This step by step guide provides information and strategies to help you to work with employers to plan and manage a return to work for an employee with disability.
The way that you work with an employer to plan and manage a return to work will depend on whether or not the employee has disclosed information on their disability to their employer. The following fact sheet can help the employee decide whether or not to disclose:
If you do not have any contact with the employer, you may want to coach the employee on the importance of a positive return to work process so that they can discuss their requirements with their employer, including any concerns they may have about their return to work. When coaching the employee, you may like to discuss with them the step by step information provided in this fact sheet.
Step 1—Understand the employee's abilities and relevant restrictions
The employee will be the best source of information about their abilities and any restrictions or limitations resulting from their disability or injury. Meet with your client, either in person or by phone, to discuss and obtain a clear understanding of their abilities and restrictions.
It is also important to confirm that the employee has received medical approval to return to work and to determine whether the return to work will be gradual or immediate. If you have written permission to speak to your client's general practitioner or health practitioner, forward them a copy of the employee's job description or duty statement and request informed approval for the return to work.
You may also want to obtain any specific instructions from the general practitioner or health practitioner as to whether a graduated return to work is required, such as reduced days or hours initially, or whether restricted duties are required for a short period. A graduated return to work:
- allows an employee to develop their work specific fitness
- assists them in managing any anxieties regarding the return to work
- can be tailored to the needs of both the employer and the employee
- may involve an upgrade to full hours and duties in a few days, weeks or months.
Once you have obtained this information, you may like to meet with your client and their employer to discuss any specific requirements for the return to work.
Step 2—Review the job description and inherent job requirements
Inherent requirements, or job essentials, are tasks that must be carried out in order to get the job done. This information can be found in a job description or duty statement that is often part of an employee’s employment contract.
The job description should be reviewed with the employer and the employee to check whether the employee:
- is able to complete the inherent requirements of the job, based on their abilities and restrictions
- requires any workplace modifications or adjustments to assist them complete the inherent requirements of the job.
The review should consider the:
- postures required to complete the inherent requirements of the job
- general physical demands
- tools or equipment used by the employee, including the general positioning of shared materials needed to carry out basic duties
- time spent on various tasks
- daily workflow
- access to the workplace to ensure that all necessary areas are accessible, including meeting rooms, amenities and general staff areas.
Step 3—Implement workplace modifications or adjustments
If modifications or adjustments are required to the workplace, including essential tools, discuss these requirements with the employer so that the modifications or adjustments can be implemented prior to the employee returning to work.
Also discuss with the employer the financial help that may be available to them through the Employment Assistance Fund and determine whether a workplace assessment is required to identify and remove barriers in the workplace. You can help the employer apply for the Employment Assistance Fund online or apply on their behalf.
For information on workplace modifications and adjustments, visit:
Step 4—An agreed Return to Work Plan
A Return to Work Plan is a helpful document that should be prepared for any return to work. The Return to Work plan can either be developed by the employer or an assisting rehabilitation professional. Requirements regarding the development of Return to Work Plans may vary, so encourage the employer to check details and obtain information with their relevant state or territory WorkCover Authority. Contact details for the state and territory authorities are available by visiting:
The Return to Work Plan needs to clearly include:
- the employee’s job title
- a summary of duties
- starting and finishing times
- break times
- any specific restrictions or recommendations (as per medical certificate)
- the details of the supervisors or managers responsible for monitoring progress of the Return to Work Plan
- a time schedule for upgrades, if a gradual return to work is in place.
Encourage the employer to go through the Return to Work Plan in detail with all significant parties on the day the employee returns to work. All parties should sign the Return to Work Plan to indicate their agreement to, and understanding of, their obligations as part of the Plan.
It is also important for you to work with the employer to establish a system for monitoring and managing any new issues in the initial return to work period, as this will ensure a successful return to work in the long term.
Step 5—Co-workers
If the employee’s disability requires co-workers to make adjustments, it is a good idea to discuss with the employee how they would like this explained to their co-workers. The employee may prefer to:
-
discuss their needs directly with the relevant co-workers individually
-
provide information to their buddy, supervisor or manager to brief the team on their requirements
-
have a disability awareness training session organised for the team.
The following information is available to assist you with disability awareness:
Step 6—Provide support
Providing support to the employee during there return to work will help ensure a successful return to work. Discuss support requirements with the employer and employee prior to the return to work and regularly review the arrangements once the employee has returned to work.
The way this support is delivered will vary, and may include:
-
work site visits and phone calls to monitor performance
-
assistance with resolution of work-related issues
-
ongoing coaching for the employer and co-workers on relevant disability issues or training techniques
-
advice on job redesign (tasks, processes, hours) or workplace adjustments (structural modifications, special aids and equipment, communication strategies)
-
provision or arrangement of ergonomic or workplace assessments if these have not already occurred or if a new problem arises
-
off-site or on-site counselling or performance feedback
-
referral to community services or linkage into work related support mechanisms (like employee assistance programmes)
-
assistance with training and expansion of duties, including regular performance reviews and appraisals.
Need help?
If you have any questions regarding the return to work process or would like more information, contact the JobAccess Advisers for free, confidential advice. Contact them on 1800 464 800 or online: