Return-to-work programs help employees who are on disability or returning from a layoff make a gradual transition back to work. Rather than immediately assigning the employee to a full-duty job with established tasks, these programs should offer a range of temporary, flexible assignments that accommodate the worker's medical restrictions.
When you develop transitional assignments, be clear about expectations, documentation, and communication with the employee and their treating physician.
Designing transitional work assignments
- Your policy book should include a section on transitional work assignments that clearly explains they are mandatory and states the consequences for refusing an appropriate assignment.
- Ask supervisors to list tasks that could be assigned to a transitioning employee, especially work delayed for lack of time or manpower; outsourced jobs can also make ideal transitional assignments.
- Make sure assignments are congruent with the employee's Work Status Report, completed by the treating physician, to determine what the worker can physically perform.
- Contact the employee's physician to let them know you have a return-to-work program and to request recommendations on suitable transitional assignments for the employee's temporary restriction.
- Supervisors should be aware of all medical restrictions the transitioning employee has and ensure any tasks assigned fall within those restrictions.
- Work with the employee, their treating physician, and their supervisor to establish the transitional assignment's start and end dates before the employee returns.
- Document the specifics of temporary assignments, including physical requirements, work location, schedule, and a statement that necessary training will be employer-provided; have the employee sign and date the document, give them a copy, and keep the original in personnel files.
- The employee's regular wage or salary should not be reduced during the temporary assignment, as reductions can affect indemnity payments and harm morale.
- Avoid providing work only to keep the employee busy, which can leave them feeling degraded; assign meaningful tasks where possible.
- Do not modify regular company rules on tardiness, time-off requests (even for medical appointments), attendance, and similar policies without careful consideration.
- Monitor the employee's progress and make routine follow-ups with their physician.
- Transitional assignments should not continue indefinitely, especially after a physician releases the employee to regular duty; investigate non-medical issues that may be delaying the return to the permanent job.
When a return-to-work program is properly designed, it can help you retain valued employees and let them continue to earn a living while they recover. Even if an employee is not at full capacity, they can still make valuable contributions to your business.
Employers in specialized industries can review relevant program information such as Tow Truck Program Insurance for examples of how industry programs handle transitional work and related policies.
Public-sector employers may find useful guidance in resources like MuniPro Public Sector Program. If you need help implementing a program or reviewing your policies, talk to an agent.
Frequently Asked Questions
What is a return-to-work program?
A return-to-work program provides temporary, transitional assignments that let employees with medical restrictions transition back to work while accommodating their limitations.
Are transitional assignments mandatory?
They can be mandatory if your written policy states so, but the assignments must be appropriate to the employee's medical restrictions and documented accordingly.
How long should a transitional assignment last?
Assignments should have clearly defined start and end dates based on the physician's recommendations and the employee's progress; they should not continue indefinitely.
What if an employee refuses a transitional assignment?
Follow your documented policy, communicate with the employee and their physician, and apply stated consequences if the refusal is for non-medical reasons.