Job accommodations

Sometimes, an employee can’t do everything they did before their injury or illness. By making temporary or permanent changes to their job, you help them get back to work and take on duties and hours they can handle while they recover.

Why have an approach to job accommodation?

Research shows that employers who have a clear approach to return to work and job accommodation are more successful in achieving a safe and suitable return to work. When businesses reach out early and show care to people with an injury or illness, those people are more likely to return to work safely and successfully. The longer someone stays away from work, the harder it can be for them to return.

Returning to work is an important step in getting better. Our better at work approach helps us manage claims by focusing on recovery. Work gives structure, routine, social contact, mental and physical activity, and a sense of achievement. All these things can help with healing.

Benefits of job accommodation

Injuries and illnesses can be difficult to manage and can be costly if not handled well. Supporting employees with changes to their job duties that match their abilities helps reduce time missed from work and builds a positive and supportive workplace culture.

Helping injured or ill people return to work early, safely, and in a way that matches their needs also ensures you meet your legal responsibilities under workplace laws.

Steps in job accommodation

Working together to support job accommodation helps make the return to work smooth, successful and safe. The return-to-work process may include the employer, the person with the work-related injury or illness, the supervisor, a representative from the occupational health department, a human resources representative, a union or employee representative (if there is one), and the joint health and safety committee or the health and safety representative.

Step 1: Get in touch

  • The immediate supervisor usually starts the process by contacting their employee within the first week if possible. The timing will depend on the employee’s situation and medical needs. During this conversation, show care for their health, safety, and well-being.
  • Discuss what your employee can do based on information from their doctor, therapist, the WSIB, or insurance provider. Talk about their daily activities and how their injury or illness affects them.
  • Arrange a meeting with everyone involved to focus on how your employee can be accommodated and how barriers can be removed.
  • Make sure they can get to the meeting safely and help with travel arrangements if needed. Ensure the meeting place is accessible for them.

Step 2: Come together

  • Your employee and everyone involved should understand what to expect and what is expected of them.
  • Talk about what your employee can do and how their daily activities have changed, for example, needing more time to complete tasks or more frequent breaks.
  • Ask your employee to identify job duties they feel comfortable doing and any tasks they cannot do because of their injury or illness.

Step 3: Observe all job tasks together

  • Ask your employee questions about their job duties and tasks. Make sure their supervisor is there as well to provide extra information.
  • If it is safe for them to do so, ask your employee to demonstrate how they do the tasks.
  • Break down which parts of the tasks they can and cannot do and be clear about what abilities are needed for each task. Simplify the process as much as possible.
  • When looking at challenges, consider:
    • Force: How much effort is needed, like lifting, pushing, or gripping.
    • Posture: How the body moves or holds positions, like reaching overhead or bending.
    • Time: How often tasks are repeated and how long they last.

Step 4: Brainstorm solutions

  • List all job duties that are too difficult for the person.
  • Ask everyone involved to suggest ways to help. Come up with as many ideas as possible without judging them. Focus on solving the problem together.
  • Think about these accommodation strategies:
    • Physical changes to the workplace or equipment, like new layouts or devices that help the person do their job safely.
    • Processes or procedures, like changing schedules, rearranging tasks, or allowing breaks.
    • Changes to how tasks are done, like using safer lifting techniques or changing posture.

Step 5: Evaluate options

Analyze all ideas. Sometimes a combination of solutions works best. Consider:

  • Is the accommodation temporary or permanent?
  • Does it affect health and safety?
  • Is it complicated, does it need outside help or training?
  • Will it help your employee return to their previous work and earnings as much as possible?
  • Are resources and budgets approved?
  • What is the cost and can the business handle it?

Step 6: Come to an agreement

  • Work as a group to agree on the best option or options.
  • Commit to a solution or try it out first. You can try equipment before deciding.
  • Stay positive and make sure everyone’s opinions are heard.
  • Hold follow-up meetings to review how well the accommodation is working and address any concerns.
  • If you can’t all agree on a solution, consider bringing in an expert or outside help.  

Step 7: Plan for the return to work

  • Develop a plan that helps the person return to work gradually, based on their needs.
  • Write down the plan so everyone knows what to expect and what they need to do.
  • Encourage your employee to keep a daily log of their activities and report any challenges or hazards.
  • Include regular reviews in the plan to deal with concerns and make adjustments as needed.
  • The plan should include goals, responsibilities, dates, agreed accommodations, and review times.
  • The plan should also consider the health and safety of co-workers. It is important to help co-workers understand how they can support the person with the illness or injury.

Step 8: Keep connected

  • Keep communicating and follow up regularly to make any needed adjustments quickly.
  • Discuss both the social and physical aspects of work to make sure your employee, supervisors, and co-workers feel supported.
  • Adjust the plan as your employee’s abilities change or new barriers come up.
  • Get feedback from everyone involved to improve the process and celebrate successes.
  • Share best practices and lessons learned throughout the workplace and with us.

Our approach

Disability prevention focuses on finding barriers and the root causes of hazards in the workplace. When businesses address or remove hazards at their source, people can take part in work safely and fully.

By using this approach, employers meet their responsibilities under the Workplace Safety and Insurance Act, Occupational Health and Safety Act, Ontario Human Rights Code and Accessibility for Ontarians with Disabilities Act.

References

  • Fisher, R., Ury, W. and Patton, B. (1991). Getting to Yes: Negotiating Agreement Without Giving In. Second Edition. New York: Penguin Books.
  • Harder, H. and Scott, L. (2005). Comprehensive Disability Management. London: Elsevier.
  • Institute for Work & Health
  • Kroemer, K.H.E, Kroemer, H.B and Kroemer-Elbert, K.E. (2001). Ergonomics: How to Design for Ease and Efficiency. Second Edition. Prentice Hall.
  • Levy, B. S. and Wegman, D. H. (2000). Occupational Health: Recognizing and Preventing Work-Related Disease. Fourth Edition. Philadelphia: Lippincott Williams & Wilkins.
  • National Institute of Disability Management and Research
  • Occupational Health Clinics for Ontario Workers