordinator to request Workplace Rehabilitation.
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4. Suitable duties
When an injured staff member is unable to return to their previous position, suitable duties will be negotiated where possible, with the Rehabilitation and Return to Work Coordinator, the staff member, their Supervisor, Cost Centre Manager, and where practicable, will be at the same classification level. No duties will be performed which have not been approved by the staff member’s Supervisor, Cost Centre Manager and on the advice of the Treating Medical Practitioner.
Suitable duties will be specified in writing for a Rehabilitation an Return to Work Plan (Appendix 4), including:
- the goal of the plan
- list of duties and restrictions
- the hours to be worked
- details of training required
- anticipated time frame of the plan
5. Salary Payments during Workplace Rehabilitation
For work-related injuries, the University will pay for all hours worked under a Rehabilitation and Return to Work plan. For normal work hours not worked, remuneration can be claimed from WorkCover. The Rehabilitation and Return to Work Coordinator will advise WorkCover of wage claims (Appendix 5). For non work-related injuries, the University may negotiate pay for the period of the Workplace Rehabilitation plan.
6. Evaluation of Workplace Rehabilitation
On the completion of a Workplace Rehabilitation plan, a staff member will be asked to complete an evaluation form (Appendix 6). The evaluation form will provide the Rehabilitation and Return to Work Coordinator with information to monitor the procedures to ensure they facilitate the early return to work as soon as practicable following an injury.
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