Returning to Work: Supporting Workers & Employers Safety First Symposium 2017

1. Returning to Work: Supporting Workers & Employers Safety First Symposium 2017 Kelly Johnston – Noseworthy Relationship Manager, WCB CB

2. Today: • Defining return to work: business case and benefits • The service and importance of Direct Access • 8 P’s for building successful RTW programs - Prevention - Procedures - Partners - Plan - Point person/s - Promote - Policy - Past & present • Resources, tools and My Account!

3. RTW videos from working to well https://www.youtube.com/watch?v=j8EM-aSmWds – Rod Stickman Video on RTW https://www.youtube.com/watch?v=pw6EzeVWy5c - Registered Nurse – Denise’s coworkers, supervisor, physiotherapist and WCB case worker supported her along her journey. https://www.youtube.com/watch?v=S1PWdFgGbXo – Rob’s RTW story.

4. Return to Work (RTW) A plan to help injured workers return to work, or continue to stay at work, after a workplace injury has occurred. After injury prevention, RTW is the strongest measure available for control of post-injury costs: human and operational.

5. The business case for early & safe RTW • It’s the mechanism by which you can control many of your direct and indirect post-injury costs. • Shows employer commitment to properly supporting workers’ post-injury. • Aids in recovery; is good physically, mentally and emotionally for the worker and his/her co-workers. • Keeps important skills, abilities and knowledge held by the worker, in the workplace. • Helps to build, and promotes and supports more positive workplace environments.

6. Successful RTW programs are: • Clear - step by step process • Consistent – applied throughout the organization • Communicated – everyone understands their role and responsibilities in the RTW process ‘SPICE’ is another positive model for safe and timely return to work!

7. Colledge, A. L., & Johnson, H. I. (2000). S.P.I.C.E. A model for reducing the incidence and costs of occupationally entitled claims. Occupational Medicine, 15, 695-722, iii.

8. 7 Steps of a successful RTW Program • Prevention • Partners: Roles & Responsibilities • Point Person/s • Policy • Procedures • Plan: Transitional Duties • Promotion

9. 1. Prevention of workplace injuries 2 3 • Health and safety measures can help to ensure that a RTW program never has to be used! • Preventing injuries and keeping workers safe depends on two key workplace measures: An active safety program ensured by the employer that identifies and controls hazards. Workers and managers have the training and knowledge to work safely and recognize, report and address hazards.

10. 2. Partners: Roles & Responsibilities Successful RTW is based on a team approach. This will be unique to each workplace and includes: • Employers, managers, supervisors • Union/shop floor representation • RTW point person/s • Injured workers and co-workers • WCB case workers • Healthcare providers Communication and collaboration are key to good RTW!

11. Employers • Ensure proper first aid. • If medical attention received or time lost, notify WCB. Options? Fax WCB Injury Report to 902-491-8001, or post to MyAccount • Use direct access for immediate approved functional assessment. • Communicate with RTW point person/s and partners. • Maintain regular contact with the injured worker • Offer transitional duties or other suitable tasks that are meaningful and productive.

12. Workers: • Report unsafe situations and near-misses to employer. • Immediately notify employer of any work injuries. • Provide WCB with full, accurate & timely information. • Actively participate in RTW programs, such as direct access to physio or chiro or transitional duties.. • Notify the WCB immediately of any change that may affect a claim, including return to work. • Stay in regular and frequent contact with employer.

13. WCB: 4 • Work and collaborate with all parties involved in the RTW planning process.  • Assist in development and management of RTW. • Weigh evidence, render claim decisions, administer health care and earnings replacement benefits. • Maintain clear and consistent communication with injured workers, employers and health service providers Adhere to Workers Compensation Act & WCB policies.

14. Health Care Providers Provide services to injured workers, assisting with recovery and safe and timely return to work. Be aware of worker’s pre-injury job requirements and available transitional duties. Identify issues and barriers influencing RTW plans; make recommendations to address these issues.  Clearly communicate with injured worker to properly manage recovery expectations. Clearly communicate with employers and with WCB case workers and employers. Actively work with all RTW parties as required.

15. Point Person/s • Support health, safety & injury prevention measures. • Work with employer & RTW partners to help develop and communicate policy, procedures, program. • Ensure clear and ongoing communication with all parties. • Oversee RTW program. Arrange with employer to sign up for My Account. Track costs, frequencies & monitor claims status. • Support in locating transitional duties or alternate work assignments.

16. 3. Point Person(s) • The RTW point can be an individual or a committee. It does not require a new hire. • It’s important that point person/s are recognizable as the ‘face’ of the company’s RTW program. Communicate! • The point person/s handles day-to-day functions of the program and facilitates safe and timely RTW process. The needs of each workplace will vary. • The employer must ensure proper supports and resources are in place for the RTW point person/s.

17. RTW point person - qualities & skills: Objective and respected by workers and managers. Clear and consistent, in speaking and writing. Good interpersonal and communication skills; able to effectively deal with conflict. Collaborative and attentive. Knowledge of workplace demographics and of the physical demands of jobs and tasks. Understanding of the WCB Act and policies. Agrees with, supports and promotes principles and practices of RTW in healing and recovery.

18. 4. RTW Policy: • Confirms and shows the company’s approach to the program and principles of healthy & timely return to work. • Is accessible and communicated to all workers and managers, and may be shared with other RTW parties as the employer chooses. • Outlines the objectives, operations and scope of the RTW program, including training and communication measures. • Is a formal commitment made by the employer that return to work will be implemented and supported.

19. Good return to work policy is: Clearly worded and easily understandable - not wordy; Linked to procedure that shows RTW roles, responsibilities, supports, expectations and requirements, Accessible to all workers, managers and supervisors and supported with regular training, Reviewed annually and signed by senior leader/s to demonstrate understanding and commitment, Includes evaluation by RTW partners (especially workers and managers) after a return to work has been completed. An example of ‘walking the talk’!

20. RTW Policy: Sample 5

21. 5. Procedures • RTW procedures can speak to each of the 8 P’s. • Procedures need to include roles and responsibilities of RTW partners at the workplace, and provide easy-to follow steps for safe and timely return to work. • Procedures are accessible, communicated and include training for all workers and managers. Procedures may be shared with other RTW parties as the employer chooses. • Procedures show how your policy is ‘lived’ each day.

22. RTW: Basic flow! • Injury occurs; worker immediately reports to supervisor. • Employer ensures first aid. If no lost time or medical care needed, an internal incident report should be done and incident investigation began. • If medical aid is required, report to WCB by submitting WCB Injury Report by fax or post to MyAccount. • If sprain/strain, use direct access services to send worker to WCB-approved physiotherapy or chiropractic. Complete first two sections of Intake Report Form A and send to clinic or give to worker to take. • Clinic contacts employer for additional information including job description, functional demands of job and potential transitional duties. • Clinic sends completed Intake Form A to employer, shows next steps. • If worker unable to return right away, employer receives Physical Abilities Form E to help determine transitional duties and RTW timeline; updates are done and submitted by health provider every two weeks. • Employer maintains contact with all worker and RTW partners. • Investigation results are implemented prevent more injury!

23. Injury Implement changes to break cycle. Investigate • No time loss. • No medical aid. • No WCB forms required. • Onsite incident report. Minor 1st Aid only • Submit WCB Form 67. • Begin direct access for early treatment. • Begin RTW process and follow up with worker • Provide transitional duties (as per WCB Form E by health provider;) stay in contact with worker. • Contact WCB Case Manager to discuss RTW, transitional duties, treatment and timelines. • Stay in contact with worker & RTW partners. • Monitor and manage with MyAccount. Sprain Strain • Submit WCB Form 67. • Begin RTW process and follow up with worker. • Provide transitional duties (as per WCB Form E by health provider;) stay in contact with worker. • Contact WCB Case Manager to discuss RTW, transitional duties, medical treatment and timelines. • Stay in contact with worker & RTW partners. • Monitor and manage with MyAccount. Severe

24. WCB Injury Report (“Form 67”) 5 Completed by employer and submitted to WCB in five business days of medical aid. Submit online through MyAccount or fax to 902-491-8001. Pg. 1 - Identifies you and worker; acknowledges you have both seen the information; provides the appropriate declaration and consent needed to process the claim. Pg. 2 - Provides information about body part injured, type of injury, and when and how it happened; also includes questions about time lost from work, employment type and job tasks. Page 3 - Completed if injury results in time loss or earnings loss. Information is used to help us gather earnings/employment information.

25. Intake Report - Form A 7 Started by employer, and completed and submitted by health provider to worker’s doctor, employer and to the WCB within 3 business days of intake. Provides for development of an appropriate RTW plan for the worker; includes diagnosis based on the initial assessment and worker’s ability to perform regular or transitional duties. Helps employer and WCB to identify worker’s current abilities, pre-injury work classification, and determines current abilities in relation to work classification. If worker has an existing WCB claim, a Form B will be used.

26. Initial Assessment- Form B 7 Completed by health service provider, who typically contacts employer regarding the worker’s job description, functional demands of his/her work, and availability of transitional duties. Submitted by the service provider to the worker, the worker’s doctor, and to the WCB case worker, within five days of initial assessment. The Form B details worker’s injury, diagnosis, andwhere appropriate, a treatment plan.

27. Physical Abilities - Form E Physical Abilities Form is completed when a worker is assessed as not being able to return to their regular job within two weeks. Completed by health service provider and submitted to the worker, worker’s doctor, and WCB case worker within five days of the worker’s initial assessment where it has been determined he/she is unable to return to work immediately or within two weeks. Form E tracks a worker’s functional progress, and ensures the RTW plan continues to include appropriate transitional duties based on the worker’s improving abilities. Form E aids workers to see ongoing improvements in their functional abilities.

28. Direct Access 9 Physician referral not required. Gives injured workers quicker access to the services they needwhen they need it, improving recovery process & time. Early identification and treatment can eliminate or significantly decrease lost time from work. Injured worker’s functional abilities are assessed and communicated to the employer, the worker and the worker’s doctor. This improves communication and aids in matching current abilities with meaningful transitional duties. Supports safe and timely return to the workplace, and is a strong resource for return to work/stay at work programs.

29. Worker ability & task demands Successful return to work requires employers and point persons to plan & prepare for job task changes. Where injury has impacted a worker’s ability to perform his or her regular job tasks, safe and timely return to work includes: • Transitional duties - temporary changes duties, • Modifications within current job, • Different job meeting current functional abilities, • Combinationof two or more of these, eg. change usual duties and add others from another job/task

30. 6. Plan - Transitional Duties • Transitional duties are temporary changes to job tasks. • They are designed to match an injured worker’s current functional abilities set. Transitional duties are flexible as worker abilities improve through RTW and recovery. • Transitional duties and worker ability are regularly monitored. • As injured workers’ abilities increase, transitional duties are added to with eventual return to regular duties. • The best transitional duties are productive and meaningful.

31. Transitional Duties & Functional Job Analysis • Functional job analysis identifies and analyzes the physical demands of work tasks. • FJA is required to compare an injured worker’s current set of abilities, to the requirements of his/her job tasks. • Functional job analysis is a key tool to help determine what an injured worker can safely do at work. • WCB case workers can assist you with FJA’s. • If you’re unsure of what job tasks to assign to the injured worker, contact the health service provider/s.

32. Assistance and staying in touch: Some workplaces may not be able to offer transitional duties, or may not feel able to offer transitional or modified tasks. Please contact your WCB case worker to discuss solutions and opportunities. Keep in touch early and often with the worker and with the WCB case workerduring the return to work process. Welcoming workplace connections are a key support for injured workers’ motivation to return and stay at work.

34. 7. Promotion As you promote and communicate your return-to-work policy, procedures and plan, consider using these key themes: • Good health, safety and injury prevention means no RTW! • Successful return to work benefits everyone at work • Everyone has a role in successful RTW; partners include injured workers’ co-workers and those in other departments • Communicate the roles of RTW partners & point person/s • Show the impact of workplace injury: financial, personal, family, social and professional, and how RTW helps • That returning to an RTW supportive workplace aids in recovery and is good physically, mentally and emotionally.

35. RTW Communication & Training • Post information tools for workers and managers; regularly update, re-post and distribute new. • Ensure workplace health & safety and RTW are key aspects of all new hire orientation. • Give managers and RTW point person/s annual training on rolesand processes. • Consider communicating your RTW program with treating health service providers; discuss changes as needed • Give yourself the time to stay up to date! Contact the WCB with questions and for information.

36. Some communication ideas for RTW? Example…. • Talk about it at staff meetings • Post the policy in staff areas • Use email, website posts and social media, and visuals • Support it in internal & external newsletters • Share good news and success stories; share what is learned! • Create and deliver with closest RTW partners: your workers, supervisors & point persons!

37. Resources

38. Wrap up - Key points & questions Key points: • Proper workplace health, safety and injury prevention is the first step! • Successful RTW needs commitment and a clear and consistent plan. • Returning to work after injury can aid greatly in recovery and is good physically, emotionally and mentally for workers and co-workers.

39. Supporting those impacted by workplace injury

40. A Brief Review • Workplace injuries are down • Durations are up – NS 2nd highest • Focus on RTW • Atlantic partners • Research conducted • Informed by CJM • Very targeted audience and influencers • Working to Well initiative

41. How it’s Shaping Up in NS • Denise’s Story • Online hub for workers • Toolkit for employers • Workplace poster • Best practices guide • Videos and story profiles • Tip sheets • Worker handouts

42. Posters, Profiles

43. Tip Sheet Sample, Meet the Team

44. Other Jobs Campaign • Personal and fun approach to a serious topic • Posters, online ads • Workplace/event activity using nametags • Activity incl. blank, adhesive nametags, leader tag, how-to guide, posters • Event ice breaker • Safety talk • JOHSC initiative • Health and Safety Day

45. Other Jobs Activity Kit