GRTW Following Injury or Illness (HR VS OHS’s Role)

[Aleesha Van Damme]

#97556

Forum: Private

Hi there,

I work in an industry that experiences some time loss injuries requiring WSBC reporting (which lies with me). We have an OHS Manager in addition to myself in an HR capacity, and my question is around the process. Where does HR take over in terms of the return to work plan? I’ve always understood the cycle of injury to be: OHS completes incident report > informs HR if the employee seeks medical help or there is time loss > WSBC report is made > Functional Abilities Form provided to employee ahead of return > Modified duties and GRTW plan is actioned on return (HR and supervisor) > subsequent Supervisor/Employee check in’s to assess any further limitations over time > HR does the same, documenting as we go along and addressing any ongoing limitation/accommodation needs. Is there anything I’m missing here? I’d like to document a sound process and roll it out to my team, as I’m beginning to see gaps in communication from our Health & Safety Manager in looping me in right from the start.

Thank you so much for your time on this!

Aleesha

[Haley O’Halloran]

#97557

Hi Aleesha!

Your existing sequence is largely correct, but there are a few areas where organizations often add clarity: early notification, claim management responsibilities, communication checkpoints, and documentation standards.

Recommended End-to-End WSBC / RTW Workflow

Below is a refined version of the lifecycle, with key roles and handoff points labeled.

1. Injury Occurs (Supervisor + OHS)

Responsible: Supervisor (immediate), OHS (investigation)
Actions:
-Provide first aid and ensure worker safety.
-Supervisor notifies OHS immediately.
-OHS starts investigation and completes internal incident report.

HR does not engage yet, unless the injury is serious or requires immediate HR follow-up.

2. Determine Whether Medical Treatment or Time Loss Occurred (OHS → HR)

Responsible: OHS
Actions:
-OHS confirms whether the worker sought outside medical treatment or missed time from work.
-If yes → OHS must notify HR immediately.

This is the first required handoff. Many organizations experience gaps here, exactly as you described.

You may want to formalize a rule such as:

“OHS must notify HR within 24 hours of any injury involving medical treatment, time loss, or potential modified duties.”

3. WSBC Employer’s Report of Injury (OHS or HR depending on internal delegation)

Responsible: Usually OHS
Actions:
-Submit Form 7 to WorkSafeBC within 3 days of being notified of injury.
-Share a copy of the submission with HR.

Even though OHS usually files Form 7, HR must receive it because it affects payroll, benefits, and RTW planning.

4. HR Provides RTW Documentation to Employee (HR)

Responsible: HR
Actions:
Provide the employee with:
-Functional Abilities Form (FAF) / RTW abilities questionnaire
-RTW expectations and process overview
-Contact person information

Best practice: HR—not OHS—manages all worker-to-HR medical documentation.

This protects confidentiality and keeps medical information siloed.

5. Employee Seeks Medical and Returns FAF (Employee → HR)

Responsible: HR
Actions:
-HR reviews medical abilities/limitations.
-HR does not interpret (“diagnose”) but relies on functional abilities.
-HR may consult supervisor to discuss suitable modified duties.

6. Develop a Graduated RTW Plan (HR + Supervisor, consult OHS as needed)

Responsible: HR leads
Actions:
-Draft modified duties proposal based on functional abilities.
-Supervisor validates practicality.
-OHS may confirm safety of modified tasks.
-Worker signs off on mutual agreement.

This is the point where HR fully takes over coordination.

7. Implementation of RTW Plan (Supervisor + HR)

Supervisor Responsibilities:
-Ensure worker follows GRTW schedule.
-Document daily/weekly progress and challenges.
-Report issues to HR promptly.

HR Responsibilities:
-Track schedules, hours, restrictions.
-Update WSBC (if required).
-Monitor ongoing functional status.
-Maintain confidential medical file.

8. Ongoing Check-Ins and Documentation (Supervisor + HR)

Responsible: Supervisor (operational), HR (administrative/strategic)
Actions:
-Regular check-ins (daily for first few days, then weekly).
-HR monitors improvement, barriers, or new limitations.
-HR requests updated FAFs only if medically justified.

9. Closure / Return to Full Duties (HR)

Responsible: HR
Actions:
-Final confirmation of functional clearance.
-Notify WSBC if claim is active.
-Close the RTW file.
-Conduct optional debrief with OHS to review root causes and improvement opportunities.

Where HR Should Take Over

To directly answer your question, HR should take over as soon as:
-There is medical treatment, OR
-There is time loss, OR
-RTW planning will be required.

This is typically right after OHS learns the injury is non-first-aid only, not after the WSBC report is filed.

You are correct to feel that HR should be included earlier.

Common Missing Elements to Add to Your Process

1. Early Notification Policy

A written requirement that OHS alerts HR within 24 hours of:
-Medical treatment
-Time loss
-Potential accommodation need
-Worker expressing concerns about returning

2. Defined Ownership of Medical Documentation

Document that:
-HR handles all medical files
-OHS handles safety investigation records
-These files are separate

3. Communication Flow Chart

Create a visual workflow that includes:
-Who informs whom (Supervisor → OHS → HR)
-Timeline requirements (24 hours, 3 days for Form 7, etc.)
-Documentation checkpoints

4. Restrictions on What OHS Should NOT Do

To avoid overreach:
-OHS should not receive medical details
-OHS should not negotiate modified duties with the worker
—This must go through HR to maintain privacy and consistency

5. Scheduled RTW Review Meetings

Example:
-Day 1 check-in
-End of Week 1
-Weekly thereafter
-Before each GRTW phase change

I hope this helps!

-HRInsider Staff

[Author]

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