County of Los Angeles Department of Human Resources June 4, 2009

1. County of Los Angeles Department of Human Resources June 4, 2009 Long Term Leave Management Program

2. Topics • Long Term Leave Management Program Overview • Long Term Leave Absence Report & Departmental Management Summary Report • Interdepartmental Placement of Employees Returning to Work Following Approved Leave – PPG 621

3. Long Term Leave Management Program Partnership The Chief Executive Office/Risk Management Branch and the Department of Human Resources are responsible for the development and implementation of the Long Term Leave Program. Intent of the Program • Improve the management of employees on long term leave • Reduce the number of employees on long term leave

4. Components of the Program • Provide updated information and guidelines to facilitate departments’ follow-up with employees on long-term leave • Provide additional training for departmental Return-to-Work Coordinators on long term leave and return to work procedures • Work with departments to facilitate employee’s return to safe and productive work compatible with work restrictions and essential functions • Assist with job placement in another department if reasonable accommodation is not possible with the current department. • Work with departments to facilitate retirement, medical release, or termination of employment when appropriate

5. Monthly LTL Absence Report • Goals • To monitor RTW progress and activities • To provide monthly progress report to the Board of Supervisors and the Chief Executive Office • To provide county departments a working tool to develop strategies and action plans Definition of Long Term Leave • 6 Months/180 Days or more of continuous leave

6. LTL Absence Report(Example)

7. Codes Conversion Table

8. Codes Conversion Table

9. Medical Certificate Responses to the following conditions should be: “Yes” • P & S – Permanent & Stationary • C & R – Compromise & Release • Pending AME • Filed for Disability Retirement • Medical Release • Placement in Permanent or Transitional Assignment

10. Comment Section Keep in mind the following when providing comments for an employee that has not returned to work: • Where is the case in the Return-to-Work process; when did you last take action? • what is preventing the Return-to-Work process from moving forward?

11. Examples of Status Comments • EE TTD to date • AME/QME scheduled for date • EE receiving LTD through date • IPM scheduled for date • IPM held date/outcome • Second IPM scheduled for date • WAY (where are you) letter sent date • Medical release approval requested date • Skelly meeting scheduled for date • Intent to discharge/medically separate letter sent date • Discharge letter sent date • Medical release letter sent date • RTW date • Out of service (retired, resigned, discharged, deceased, medical separation) date • RTW on transitional assignment date • Waiting for AME/QME report of date

12. The Active Cases Section • Active cases are “carryover” cases that were active in previous month and remained active in the reporting month. Active cases that are 6 months or 180 days or more NOTES: Light Duty Assignments and Transitional Assignments, should be closely monitored and reported as “Work Hardening Assignment.” Keep in Active Cases unless they are over 30 days. The New Cases Section • Cases that reach the 6 months criteria in the reporting month • Cases that were not listed in prior reports

13. The Processed/Cleared Cases Section • Cases that met the 6 months/180 days criteria. • Employees who have returned to work, retired, released, resigned, discharged, out of service prior to and during the reported month. • The reasons for all Processed/Clear cases must be stated in the Comment section of the report NOTE: Do not list Light Duty Assignments and Transitional Assignments as Processed/Cleared Cases. Report them as “Work Hardening” under Active Cases until they are over 30 days. Report them as Processed/Cleared Cases after employee has been at work for 30 days.

14. Illustration

15. Departmental Summary Report LONG-TERM LEAVE ABSENCE REPORT SUMMARY ______________, 2008 Reporting Month Department Name: ___________________ Report Completion Date: ______________ Department Number: _________________ The attached Long-Term Leave Absence Report, for the month of __________________, 2008, has been verified and is an accurate report of employees in this department who have been on long-term leave for over 180 days. Prepared by: ___________________________________ ___________________________________ Print Name Title ___________________________________ ___________________________________ Preparer Signature Date Approved by:

16. Interdepartmental Placement of Employees • Policy, Procedures and Guidelines - PPG 621 (Handout) • Interdepartmental Placement of Employees Returning to Work Following Approved Leave • Question and Answers on PPG 621

17. Who to Call? • RTW Assistance • Worker Compensation • Jackie Sloniker, CEO 213-738-2116 • Humphrey Ahaiwe, CEO 213-738-2224 • Cathy Stein-Ramos, CEO 213-738-2228 • Long-Term Disability • Tammy Usher, CEO 213-738-2143 • LTL Absence Report Assistance • Teresa Tsang, DHR 213-639-6097 • Hoa Phan, DHR 213-738-2200 • LTL Absence Report Comments Assistance • Cheryl Turkal, CEO 213-738-2144 • Interdepartmental Placement Assistance • Eliza Carrillo, DHR 213-738-2246