Sick Leave and Disability Management Program

Human Resources | March 2012

• Currently Human Resources administers the sick leave program for longer term or frequent absences.

• This includes:

Ensuring there is appropriate medical documentation to support an absence and return work.

Providing employees with support they need throughout their absence.

Providing support to managers and employees during the return to work process.

Current Process

• Benefits of Early Intervention• Increasing complexity of sick leave claims • A program with consistent processes for sick leave &

accommodation• Medical Information is reviewed and housed off-site

which ensures confidentiality• Access to health care professionals with expertise in

disability management, ensuring that employees and managers have the support they require

Why the change?

• Sick Leave review process

• Implementation of a third party medical service provider, for any absence greater than 5 consecutive days

• Documentation required for a medical leave

• Increase in the reimbursement amount for completion of medical form from $35 to $50

What has changed?

• Sick Leave benefits provided under your collective agreement or handbook

• Process for absences less than 5 consecutive days

• Process for absences related to the illness of a family member

• Accommodated Return to work process

What has not changed?

Sick Leave ProcessYour Manager will notify the Health & Disability Advisor in HR of any absence that is greater than 5 consecutive days.

The HDA will contact you to review the sick leave process and make a referral to Cowan.

Cowan’s case manager will contact you within 48 hours of receiving the referral

You will have the MCD completed by physician and sent to directly to Cowan

Cowan reviews medical documentation and provides the HDA with their recommendations regarding the absence.

For unknown RTW, Cowan receives regular updates from you and your physician until a RTW date is determined.

Cowan notifies the HDA of return to work dates and any required accommodations

HDA works with you and your manager to develop and implement your RTW plan.

RTW progresses until full return has been made.

Who is Cowan?

• Cowan Insurance Group is a third party medical case management service provider. They have a multidisciplinary team that includes:

Two Case Managers dedicated to WLU

Access to RNs, Occupational Health Nurses, Kinesiologists, and RPNs

Access to four Medical Consultants (physicians)

What is Cowan’s role?

• Provide support to the employee and the University

• Apply fair and consistent practices

• Maintain confidentiality of all medical documentation

• Make a recommendation based on received objective medical information

• Provide information on return to work plans

Working with Cowan

• WLU’s dedicated Case Manager from Cowan typically will contact you within 48 hours of receiving referral

• Cowan Case Manager will provide an introduction and describe the process to you

• Initial and regular communication is part of the process• Case Manager will discuss and gather more information

as necessary, regarding your absence

Management

Employee HR Cowan

Record Absences

Communication

Provide Medical documentation

Review Medical Documentation

Provide Support

RTW plan development & Implementation

Roles & Responsibilities

Key Contacts

Resources• Key information and documentation will be located

in the employee and management toolboxes located on the Human Resources website http://www.wlu.ca/hr

Nancy CarseHealth and Disability AdvisorExtension: 2452Email: ncarse@wlu.ca

Melissa JutziInterim Manager, Benefits and CompensationExtension: 4487Email: mjutzi@wlu.ca