THE BUILDING BLOCKS OF ABSENCE MANAGEMENT: KEYS TO DEVELOPING A SUCCESSFUL RETURN TO WORK PROGRAM. September 18, 2018

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1 THE BUILDING BLOCKS OF ABSENCE MANAGEMENT: KEYS TO DEVELOPING A SUCCESSFUL RETURN TO WORK PROGRAM September 18, 2018

2 Marcy Ledford, MS, CRC, CEAS Director, Workforce Solutions Group Unum Terri Hardiman, MS, VRC Senior Vocational Rehabilitation Counselor Unum

3 Importance of RTW and Creating a RTW Culture The Benefits and ROI from a RTW program Critical elements of a successful RTW program RTW program development best practices/case studies

4 Negative Impact Employees on disability for 6 months: only 50% return to work Employees off work longer than 12 months: only 5% return to work Positive Impact Work identity - People want to work Employer cost savings Employee retention

5 Does your organization currently have a formal RTW policy/process? Yes No Under consideration Don t know

6 Does your organization have a formal stance/policy on how long an employee s position will be held for him/her during an absence? Yes No Don t know

7 CORPORATE Culture RTW Culture Be clear on how the RTW program fits into your broader Mission, Vision, Values RTW programs are not just for occupational injuries; they are also for non occupational injuries built into the overall RTW culture Job Accommodation Network JAN, sample and partner example accommodation, policies, processes, forms and training on the internet at RTW is a partnership between the employer & employee RTW needs to be an interactive process Engage and explore needs Focus on the essential job functions not the disability/illness Develop a written RTW policy, socialize it and ensure that it is easily accessible by all employees

8 Example 1: (ABC Company) values our employees including employees with disabilities and provides equal employment opportunities to applicants, candidates and employees with disabilities. We support our employees in reaching full potential at work by creating an inclusive environment where employees can ask for and receive reasonable accommodations. Example 2: (XYX Company) is committed to assisting employees with disabilities to return to work as soon as medically feasible. Example 3: When possible, transitional positions will be made available to employees to minimize or eliminate time lost from work. [JKL Company] cannot guarantee a transitional position and is under no obligation to offer, create or encumber any specific position for purposes of offering placement to such a position. The policy applies to regular full- and part-time employees who are on leave as a result of injury or illness.

9 Transitional Return to Work (TRTW) supports the employee s transition to essential duties by providing reasonable and temporary accommodations Examples: Providing seated work for an employee with limited ability to stand and walk Modifying lifting duties for an employee with limited ability to lift/carry or push/pull Gradual transition from reduced work hours to usual work hours Allowing an employee to perform a position in a different department where there is a need Special project work TRTW is: Not limited to only workers compensation injuries Based on incremental recovery and return to function Productive work not menial tasks Temporary and should be time limited A win-win for employee and employer

10 Shorter durations on STD claims Reduces employer costs Increases productivity Contributes to faster recovery Improves employer compliance Increases employee value and self-esteem Improves morale and engagement Financial security for employees

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12 Leadership Support RTW Culture Written Policy/Process RTW Coordinator(s) Detailed Job Descriptions Training Modified Duty Options Evaluation and Metrics

13 Banking Associate Eye Disease Clear eyesight is essential for her job Can continue to work with the help of adaptive equipment. Employee unclear what could help her RTW The banking associate discussed her desire to RTW with her employer and wondered what technology could help her. She spoke with her RTW coordinator who enlisted help from a Vocational Rehabilitation Consultant (VRC) with the disability carrier. Plan of action: The VRC contacted the physician who made recommendations for a magnification screen. The disability carrier shared this information with the employer, and they coordinated with their procurement department to purchase the screen. Cost of Magnification Screen = $88 Result: The employee RTW full time with a magnification screen increasing the font size on her computer.

14 Secretary Heart Attack Sudden heart attack requiring open heart surgery Comorbid behavioral health condition appeared - severe anxiety Employee loved her job and wanted to RTW but was concerned about the stress of going back full time/full duty. Employee worked with a VRC at the disability carrier and expressed her desire to RTW Plan of action: The VRC partnered with the RTW Coordinator at the employer as well as the employee s cardiologist and therapist. It was determined that a gradual return to full-time was in the employee s best interest. Transitional RTW schedule: Weeks 1 and 2 - work hours per week Weeks 3 and 4 - work hours per week Weeks 5 and 6 - work hours week Week 7 resume full-time schedule of 40 hours per week Employee also continued with counseling to treat anxiety Result: The employee gradually transitioned to full-time work while regaining her confidence adjusting to life as a heart attack survivor.

15 Director of Benefits - Stroke Able to RTW quickly, missed less than 1 month of work Approximately 2 months after her RTW she began to have increased difficulty focusing and concentrating, staying on task and tuning out distractions Her physician explained that this was a residual effect of the stroke and recommended the use of white noise or noise cancelling headphones. Plan of action: The employee communicated her issue and recommended solution to the RTW Coordinator at the employer. With the employee s permission, the RTW Coordinator reached out to the physician regarding the recommendations. Following a thorough and interactive review of the information the employer agreed to provide the recommended accommodation that would allow the employee to remain at work. It was determined that given her open workspace the headphones were the most logical solution. Cost of Acoustic Noise Cancelling headphones = $328 Result: The employer purchased the noise cancelling headphones, which allowed the employee to focus/concentrate and tune out distractions while working. Ultimately this allowed the employee to remain at work and avoid further absence.

16 Employee Health & Safety Employee Relations Internal Partners HR/ Benefits Disability Case Manager Manager Physician External Partners Vocational Rehab Consultant Clinical Consultant (RN)

17 Do your research Build a case for TRTW Think culture change Put it in writing Training, training, and more training Measure your success

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