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Work-Related Injury and Illness Process & Return to Work

  1. Employee reports injury to supervisor as soon as possible.
  2. The supervisor completes the online loss report form within 48 hours.
    1. If the web-based reporting system is unavailable, the supervisor may complete the First Report of Injury form and submit it to W/C Claims.
    2. It is the responsibility of the supervisor on duty to accurately and entirely complete this form.
  3. Employee goes to VOHC if medical attention is needed. (Hours are Monday-Friday 7:30 a.m. - 5:30 p.m., except on holidays.)
    1. The supervisor directs the employee to the Adult Emergency Department (ED) for injuries requiring immediate care after hours or on weekends when VOHC is closed.
    2. When medical care is required away from campus, the employee reports to the nearest medical provider walk in clinic for minor injuries.
    3. For a serious injury, 911 should be called in order to secure immediate medical attention at the nearest emergency department.
    4. If follow up treatment is needed, the employee needs to contact W/C Claims at 615.343.3788 for a panel of physicians from which to choose.
  4. If an employee is unable to return to work after a work-related injury, the supervisor:
    1. Notifies W/C Claims at 615.343.3788.
    2. May consult with designated Human Resources Consultant for further assistance.
  5. When the employee is scheduled to return to work;
    1. The employee is provided a release to return to work form from medical provider.
    2. The employee shows the release form with any physical restrictions noted to supervisor and the Occupational Health Clinic.
    3. The physical restrictions form is provided to the Occupational Health Clinic and no copy is kept in the employee's personnel file.
    4. The supervisor notifies W/C Claims.

Return to Work (RTW) Program Steps

  1. In order to be eligible for the Return to Work (RTW) program an employee must be temporarily unable, due to medical restrictions, to return to regular duties as a result of a compensable work-related injury.
  2. The employee must be in a regular position. Employees in VTS, temporary or PRN positions are not eligible for the RTW program.
  3. Employees in positions supported by grants, contracts or other sponsored programs that have specific requirements or restrictions may not be eligible for the RTW program depending on their terms.
  4. A release to return to work form should be provided by the healthcare provider to determine the specific restrictions and the duration of the restrictions for the injured employee.
  5. Efforts will be made to temporarily modify the employee’s current position by assigning job duties consistent with the restrictions.
  6. The RTW Program is a temporary measure and cannot exceed 90 calendar days.
  7. After an employee is released to return to work with no restrictions that impact the employee’s regular job duties or after a total of 90 calendar days, the employee’s participation in the RTW program will end.
  8. If the employee is not expected to return to regular job duties by the end of the RTW program, the employee is referred to the EAD and his/her designated Human Resources Consultant for further assistance.