1. Purpose
1.1 These procedures operationalise the University’s principles of workplace rehabilitation and clarify responsibilities of stakeholders.
1.2 These procedures must be read in conjunction with the linked Workplace Rehabilitation - Operational Policy.
2. Scope and application
2.1 These procedures apply to all staff of the University.
3. Definitions
3.1 Refer to the University’s Glossary of Terms for definitions as they specifically relate to policy documents.
Injured Employee: Employees who have sustained a medically diagnosed work or non-work related injury and/or illness which may be physical or psychological.
Incident Report Form: A form to document all workplace illnesses, injuries, hazards, near misses and accidents.
Injury Management: A process of consultation and communication between all stakeholders to ensure optimal working capacity for the injured worker throughout the rehabilitation process.
Non-work-Related Injuries: Injuries that are not caused by employment and are not claimable through current workers’ compensation legislation.
Rehabilitation and Return to Work Coordinator (RRTWC): A designated UniSC employee who has undertaken training as a RRTWC.
Suitable Duties: A program of employment which provides an injured worker with meaningful work to allow a gradual and safe return to normal duties.
Treating Medical Practitioner (TMP): The nominated General Medical Practitioner (doctor) who provides appropriate medical treatment, certification and injury management.
Q-Comp: The workers' compensation regulatory authority of Queensland.
Work-Related Injuries: Where employment is a significant contributing factor in causing injury as defined by current workers’ compensation legislation and accepted by WorkCover or other states workers’ compensation insurance as a workers’ compensation claim.
WorkCover: WorkCover Queensland is a Queensland Government owned statutory authority operating as a commercial enterprise for workers’ compensation insurance.
Workplace Rehabilitation: The process of restoring an injured worker to their maximal physical, psychological, social, vocational and economic capacity. It aims to assist injured workers to return to normal duties as quickly and as safely as possible.
Rehabilitation and Return to Work Coordinator (RRTWC): Designated University staff responsible for liaising with the injured workers and stakeholders, as well as developing, coordinating and evaluating workplace rehabilitation plans. The RRTWC is based in People and Culture.
4. Work-related injuries or illness
4.1 Work-related injuries are those where employment is a significant contributing factor in causing injury as defined by current workers’ compensation legislation and accepted by WorkCover as a workers’ compensation claim. Work-related injuries can happen during work, on a work break, while working away from the worksite, travelling between worksites, or travelling between work and home.
4.2 Following an injury at work, staff must complete an Incident Report form and notify their supervisor. When the staff member intends to claim workers compensation, they must also:
(a) obtain a workers’ compensation (WorkCover) medical certificate from treating medical practitioner;
(b) contact WorkCover to submit an application either online or by telephone 1300 362 128; and
(c) provide a copy of the workers compensation medical certificate to University’s Health, Safety and Wellbeing division and WorkCover.
4.3 Staff can be asked to complete a Medical Authorisation Form to enable the Rehabilitation and Return to Work Coordinator to speak directly with the staff members treating medical practitioner. This allows the Rehabilitation and Return to Work Coordinator to clarify medical restrictions, speak about the University’s workplace rehabilitation program or offer additional support.
4.4 Compensatory benefits payable by WorkCover can include:
(a) weekly compensation payments;
(b) medical, hospital and rehabilitation costs; or
(c) a lump sum payment for permanent impairment.
4.5 WorkCover has a maximum approved amount that they pay for medical and allied health services. When the treating doctor or specialist charges above that amount, the patient is responsible for paying the difference.
4.6 WorkCover applications are assessed according to the relevant workers’ compensation legislation. To assess an application, WorkCover can talk to the staff member, the University, the treating medical practitioner and other relevant stakeholders to determining whether:
(a) the claim has been made in the right timeframe;
(b) the person claiming was working for the University when they were injured;
(c) the person claiming is considered a worker;
(d) it was a work-related incident that caused the injury; and
(e) the persons job was a significant contributing factor to their injury.
5. Non-work-related injuries or illnesses
5.1. Staff with non-work-related injuries or illnesses that can impact their capacity at work should inform their supervisor as soon as practicable. Non-work-related injuries or illnesses are those not significantly caused by employment and are not claimable through current workers’ compensation legislation. Staff must obtain medical information from their treating medical practitioner regarding their work capability to ensure a safe return to work.
5.2 When a staff member is unable to return to normal duties post injury or illness, they should inform their treating medical practitioner of the availability of workplace rehabilitation at the University. Staff with non-work-related injuries, can request that their treating medical practitioner complete a Work Capabilities form, to assist the University to consider any reasonable adjustments.
5.3 The University is not obligated to provide rehabilitation for non-work-related injury or illness and only does so when it is likely to benefit the staff member and does not create undue hardship for the work area.
5.4 The Rehabilitation and Return to Work Coordinator can request additional medical information to clarify the staff members current and future capacity and relevant medical restrictions. An independent medical examination can be requested to clarify diagnosis or prognosis, or to assess an employee’s ability to perform their assigned duties. The suitable duties plan is an agreement between the University and the staff member, and each case is assessed individually, and when required, in consultation with the treating medical practitioner.
6. Early Intervention
6.1 The University recognises that early intervention on injuries or illnesses leads to better health and recovery outcomes. The University has support available to assist staff recover at work following an injury or illness.
6.2 Early Intervention Program
6.2.1 Staff can be eligible to access the University’s Early Intervention Program for medical and allied health treatments, which includes up to 4 employer funded treatment sessions with a physiotherapist, exercise physiologist or psychologist. The program is a voluntary arrangement accessible to staff with a work-related injury or illness and does not impact the staff members ability to lodge a workers compensation claim.
6.3 Staff counselling
6.3.1 Staff requiring short-term counselling, the University has an Employee Assistance Program (EAP). The EAP program gives staff and their immediate family access to up to 4 employer funded sessions of counselling and coaching per issue.
6.3.2 When counselling relates to an accepted Workers Compensation claim and is approved by the staff members treating practitioner, WorkCover Queensland can cover the cost of adjustment to injury or pain management counselling.
6.4 Ergonomics
6.4.1 As a preventative measure or following an injury or illness, staff can access ergonomic assessment resources, trial equipment and support and guidance from the University’s Health, Safety and Wellbeing Consultant.
7. Suitable duties plans
7.1 A suitable duties plan, is a program of employment providing an injured staff member with meaningful work to allow a gradual and safe return to normal duties. The aim of the plan is to optimise the worker’s rehabilitation and not place them at any further risk of injury. For staff with work-related injuries this is prepared in accordance with workers’ compensation legislation.
7.2 Suitable or alterative duties refer to tasks that an injured worker can undertake while they recover and are unable to perform their usual work duties. These duties are designed to enable the worker to contribute positively to the workplace while accommodating their capabilities.
7.3 For staff with an approved workers' compensation claim, the University must comply with workers’ compensation legislation and take all reasonable steps to support suitable duties for the injured staff member throughout their recovery period.
7.4 The Rehabilitation and Return to Work Coordinator provides, monitors and reviews all suitable duties plans.
7.5 When an injured worker’s treating practitioner has given restrictions on their working capacity a suitable duties plan is developed by the Rehabilitation and Return to Work Coordinator in consultation with key stakeholders using a multidisciplinary team approach. A suitable duties plan includes:
(a) the goal of the plan;
(b) a list of duties and restrictions;
(c) the hours to be worked;
(d) details of training required; and
(e) anticipated time frame of the plan.
7.4 In accordance with workers’ compensation legislation, staff on WorkCover must actively participate in suitable duties as per their suitable duties plan. Failure to participate in suitable duties may result in suspension of WorkCover benefits.
7.5 When a staff member with a non-work-related injury fails to progress during a suitable duties plan, the University has the right to request the staff member visit another medical practitioner, or an appropriate specialist practitioner. Failure to co-operate with these arrangements can result in the cancellation of the suitable duties plan.
8. Salary payments made by Workcover Queensland during workplace rehabilitation
8.1 For the majority of workers the weekly compensation rate for the first 26 weeks will be paid at the greater of the following:
(a) 85% of their Normal Weekly Earnings; or
(b) 100% of their industrial instrument (most workers are employed under an industrial instrument and this is confirmed with their employer).
8.2 Payment of wages
8.2.1 Wage payments does not include:
(a) allowances or expenses relating to travel, car, relocation, meal, education, living in the country or away from home, entertainment, clothing, tools and vehicles;
(b) superannuation;
(c) any lump-sum termination payments for superannuation, accrued holidays, long service leave or any other purpose; and
(d) amounts paid to a worker as an employer excess.
8.2.2. Until the claim has been assessed by WorkCover, the staff member can be paid against their available personal leave, annual leave or long service leave, as requested by the staff member.
8.2.3 When a staff member has no leave entitlements available, then they remain on unpaid leave until the claim is determined.
8.2.4 When the claim is accepted, any leave taken and approved by workers compensation can be reimbursed to the staff member.
8.2.5 The staff member can be either paid by the University or WorkCover for any time lost due to injury. This is dependent of the employee’s status and the length of the approval process.
8.3 Leave and entitlements for non-work-related injuries
8.3.1 For non-work-related injuries, the staff member is required to take personal leave in the form of sick or annual leave, for any time not worked, whilst injured or ill.
8.3.2 Leave without pay can be granted for an agreed period after all other leave has been exhausted.
8.3.2 For long-term absences (usually longer than 3 months), the staff member can have an entitlement to partial or total incapacity payments through their superannuation fund. The staff member should contact their superannuation fund to enquire about entitlements.
9. Responsibilities
9.1 Injured staff
9.1.1 Staff are responsible for obtaining appropriate medical treatment for an injury.
9.1.2 Staff must provide maintain current medical certification and leave forms and for work-related injuries, WorkCover forms and documentation.
9.1.3 Book all appointments relating to the injury or illness outside of working hours, where possible.
9.1.4 Notify their supervisor or People and Culture of any injury or illness that can impact their ability to perform their usual hours and duties.
9.1.5 Participate in workplace rehabilitation programs developed in consultation with the key stakeholders.
9.1.6 Promptly discuss any concerns or worsening of symptoms with supervisor or Rehabilitation and Return to Work Coordinator.
9.2 Treating medical practitioner
9.2.1 The treating medical practitioner provides support to rehabilitation processes, including:
(a) providing current medical certificates to the staff member for all periods of partial or total incapacity including relevant restrictions for work;
(b) providing greater detail regarding work capabilities and restrictions, where required, to assist with the development of suitable duties; and
(c) can be requested to approve suitable duties or return to work plans as required.
9.3 Rehabilitation and Return to Work Coordinator
9.3.1 The Rehabilitation and Return to Work Coordinator works in consultation with the injured staff member, their supervisor, the treating medical practitioner, allied health professionals and workers compensation (if applicable) to develop an appropriate suitable duties plan.
9.3.2 Through consultation with the stakeholders the Rehabilitation and Return to Work Coordinator identifies any failures to meet the requirements of the suitable duties plan and addresses these issues with stakeholders concerned.
9.3.3 The Rehabilitation and Return to Work Coordinator maintains confidential and accurate records of the above process, including communications between stakeholders, medical certificates and suitable duties plans.
9.3.4 The injured worker and the Rehabilitation and Return to Work Coordinator liaise with workers compensation provider to coordinate remuneration for the injured staff member.
9.4 Supervisors
9.4.1 Advise People and Culture when a staff member has an injury or illness that can impact their capacity at work.
9.4.2 Ensure that an injured worker seeks appropriate medical treatment immediately or as soon as practicable after an incident, injury or illness. When the injury is work-related ensure an incident report is also submitted.
9.4.2 Maintain regular contact with the staff member during periods of work absence or during a return to work program.
9.4.3 Identify suitable duties and take any reasonable adjustments in line with medical advice to determine an appropriate suitable duties plan.
9.4.4 Provide support in the implementation of a suitable duties plan and continue to monitor job performance and progress.
9.4.5 Monitor the staff member’s progress with rehabilitation and promptly discuss any concerns with staff member or Rehabilitation and Return to Work Coordinator.
9.4.6 Maintain the staff member’s confidentiality and advise work colleagues only of information that is necessary or as guided by injured staff member.
9.5 Other Staff
9.5.1 Colleagues within the relevant work area are encouraged to be involved positively and actively wherever possible to support the injured staff member and their return to work.
10. Authorities and responsibilities
10.1 As the Approval Authority, Chief Operating Officer approves these procedures to operationalise the Workplace Rehabilitation - Operational Policy.
10.2 As the Responsible Executive Member the Chief Operating Officer can approve guidelines to further support the operationalisation of these procedures. All procedures and guidelines must be compatible with the provisions of the policy they operationalise.
10.3 As the Designated Officer the Director, People and Culture can approve associated documents to support the application of these procedures.
10.4 These procedures operate from the last amended date, with all previous iterations of procedures on workplace rehabilitation are replaced and no longer operating from this date.
10.5 All records relating to the workplace rehabilitation must be stored and managed in accordance with the Records Management - Procedures.
10.6 These procedures must be maintained in accordance with the University Policy Documents – Procedures and reviewed on standard 3-year policy review cycle.
10.7 Any exception to these procedures to enable a more appropriate result must be approved in accordance with the University Policy Documents – Procedures prior to any deviation from these procedures.
10.8 Refer to Schedule C of the Delegations Manual in relation to the approved delegations detailed within these procedures.
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