Workplace Disability Prevention Program
SafetyDriven – TSCBC is committed to helping employers by providing resources on this webpage. Each employer will be able to develop a program which will manage employee return to work in a safe and productive manner. Employees will benefit by taking part in a program that allows them to safely recover while slowly returning to workplaces tasks.
Workplace Disability Prevention (WDP) programs are a proactive way for ABCXX Trucking Company to help injured workers stay at work, return to work, or remain in productive and safe employment as soon as physically possible. Workplace Disability Prevention programs are initiated when the injured worker first contacts our staff. At this time, an early intervention procedure determines if the worker can stay at work and perform normal duties, or if the worker can be assigned to modified duties while the injury heals. In many cases, stay at work (SAW), return to work (RTW), and remain in work (RIW) programs prevent time loss from work. Our WDP programs include:
- Proactive prevention strategies
- Roles and Responsibilities
- Physician Package
- Stay at Work, Return to Work, and Remain in Work plans
- Training and Communication (policy and procedures)
Policy for WDP Programs
Our company safety policy refers to:
- Stay-at-Work and Return-to-Work opportunities
- Workplace Disability Prevention program
- Proactive prevention strategies
Our company safety policy is signed and dated within two years of current date.
WDP Roles and Responsibilities
Everyone in ABCXX Trucking Company participates in WDP programs.
- Management / Human Resources
- Workplace Disability Prevention Coordinator
- Workers (including Worker OHS Representative)
- First Aid attendant
- Health Care providers
Management / Human Resources
- Ensure resources are available to:
- promote safety and wellness in the workplace
- Identify high risk tasks and occupations before they result in work loss
- Perform a physical demands analysis on major tasks related to all occupations
- Communicates expectations to all workers regarding:
- WDP policy and procedures
- individual responsibilities and accountability
- Encourages and facilitates SAW and RTW:
- identify physical limitations of injured workers
- provide written offer of appropriate safe duties
- enforce disciplinary actions for non-compliance with WDP procedures
- Promotes success for WDP initiatives.
- Helps to identify and develop transitional/modified duties for injured workers based on the physical demands analysis.
- Facilitates ongoing WDP case management:
- monitor work and medical progress proactively
- offer alternative rehabilitative services through partnerships with medical providers
- implement initiatives to address gaps in case management
- Expedites communication to and required documentation for medical providers, workers, and WorkSafeBC.
- Ensures employees are trained for WDP roles (First Aid attendant, WDP Coordinator/Supervisor, and any others).
- Supports staff to perform their roles in the WDP program.
- Promotes wellness and physical activity.
- Ensures his/her own understanding of WDP program.
- Promotes success for RTW initiatives.
- Identifies transitional/modified duties for all injured workers.
- Ensures prompt early intervention:
- contact worker at time of injury
- emphasize cooperation with WDP process and suitable WDP employment
- contact worker immediately if they are absent from work
- Monitors work performance and medical progress of injured workers.
Workplace Disability Prevention Coordinator
- Promotes safety and wellness.
- Works with management to identify suitable or alternate transitional duties, ongoing WDP program challenges, goals, and objectives.
- Collaborates with Worker OHS representative to assess and complete physical job demand analysis.
- Assists with employee orientation for WDP procedures:
- make all workers aware of their specific responsibilities
- ensure applicable regulations are followed
- Develops transitional/modified duties for injured workers.
- Maintains contact with the injured worker.
- Monitors progress of the injured worker and acts as primary contact for all parties involved in the rehabilitation of the worker.
- Assists employees to apply for medical benefits, intervention, or rehabilitative services.
- Promotes open communication to develop workplace culture of inclusion, trust, and ?safety first.?
- Builds relationships with medical providers and WorkSafeBC to facilitate evaluations and ongoing case management as necessary.
- Ensures that an injured worker does not aggravate the injury while performing transitional or alternate duties.
- Champions the WDP initiative throughout the company while monitoring and evaluating the program for continual improvement.
- Create partnerships with healthcare providers and encourage employees to use their clinics.
Workers (including Worker OHS Representative)
- Know, understand, and comply with WDP policy and OHS regulations.
- Follow injury procedures as stated in the regulations.
- Report workplace issues or concerns early to enable proactive disability prevention.
- Cooperate with WDP program and procedures.
- Tell your doctor about available transitional duties or alternative duties in your workplace.
- Give your employer all completed abilities assessment forms to ensure that transitional or alternative duties are efficient, productive and safe for your medical condition.
- Follow prescribed limitations and abilities during rehabilitative process.
- Accept duties offered within your abilities assessment.
- During the rehabilitative process, provide required injury and SAW or RTW information and completed forms; tell your employer about SAW or RTW challenges or concerns.
- Use the health care partnership clinic (if possible).
First Aid Attendant
- Provide immediate first aid service.
- When any worker receives medical attention:
- inform WDP Coordinator, supervisor, and management immediately
- provide a written report
- Liaise with the WDP Coordinator and management regarding the injured worker.
- Provide the injured worker with the Physician Package when further medical treatment is needed.
Health Care Providers
- Cooperate with the employer and worker to facilitate a safe, productive and prompt return to work plan, directed towards rehabilitation and pre-injury status.
- Complete the Physician Package, including the abilities assessment for the injured worker.
- With the worker’s signed permission, provide employer with medical information related to the workplace injury.
- Promptly send necessary forms to WorkSafeBC to register a claim.
Our procedures for WDP programs include:
- Immediate injury reporting
- First Aid and medical assessment
- Contacting injured worker absent from work
- Identifying available alternate or modified duties
- Developing Stay-at-Work / Return-to-Work plans
- Non-cooperation with the WDP program
- Monitoring and re-evaluating injured worker progress
- Developing Remain in Work plans as needed
- Required reporting to WorkSafeBC
- Claims management
- Documentation for WDP case tracking
ABCXX Trucking Company has five procedures to cover all of these requirements.
WDP procedure: injury reporting and treatment (6 steps)
- Employees are required to report any injury to the First Aid attendant immediately.
- First Aid attendant provides first aid treatment and completes first aid report.
- If further medical treatment is required, First Aid attendant or supervisor provides injured worker with Physician Package to be completed by the treating medical practitioner.
- If injured worker is away from home base, worker or first aider reports to supervisor immediately.
- Supervisor obtains contact information of medical clinic treating the injured worker. Supervisor may also begin using the WDP case tracking form. (You will see this form shortly.)
- WDP coordinator faxes or emails the Physician Package to the medical clinic immediately. (Later in this manual, you will see details of the Physician Package.) If not already begun by the supervisor, the WDP Coordinator uses a WDP case tracking form to document the WDP process.
Workplace Disability Prevention Case Tracking form
Supervisors and case managers are required to complete the WDP Case Tracking form in Appendix 10 and maintain a log of all correspondence, phone calls, conversations related to managing the case and observations of worker performance on alternate duties.
WDP procedure: assessment and plan development (8 steps)
- If medical treatment is obtained, injured worker ensures that the treating medical professional receives the SAW/RTW plan proposal for his approval. Worker must ensure this form is delivered to WDP coordinator within the next business day.
- If the treating medical professional feels the SAW/RTW work proposed is not suitable, the injured worker ensures that the treating medical professional completes and the functional abilities assessment form. Worker must ensure these forms are delivered to the WDP coordinator within the next business day.
- Using the first aid report and the functional abilities assessment, WDP Coordinator determines availability of work appropriate for the injured worker and develops a SAW/RTW plan. SAW allows injured worker to continue working without time loss.
- Physical demand analysis (PDA) of proposed duties is required for establishing SAW or RTW plan. PDA should be completed by trained personnel or medical practitioners.
- If injured worker is required to take time off due to injury, WDP Coordinator maintains contact with worker on a weekly basis. Progress information is documented on Progress Tracking Form.
- RTW plan is to developed and implemented as soon as injured worker can assume identified light or modified duties.
- Modified work offer letter will be prepared for sign off by the injured worker. If injured worker does not accept offer, the reason for rejection must be stated in the RTW Tracking Log.
- If needed a Remain at Work plan will be developed in consultation with the worker, his physician, and optionally, WorkSafeBC or other specialist as determined by the situation.
Light or Modified Duties list
- Safety orientation
- Safety training
- Skills training
- Job safety analysis
- Update manuals
- Safety inspections
- Office duties (e.g. telephone, filing, photo copying)
Warehouse / Shop / Yard
- Warehouse/yard cleaning
- Vehicle and trailer cleaning
- Gate access control
- Minor maintenance (e.g. painting, pallet repair)
- Emergency equipment inspection (e.g. first aid, fire extinguisher, spill kit)
- Vehicle fueling
- Trailer hostler
- Trailer jockey / Hostler
- Lift truck operation (if qualified)
- Driving car /pickup truck for delivery
Modified Work Offer Letter
The supervisor, with assistance from the WDP Coordinator, completes the letter and sends it to the injured worker. The worker signs to indicate acceptance or rejection of the offer. When offer is rejected, worker must provide a reason. Both supervisor and worker sign the completed letter. The letter template is in Appendix 11.
WDP Procedure: non-cooperation (4 steps)
- Consult supervisor for best approach to the injured worker.
- Contact worker and record contact in the log. Discuss worker’s concerns or reasons for non-cooperation. Urge worker to cooperate. If worker persists in non-cooperation, inform the worker that this is required to be communicated to WorkSafeBC.
- Use courier service to deliver or hand-deliver printed copies of accident report, modified work offer letter, and RTW or SAW plan to the worker. Request immediate response.
- If worker persists in non-cooperation after delivery of printed documents, forward the same package of copies to WorkSafeBC.
WDP procedure: plan monitoring and adjustment (5 steps)
- Supervisor monitors daily activities of injured worker.
- Supervisor consults with WDP coordinator regarding performance or change in abilities of injured worker.
- WDP Coordinator reviews rehabilitative progress with supervisor and injured worker on a weekly basis.
- WDP Coordinator makes necessary adjustments (based on progress) to SAW or RTW plan until injured worker reaches medical plateau or returns to full duty.
- If a medical plateau is reached the WDP coordinator will develop a RAW plan in consultation with the injured worker and WorkSafeBC.
WDP procedure: reporting to WorkSafeBC (3 steps)
- WDP Coordinator assists injured worker to complete Form 6A ? Worker?s Report of Injury or Occupational Disease for submission to WorkSafeBC (WSBC).
- WDP Coordinator completes necessary WSBC employer reports (Form 7 – Employer?s Report of Injury or Occupational Disease and Employer?s Statement of Return to Work) either by hard copy or through online reporting.
- If necessary, WDP Coordinator gets advice from WSBC Occupational Health Nurse for assessment of injured worker?s medical condition and for development of SAW, RTW, or RAW plans.
The first aid attendant or the supervisor may give the Physician Package to the injured worker to give to the doctor. Alternatively, the WDP Coordinator might send the package to the medical clinic or doctor’s office where the injured worker is being treated. The package may be sent by fax or email or hand delivery. The package includes:
- A covering letter to the medical practitioner. The WDP Coordinator signs this letter and sends it to physician treating the injured worker.
- A proposed plan of modified duties or light duties available at ABCXX Trucking Company that are appropriate to the general nature of the injury suffered.
- A copy of the modified work offer letter
If the Physician feels the work being offered is unsuitable, the WDP Coordinator must request an Functional Abilities Assessment be completed so that a suitable SAW/RTW plan may be developed and approved. The package is in Physician WDP Package.
SAW and RTW Plans
At our company, SAW and RTW plans are developed by WDP Coordinator using the physical demands analysis and in consultation with:
- The injured worker
- The attending physician
- The injured worker’s supervisor
If necessary, the coordinator might also consult WorkSafeBC staff such as the Occupational Health Nurse. This consultation is optional. The plan is presented to worker and may also be copied to the physician. The plan is primarily monitored by both the supervisor and the WDP Coordinator will track WDP case progress with the tracking form in WDP Tracking Form. The Stay at Work or Return to Work plan in SAW/RTW/RIW Plan Formis modified or adjusted by WDP Coordinator, in consultation with the injured worker and the supervisor, as the worker either progresses to a full return to work or reaches a medical plateau.
Formal injury management training is provided for the WDP coordinator. Management, supervisors, first aid attendants and human resources employees that will be involved in WDP case management will all receive:
- administrative training to manage injured workers
- Training in the WDP policy, process and documentation requirements
- knowledge training for relevant legislative requirements such as Human Rights, Freedom of Information and Protection of Privacy Act (FIPPA), and Personal Information Protection and Electronic Documents Act (PIPEDA)
ABCXX Trucking Company communicates information about the Workplace Disability Prevention programs to all employees through:
- initial orientation
- periodic safety meetings
- distribution of WDP information
The WDP program statistics will be tracked on a monthly basis. The Injury Management Coordinator is responsible for tracking the following:
- Number of WDP cases
- Days of time on stay at work plans
- Days of lost time
- Days of time on a formal return to work plan.
- Claim cost to date.
- Claim costs saved due to having a worker on a SAW or RTW plan rather than time loss.
Summary of ABCXX Trucking Company WDP programs
- Documents Injury Management and Return to Work policy in our company’s safety policies program roles and responsibilities (who does what and when for WDP procedures).
- Documents WDP procedures.
- Creates a physician package for medical practitioners.
- Develops SAW, RTW, and RAW plans as needed from the TSCBC templates.
- Trains and communicates with all employees.
Our WDP Resources
- WDP sample programs
- WDP policy
- WDP program responsibilities and procedures
- Physical demand analysis
- SAW / RTW / RAW plan
- Physician cover letter