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U.Va. Human Resources
Return to Work Policy

Policy Statement
It is the University's policy to retain our valued employees, achieve a safe and timely return of injured or ill employees to the workforce and reduce costs related to disability associated with work-related injuries and illnesses. Procedures have been established to effect this policy.

Employees to Whom Policy Applies
The policies and procedures provided herein apply to classified, faculty, and wage employees of the University of Virginia (Agency 207), University of Virginia's College at Wise (Agency 246) and Southwestern Virginia Training Center (Agency 948). This policy shall apply to employees who are restricted in the performance of their essential functions due to compensable work-related injuries, and who are expected to return to their pre-injury position.

Definitions
  • Return-to-Work Coordinator
    Designated agency staff who will act as a primary contact to the Workers' Compensation Program and will facilitate the return-to-work program.
  • Maximum Medical Improvement (MMI)
    Point at which employee has recovered and no further progress is anticipated.
  • Transitional Duty
    A temporary situation when an employee returns from a work-related injury or illness to medically restricted or modified duties. Duties assigned can be those identified in the employee's current job description with restrictions or another assignment.
  • Transitional Employment Plan (TEP)
    Documentation of the duties the employee will perform during the transitional duty period.
  • Workers' Compensation Program (WCP)
    Program administered by the Department of Human Resource Management for state employees in accordance with § 65.2 Code of Virginia.
Procedures

Employees must immediately notify their supervisor or departmental designee of any work-related injury. The employee's supervisor will present the employee with the UVa's Workers' Compensation Attending Physician Panel Form. The completed form should be forwarded to the Workers' Compensation Division of University Human Resources. The supervisor must immediately report any workplace injury to MCI, the University's third party workers' compensation administrator, by telephone at 888-627-2681.
Within 48 hours of the injured employee's initial visit to a Panel Physician, the Return-to-Work Coordinator will communicate with the attending physician to discuss return to work options, including the University's ability to provide transitional duty.
If the injured employee is not released to his/her pre-injury position at the initial appointment, the Return-to-Work Coordinator will submit the Physical Demands Form to the physician with the assistance of the employee's supervisor. This should be done preferably before the follow up appointment. The physician is expected to take the enumerated demands into consideration when making a return-to-work recommendation.
If the physician releases the employee to return-to-work and determines that he/she can perform the essential functions of the pre-injury position, the physician will provide a release form that the employee will give to his/her supervisor so a return-to-work date can be set. The return-to-work date should also be communicated to the Worker's Compensation Coordinator, who will file a supplemental report indicating this return-to-work date to the Workers' Compensation Program ("WCP").
If the employee is released to work with restrictions, the Return-to-Work Coordinator in coordination with the supervisor will review the restrictions set forth by the physician and determine whether the agency is able to provide transitional duty for the employee. Transitional duty must meet the agency's staffing needs and accommodate the employee's medical restrictions.
The Return-to-Work Coordinator will schedule an initial return-to-work meeting with the injured employee and the supervisor to coordinate the return-to-work. They will together develop transitional duties that recognize both the employee's abilities and medical restrictions.
If transitional duty is not possible for an employee within the agency or the employee is not released to work, the Return-to-Work Coordinator will maintain communication with the injured employee, WCP, and the attending physician in order to obtain the employee's prognosis and assess the employee's work status.
If transitional duty can be arranged, the Return-to-Work coordinator will complete a Transitional Employment Plan, review it with the injured employee and supervisor, obtain their signatures, and submit it to the attending physician for approval. Once approved, the Workers' Compensation Coordinator will submit a supplemental report to WCP describing this return-to-work arrangement.
During transitional duty, the Return-to-Work Coordinator will meet with the injured employee to discuss concerns and to evaluate progress every month. The Return-to-Work Coordinator, in coordination with the supervisor, may amend the transitional duties should the employee demonstrate improvement or regression. Any changes must be submitted to the attending physician for approval and forwarded to WCP.
Transitional duty may not normally exceed 90 days. At the conclusion of the 90 days, the supervisor in consultation with University Human Resources may terminate the transitional duty assignment with the expectation that the employee will return to his pre-injury position. If the employee has permanent restrictions that result in his/her ability to perform the essential functions of his/her pre-injury position, the provisions of the Americans with Disabilities Act (ADA) and/or other applicable laws will be applied to determine the suitability for employment.