Return to Work – Policies and Procedures
Statement: Return to Work is a vital key in managing Hanford Pharmaceuticals’ benefit program.
The health and well being of all employees is of great importance to Hanford Pharmaceuticals. It is
the policy of Hanford Pharmaceuticals to effectively manage worker’s compensation losses and
invoke cost containment measures for worker’s compensation claims, while maintaining the
dignity and working status of our employees. Consistent with the general intent of New York State
Worker's Compensation laws, Hanford Pharmaceuticals will make every reasonable effort to return
to the workplace those employees of Hanford who have sustained job-related injuries or illnesses,
and as a result are temporarily or permanently prevented from returning to their full former
employment.
For injuries or illnesses that occur off the job, Hanford’s medical leave and leave of absence
policies may apply. If the injury or illness constitutes a disability, Company policies regarding
reasonable accommodations under the Americans with Disabilities Act (ADA) may also apply.
Employees must contact their supervisors and/or Human Resources regarding the need for such an
accommodation. Human Resources is available for general information and assistance to both
employees and supervisors in making determinations on accommodations.
Hanford’s Return to Work Program will describe the transitional process by helping to inform
employees and laying the framework for action in workers’ compensation or other injury or illness
cases.
Procedures:
1. Administration of Policy: The Human Resources Department has the responsibility for the
administration of claims for medical and disability benefits to employees who are injured on-
the-job and the coordination of the Return to Work Program, including light duty or alternate
duty assignments. The Human Resources Department will work in close cooperation with the
employee’s supervisor.
2. Position for Returning Employee: So as to return regular employees to the workplace, the
employer will make every reasonable effort to place returning employees in existing positions,
which are the same as or equivalent to those held prior to the employee’s illness or injury. The
employer, however, is under no affirmative obligation to create a position solely for this
purpose. First priority for such placement will be within the employee's department. Second
priority will be for placement in another department within the Company.
3. Alternate Duty Time Limitation: The employee will be advised by their supervisor and/or
Human Resources of the alternate duty chosen and will be assigned such duty for a period
normally not to exceed 90 days per injury. At the 90-day limit, a re-assessment by the
employee’s physician is required. It shall be the policy of Hanford generally not to allow
overtime status to individuals working under this program; however, it shall be at the
employing department’s discretion as to whether the employee's restrictions permit overtime
work.
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4. Considering Position for Returning Employee: The initial consideration for returning an
employee to work will be made together by the employee’s original department and Human
Resources. In most cases, the employee's own department should be able to find a suitable fit.
However, where the original employing department cannot make a suitable fit or cannot return
the employee to work, the Human Resources Department will work in conjunction with the
employee’s supervisor in helping the injured employee during their recovery process. The
Human Resources department may work with other departments in finding suitable work for
the returning employee until limitations allow the employee to return to his/her department.
5. Responsibilities: The management of Hanford Pharmaceuticals supports the Return to Work
Program and places great emphasis on early return to work as an asset protection and loss
prevention program. The Human Resource Department will be responsible for the overall
implementation and management of the Return to Work Program, with assistance from the
Technical Operations and Training and Development functions as needed. All concerned
parties (the injured/ill employee, the Company, the insurance carrier and the treating
healthcare provider) have the responsibility for ongoing timely communications.
Employee:
As an injured/ill employee of Hanford Pharmaceuticals your participation in this program
is required and your have certain responsibilities.
a. You must immediately report any on-the-job injuries/illnesses to your supervisor.
b. Report to medical provider (as directed) for medical treatment.
c. Sign the Attending Physician’s Return to Work Recommendations Record.
d. Cooperate fully with any accident investigation.
e. Provide timely information/documentation about your health status (based on follow-
up visits to physician).
f. Participate in available alternative duty assignments with or without reasonable
accommodations, (based on medical restrictions or medical limitations) should you not
be able to perform your normal job functions.
g. As healing progresses, continue to provide written medical documentation concerning
your functional capabilities and perform alternative duties as assigned.
h. Provide to HR in a timely manner, medical documentation (RTW form) completed by
a certified attending physician.
i. Do not engage in any activity (outside of work) that would prolong recovery or add to
your injury/illness.
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Supervisor:
a. Provide the Human Resources Department with all necessary information concerning
the injured employee within 24 hours of the time of the accident. (all Accident Report
forms).
b. Complete the Return to Work Position Description/Workstation Assessment Form.
Return completed Form to the Human Resource Department within 24 hours.
c. Identify a job, based on the employee’s functional capabilities and restrictions that the
injured employee may perform with or without reasonable accommodations. In
targeting a job for an employee with medical restrictions, the supervisor should
consider the following:
The job should reasonably accommodate the restrictions and functional
capabilities of the injured/ill employee, unless to do so would impose an
undue hardship on Hanford Pharmaceuticals.
The job is to be considered transitional, to assist in functionally restoring and
reconditioning the injured employee to facilitate his/her timely return to pre-
job injury.
The job should be meaningful and necessary.
The job should have existed before, but may be modified to reasonably
accommodate the injured employee. The employee must also be “qualified”
to perform the job.
Be temporary, short-term placement within the expected/anticipated healing
period. NOTE: (Unless medically classified as permanently disabled and
restricted duty job is a “reasonable accommodation” as classified under the
ADA).
As injured employee’s medical condition/restrictions are changed, modify
work assignment (where able) to fit restrictions.
d. Should the injured employee be unable to return to work, maintain regular contact (by
telephone or in person) with the employee at least once every two weeks. The purpose
of this contact is to:
Facilitate continued communication between the Company and the injured
employee.
Human Resources Department:
At the time that the Human Resources Department is made aware of an employee’s injury
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and/or restricted status, the following steps shall be taken by the Human Resources
Department:
a. Direct injured employees to medical provider for medical treatment.
b. Submit Workers’ Compensation First Report of Injury (C-2).
c. Provide employee with copies of RTW Form for attending physician(s) to complete.
d. Provide employee with Return to Work Policy.
e. Upon receipt of a written medical restriction summary and completed RTW Form,
communicate restrictions to employee’s supervisor.
f. Request the employee’s supervisor and the employee to determine an alternative duty
assignment based on the written restrictions. This assignment may be in another
department, and if so, work with the other department in coordinating the assignment.
g. Contact the employee and inform him/her about the alternative duty assignment within
his/her capability based on medical restrictions. Explain the Return to Work Program
to the employee and how he/she will benefit by participating in it. In Workers’
Compensation cases, inform the employee he/she is required to return to work and
begin these alternative duties.
h. Notify the insurance carrier of employee’s decision to either return to work (with
alternative duties) or their voluntary resignation.
i. In the case of personal injury or illness unrelated to work, inform the employee of their
option to return and assume these alternative duties at this time. NOTE: The Family
Leave Act (FMLA) will be explained to the injured or ill employee and the employee
may be required to adhere to the provision of the Act.
6. Periodic Reassessments: Once the employee is situated in an alternative duty assignment, the
diagnosing physician should make periodic written reassessments as to the employee’s
restrictions. This information is to be sent to the Human Resources Department using the
appropriate physician-certified return to Work form. These reassessments are to be done in
periods no longer than two weeks apart; however, the physician may determine exact lengths
of reassessments. As the reassessments indicate increased health, the supervisor should be
informed that the employee should assume more duties of his/her original job. When written
assessments indicate the employee is able to resume normal job duties, the Human Resources
Department shall inform the supervisor and have the employee do so.
7. The Physician-Certified Return to Work Form: Following receipt by the employer of a
physician-certified Return to Work form, indicating that the employee may return to work, the
employee's department shall then examine alternatives. The certification must state whether or
not restrictions be placed on the employee' s return and must also indicate whether the
restrictions are temporary or permanent.
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Upon receipt, Human Resources will review the physician's certification. HR will then forward
the physician’s certification to Safety staff in order to assess how such restrictions are likely to
impact the employee's ability to perform his or her duties.
a. When restrictions are received, Safety staff along with the injured employee's
supervisor will evaluate the restrictions and seek to identify appropriate work within
the injured employee's department. Specific tasks will be reviewed and documented as
either within or outside restrictions. Safety staff and the injured employee’s supervisor
may also work identify job modifications or identify another position to meet the
employee's limitations, as applicable. As restrictions change, Safety staff and the
injured employee’s supervisor will modify the initial task analysis and re-state and
document any accommodations. Changes in functional abilities will be coordinated
with work restrictions on an ongoing basis.
b. If a question exists as to such ability, HR will communicate with the employee's
physician. The employer reserves the right to obtain a second medical opinion on the
employee's condition at the employer's expense.
8. Additional Information on Restrictions: Upon receipt of any additional information regarding
the restrictions from the employee's and/or the employer's physician, the employee's supervisor
and Human Resources will determine whether the employee can:
a. return to a full work load and schedule without modification of duties;
b. return to a full work load and schedule with temporary (90 days or less) or permanent
modification of duties;
c. return to work at a less-than-full schedule temporarily, but without modification of
duties;
d. return to work at a less-than-full schedule temporarily, with temporary (90 days or
less) or permanent modification of duties; or
e. return to work in a different position for a limited period of time, not to exceed 90
days.
This analysis will be done with the assistance of the Human Resources Department and the
employee’s supervisor, if needed, and as necessary to determine whether an appropriate
position is available. Any temporary change in schedule or duties is to last for a period not to
exceed 90 days. At the 90-day limit, an assessment by the employee’s physician is required.
The supervisor and employee shall be informed of all temporary changes in duties.
9. Changing Hours and Duties: If the employee's supervisor and Human Resources determine that
modifications in hours or duties are necessary, it will then be determined whether the
employee's job can be altered or whether a temporary or permanent reassignment can be made,
so as to return the employee to work. Among others, consideration will be given to:
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a. the severity of the employee's condition and the extent to which his or her ability to
work is impaired;
b. whether the employee's condition is temporary or permanent, and if temporary, for
what duration it is expected to continue;
c. the extent to which regular job duties or hours may be temporarily or permanently
altered to permit the employee to return;
d. the impact of any alteration in hours or duties on the productivity, workload, or work
environment of other employees;
e. the availability of alternative work assignments.
10. Implementing an Accommodation: If the employee's department decides to implement an
accommodation, it must notify the Human Resources Department of the nature of such
accommodation. In finding or developing a modified duty or position, the following should be
considered:
a. Remember to take a positive approach and focus on what the employee can do rather
than tasks s/he cannot perform.
b. Explain to the employee the benefits of modified duty, including: little or no loss in
earning power; continued earnings of sick leave, vacation, and retirement; constant
communication with supervisor and co-workers; feeling of being part of the team.
c. Modified duty should be a meaningful assignment, allowing injured employees to
maintain their dignity.
d. The employee may be able to do the regular job with only some tasks removed
because of medical restrictions.
e. The employee may be able to do tasks that have been put off because "no one has
time" to do them, tasks that are not being done by others at the present time, or jobs
that are being done only occasionally such as inventorying supplies, reviewing old
files, organizing the library, updating plans, etc. Consider also tasks now being done,
which, if assigned to someone else temporarily, would free other employees to
accomplish different work.
f. Ensure that employees and their co-workers fully understand that this is temporary
work, and that the injured employee will be expected to return to her/his full job duties
as soon as medically able. Encourage co-workers to build team spirit and welcome the
injured employee back to work.
g. It is the policy of Hanford Pharmaceuticals generally not to allow overtime status to
individuals working under this program; however, it shall be at the employing unit's
discretion as to whether the employee's restrictions permit overtime work.
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h. Review the assignment regularly, for continued appropriateness.
11. Working with Other Departments: If an accommodation cannot be made within the employee's
department, Human Resources will check with other departments within the Company for
temporary or regular placement of the employee. In the event that other departments within the
Company cannot accommodate the employee, it must notify Human Resources and submit
written reasons for the determination. Human Resources will respond as appropriate.
12. Employee Refusing an Accommodation: In the event an employee refuses an accommodation
or reassignment of duties, which are within the employee's restrictions and ability to perform,
the employer is not obligated to provide further alternatives.
13. End of Recovery Period: If, at the end of the recovery period, the employees' restrictions
prevent them from returning to the occupational area of their former employment, they may be
assisted in finding other employment within the Company, within their restrictions.
Reasonable accommodations consistent with ADA guidelines must be met. The employee's
department is encouraged to consult with other departments within the Company in an attempt
to secure job placement for the injured employee.
14. Fiscal Responsibility: The salary and benefits of the injured employee will be the
responsibility of the original employing department until appropriate transfers have been
officially made.
Policies and Procedures
HANFORD PHARMACEUTICALS
Return to Work Policies and Procedures
This is to acknowledge that I have received a hard copy of the Return to Work Policy and
Procedures. I have read the Return to Work Policy and Procedures, and agree to abide by its
contents. I understand that return to work is a privilege that can be revoked at any time for any
reason by the Company.
________________________________________________ _________________
Employee Name Date
________________________________________________ _________________
Print Employee Name Date
________________________________________________ _________________
Witness Name Date
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