Implementing a Return-to-Work Program: A Step-By-Step Guide for Middle Market Companies

As a commercial insurance agent and risk management consultant, I'm a strong advocate for return-to-work (RTW) programs. These programs can be pivotal in controlling workers' compensation costs and ensuring a smooth transition for injured employees back into the workplace.

While many understand the concept, it's often challenging to know where to start in its implementation. This guide aims to demystify that process:

1. Securing Top Management Commitment

• Leadership Backing: Every successful initiative starts with endorsement from the top. They're not just approving budgets; they're signifying its importance to the organization.
• Resource Allocation: Assign time, personnel, and budget. A program without resources is merely a concept.

2. Designate a Return-to-Work Coordinator

Having a dedicated point person ensures that there's someone responsible for orchestrating the program's various aspects, from development and execution to management.

3. Crystalize Your Objectives

Every program needs clear goals. Whether it's reducing the number of lost workdays, lowering workers' compensation costs, or elevating workplace morale, clarity is crucial.

4. Draft a Comprehensive Written Policy

Document and share the company's stance on facilitating injured employees' return. This ensures alignment and transparency across the board.

5. Streamlined Communication is Key

• Prompt Reporting: Ensure supervisors and the insurance carrier are immediately informed about injuries.
• Continuous Engagement: Regularly touch base with the injured employees, keeping their connection to the workplace alive.

6. Collaborate with Healthcare Providers

• Select with Care: Engage with providers who resonate with the RTW philosophy.
• Open Dialogue: It's vital they understand and support the company's RTW goals.

7. Dive Deep into Job Analysis & Modification

• Job Function Documentation: A clear understanding of various roles' physical requirements aids in planning.
• Duty Modifications: Adapt roles, either temporarily or permanently, to fit the returning employees' capabilities.

8. Explore Transitional Work Assignments

• Short-term Placements: Offer lighter roles or alternative duties initially.
• Time-bound: Transitional roles should have a defined duration.

9. Elevate Knowledge through Training

• Empower Supervisors: Equip them with knowledge about the program, its benefits, and their role in its success.
• Employee Orientation: The workforce should be well-informed about the program's essence, its perks, and what's expected of them.

10. Consistent Monitoring & Refinement

• Metrics Tracking: Monitor data like RTW days, program expenses, and savings on workers' compensation.
• Periodic Evaluations: Assess periodically, identify bottlenecks, and refine.

11. Build Synergy with Your Insurance Provider

• Jointly Manage Claims: Insurers often bring valuable resources or insights.
• Premium Negotiations: An effective RTW program can be a bargaining chip during premium discussions.

12. Stay Abreast of Legal Aspects

• Regulatory Compliance: Familiarize with relevant laws (e.g., Americans with Disabilities Act).
• Legal Consultations: Before taking the plunge, consult with legal experts to ensure you're on the right track.

13. Establish a Feedback Mechanism

• Employee Surveys: Gauge the experiences of those who've been through the program.
• Continual Improvement: Feedback is the cornerstone for refinement and excellence.

Closing Thought:

Implementing a RTW program is more than just a strategic move; it's a testament to a company's commitment to its employees. With these steps in hand, middle market companies can not only optimize costs but also fortify their organizational culture.

David R. Carothers, CIC, CRM, CWCA

Principal, Florida Risk Partners