Part 3 of 3: Common Mistakes in Return-to-Work Programs and How to Avoid Them

In the final part of our return-to-work (RTW) series, we explore common mistakes made in RTW programs and how they can be addressed to improve outcomes. Often, simple adjustments can lead to significant positive changes, making the return-to-work process smoother, more efficient, and less costly for both employers and employees. Let’s take a look at some of the pitfalls and how to effectively avoid them.

Mistake 1: Delayed Care for Injured Workers

One of the most common mistakes in RTW programs is delayed care for injured workers. Delays in treatment can lead to prolonged recovery times and increase the likelihood of complications. When an employee is injured, the speed and quality of the medical care they receive play a significant role in determining how quickly they can return to work.

• Get Immediate Treatment: Ensure that employees have access to immediate medical care following an injury. This can be done by partnering with clinics or healthcare providers that can see injured workers right away.
• Implement Pay Without Prejudice: Consider implementing a “pay without prejudice” policy to cover the initial cost of care, regardless of whether the injury is ultimately deemed compensable under workers’ compensation. This removes any initial hesitation about seeking treatment.
• Work with Trusted Providers: Develop relationships with trusted healthcare providers who understand the return-to-work process and can facilitate appropriate care and return-to-work planning.

Mistake 2: Lack of Clear Accountability

RTW programs often fail due to a lack of accountability among the key players involved. Without clearly defined roles and expectations, confusion can arise, and injured employees may be left without sufficient support.

• Define Responsibilities: Establish who is responsible for each aspect of the RTW process, including HR, supervisors, healthcare providers, and the employee. Clearly define these roles in your RTW policy.
• Set Time Frames: Hold parties accountable by setting time frames for each step of the RTW process. For instance, medical appointments should be scheduled within a specific period, and modified work duties should be identified promptly.
• Regular Follow-Ups: Schedule regular follow-ups to ensure progress. Supervisors and case managers should stay in contact with the injured worker to provide support and address any issues as they arise.

Mistake 3: Treating Workers’ Compensation Like Extended Leave

Another common mistake is treating workers’ compensation benefits like extended leave or paid time off. Workers’ compensation is meant to help employees recover and return to work as soon as safely possible. When treated as an extended vacation, it leads to prolonged absences and higher costs.

• Focus on Reintegration: Make the return-to-work program about reintegration, not simply compensation. Make it clear that the goal is to help employees recover and transition back to the workplace as soon as they are ready.
• Offer Transitional Duties: Provide modified or light-duty work opportunities that align with the employee’s capabilities during recovery. This helps workers remain engaged with the workplace, reducing the time away from their job and preventing feelings of isolation.
• Educate Employees: Ensure employees understand the purpose of workers’ compensation and RTW programs. Educating them on the benefits of returning to work, such as maintaining skills and income, can foster cooperation and commitment.

Mistake 4: Ineffective Communication

Communication is vital for the success of an RTW program. Without open lines of communication, misunderstandings and confusion can occur, ultimately delaying an employee’s return to work.

• Maintain Regular Contact: Supervisors and HR should maintain regular contact with injured employees. A simple phone call to check in can help identify and resolve potential barriers to returning to work.
• Share Expectations and Updates: Ensure all parties involved in the RTW process have the same expectations and are kept informed of updates and changes. Transparency helps prevent misunderstandings and ensures everyone is on the same page.
• Utilize Multiple Communication Channels: Different employees may prefer different communication channels. Whether it’s phone calls, emails, or face-to-face meetings, use a variety of communication methods to ensure information is conveyed effectively.

Mistake 5: Lack of Manager and Supervisor Training

Many RTW programs fail because managers and supervisors do not receive the training needed to properly handle an injured worker’s transition back to work. Supervisors play a key role in ensuring a smooth RTW process, and inadequate training can lead to mistakes or missed opportunities.

• Train Managers on RTW Policies: Supervisors need to understand the RTW policies and procedures, including their role in supporting an injured employee.
• Teach Empathy and Communication: Training should also focus on empathy and effective communication. Injured workers may feel vulnerable, and supportive communication from supervisors can help ease their transition back to work.
• Recognize Warning Signs: Managers should be trained to recognize signs that an employee is struggling with the RTW process. Addressing issues early can prevent minor problems from escalating into larger ones.

Conclusion

A successful return-to-work program is more than just a checklist of procedures; it requires a proactive approach to support injured employees, effective communication, and a commitment to ensuring that everyone involved is well-informed and engaged. By avoiding these common mistakes—delayed care, lack of accountability, treating workers’ compensation like extended leave, poor communication, and inadequate training—employers can help create an environment where returning to work is seen as a positive, supportive process.

Ultimately, the goal is to get injured employees back to work safely, quickly, and effectively while minimizing costs and disruption. By refining RTW programs and addressing these areas for improvement, employers can foster a more resilient workforce and achieve better outcomes for everyone involved.

Michael Stack, CEO of Amaxx LLC, is an expert in workers’ compensation cost containment systems and provides education, training, and consulting to help employers reduce their workers’ compensation costs by 20% to 50%. He is co-author of the #1 selling comprehensive training guide “Your Ultimate Guide to Mastering Workers’ Comp Costs: Reduce Costs 20% to 50%.” Stack is the creator of Injury Management Results (IMR) software and founder of Amaxx Workers’ Comp Training Center. WC Mastery Training teaching injury management best practices such as return to work, communication, claims best practices, medical management, and working with vendors. IMR software simplifies the implementation of these best practices for employers and ties results to a Critical Metrics Dashboard.

Contact: [email protected].

Workers’ Comp Roundup Blog: http://blog.reduceyourworkerscomp.com/

Injury Management Results (IMR) Software: https://imrsoftware.com/

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