Designated RTW coordinator (internal or external) – interlien Appendix 4.L
| Steps in the RTW process | Actions |
|---|---|
|
Time off and recovery period |
1. Receive the medical certificate/attestation from the worker and learn about his/her condition: his/her functional limitations, the status and duration of restoration of abilities. 2. Send a letter to the worker: including contact information, information about the RTW process and about available resources for help inside and outside the organization. |
|
First contact with the worker by the workplace |
Contact the worker by phone: 3. Introduce yourself and explain the roles and responsibilities of all stakeholders in the RTW. 4. Present the RTW program and the role of the RTW coordinator to the worker. 5. Clarify mutual expectations and explain the nature of your relationship with him/her. 6. Inform the worker of the activities that may result (periodic follow-up, document to be filled out and provided, meeting with the physician designated by the employer, meeting with the expert physician, etc.). 7. Verify if the worker accepts that his/her manager communicate with him/her during his/her absence and if not, verify if he/she is comfortable explaining why and validate if he/she would like someone else from his/her team to stay in contact with him/her. 8. Initiate an assessment of the worker’s work environment (e.g., position and employment relationship). 9. Assess the support the worker receives (family, friends and community). 10. Plan an assessment meeting to take place when the worker feels able to do so. |
|
Evaluation of the worker (abilities) and his/her work (job demands) |
11. Within the first 8 weeks of the sick leave, contact the worker (i.e., face-to-face, by telephone) to identify the elements that can facilitate or hinder his/her RTW (e.g., those related to physical and mental health, the work environment and the worker’s position). 12. Based on this information, clarify the roles and expectations of each of the stakeholders involved in the RTW. 13. Collaborate with the worker, manager (or contact person) and rehabilitation clinicians (if needed) to identify work-related factors (e.g., work demands) by conducting a task analysis (physical and mental workload) and possibly an activity analysis (all dimensions of work). 14. † Identify psychological issues (e.g., depression, suicidal thoughts) that require a prompt consultation or a referral to a specialist. 15. Identify the worker’s apprehensions relating to the rehabilitation. 16. Continuously inform the other stakeholders of the new prognosis for the RTW and initiate interventions. 17. Ensure a safe environment during the exchanges between the worker and the other stakeholders of the RTW 18. Encourage the worker to engage in activities that are oriented towards the progressive recovery of cognitive functions (e.g., through daily tasks during the sick leave) and clearly define the benchmarks for returning to work (e.g., by offering household or volunteer activities related to the cognitive functions of his/her position). 19. Accompany the worker so that he notices and appreciates his/her strengths. |
|
Development of a RTW plan with workplace accommodations |
20. † Work with the worker on the concept of the disclosure of the mental disorder‡, consider the benefits that can be associated to it (e.g., access to work accommodations). 21. Consider the worker’s personal circumstances when preparing the RTW (e.g., personal situation, distance and commute between the worker’s home and the workplace). 22. Consider the medical diagnosis and functional limitations when planning the worker’s RTW. 23. Contact / prepare a meeting in order to develop the RTW plan after discussing the terms and conditions with the worker, manager, family physician, colleagues and unions. 24. Prepare and support the discussion about the work accommodations between the manager and the worker. Analyze the workload with the worker and the manager (e.g., list the usual tasks according to the job description). 25. Analyze work accommodation needs and identify those that are possible/feasible (e.g., according to the worker’s abilities and position). Identify tasks that are appropriate to the worker’s abilities. 26. Verify the feasibility of the work accommodations with the manager. Then, negotiate these accommodations with other relevant RTW stakeholders (e.g., worker, union representative, clinicians, co-workers). 27. Coordinate the work accommodations with the human resources, the manager and the worker (if necessary, contact/meet each stakeholder separately). 28. Ensure the consistency of the information communicated to the various stakeholders in regard to the date of the worker’s RTW. 29. Organize preparatory meetings a few days before the date of the RTW that was decided in agreement with the worker and the family physician:
30. Inform co-workers of the worker’s abilities to better understand the accommodation plan to reduce discrimination and encourage support from co-workers and the manager. 31. In collaboration with the other stakeholders, support the manager in the proposal of the plan, considering the perception and role of each. |
|
Work resumption (day 1) |
32. Ensure the presence and availability of the manager (or of a representative) during the first day of the worker’s RTW. 33. Reassure and support the worker. 34. Based on the situation and established procedures, follow up with the manager and the worker to see how the first day went. |
|
Follow-up of the RTW |
35. Do a follow up with the worker (suggestion of 3 weeks) after his/her RTW on a full-time basis to identify strengths and opportunities for improvement. 36. Be attentive to the worker’s health when he or she returns to work and offer support when necessary. 37. Monitor the RTW plan with all stakeholders involved (e.g., manager, union representative) and adjust it according to the worker’s evolution (e.g., work accommodations). Re-evaluate the worker’s needs upon RTW (e.g., workload). 38. Remain available for the worker and the manager by proposing meetings to evaluate the worker’s reintegration (e.g., resumption of duties, productivity) and discuss any concerns that may have arisen upon the worker’s RTW. 39. Accompany the worker and the manager by using available organizational resources (both material and human) if necessary. |