Having a strong safety culture and thorough safety policies are crucial for helping prevent injuries in any work environment. However, accidents can still happen both on and off the clock. In 2020, the private sector reported 2.7 million non-fatal workplace injuries or illnesses — nearly three cases for every 100 employees. While your company may be doing its best to prevent workplace injuries, how can you ensure your business and employees are able to bounce back after an incident?
Modified duty programs are a great way to support your employees' well-being and help them get back to work faster after an injury.
Also called a “return to work” (RTW) or “light duty” program, a modified duty program temporarily provides less physically demanding tasks for employees who are unable to perform their usual responsibilities post-injury or illness. Modified duty programs are typically separated into three categories:
For example, if you run a manufacturing facility, your employees may be at risk of a back injury at work. Instead of sending injured employees home, modify the amount or duration of their heavy lifting tasks, or assign them jobs like paperwork, quality control, or data entry.
Modified duty programs show workers that their employers care for them and prioritize their safety, comfort, and financial stability. This significantly impacts employee morale and retention through tangible commitment and support from the company. Modified duty programs may also motivate your workers to resume their usual position after recovery — the odds of which diminish significantly the longer an injured worker is on leave, according to studies cited by the CDC.
These programs also minimize impacts on productivity following worker injuries and reduce workers’ compensation costs. Instead of sacrificing work hours while healing at home, employees can leverage other skill sets to contribute value and maintain financial security.
Perhaps most importantly, modified duty programs directly impact an employee’s recovery. One study showed that returning to work within one week after an injury or illness was associated with improvements in both pain level and physical function. That study also showed that employees who perform modified duties instead of taking paid leave return to work three to four weeks faster than their counterparts.
There may come a day when one of your employees experiences an injury. When that time comes, it’ll be critical to have a modified duty program that’s tailored to your staff’s responsibilities and skills.
These four steps will help you create a modified duty program that fits your team’s needs:
As with any policy, your modified duty program must comply with all local and federal laws. That’s why it is critical to research laws and regulations before building your program. For extra support in this area, reach out to your broker or business consulting team to better understand the requirements under the Family and Medical Leave Act (FMLA) and any other applicable laws or regulations.
For example, normal FMLA reinstatement requires that workers return to a position that is the same or “equivalent” to the employee’s prior role — meaning equal pay, benefits, work hours, and other factors. FMLA does not require reinstatement for injured employees, but the Americans with Disabilities Act (ADA) does require consideration of modified duty possibilities in many cases. Employers must make an effort to provide reasonable accommodations, and policies should be designed accordingly.
As an employer, you will need to provide options to employees applying for modified work. Employers typically offer a light duty version of the employee’s existing job description, known as light duty return, or a list of pre-supplied duties they could undertake to form a new temporary role during the program.
Next, you’ll need to create modified duty forms. These will help you formalize compliance with applicable regulations, avoid or navigate legal conflicts, and manage your program in an organized fashion.
There are two specific forms you’ll need to build:
The last step begins with finalizing all other logistical matters and documenting them in a formal policy, such as a standard operating procedure (SOP). Your written policy should include:
More broadly, the SOP should also describe how you will administer the program, breaking down the employees’ responsibilities, as well as how their work will be overseen under the program. To facilitate the program, you should consider hiring or electing staff to a Return to Work Coordinator (RTWC) role.
Once your policy and program are formalized, they must be communicated to all employees. That includes informing new hires and integrating modified duty into training and discussions about workplace safety. It also includes communicating with employees when they become injured, monitoring their recovery, and tracking any long-term injuries or disabilities.
Learn about Safety Meeting Best Practices & Topics to Cover ASAP in this blog.
A modified duty program can help your business stay on track when employees are injured while also providing them with the support and stability they need during difficult times. But it is your ability to create and implement a plan that works for everyone that will determine the program’s success.
That’s where BBSI can help. When businesses partner with BBSI, they get paired with a dedicated, local Business Unit Team who helps them streamline their business operations and strategize for the future.
This Business Unit includes a Risk Management Consultant who will help you and your leadership team create and implement a modified duty program that helps your employees and your productivity recover from any incident, no matter how big or small.
Connect with your local branch today to see how BBSI can help you prepare for the future.