Return to Work Planning for Employers

As an employer, you play a key role in helping workers who are injured or ill get back to work early and safely. An effective plan supports healing, reduces time lost, and can lower your premium costs.

A safe return takes teamwork. You, the worker, the health care provider, and WCB all share responsibility for making it happen.

What is a return-to-work plan?

A return-to-work plan is a structured approach to help a worker return to safe, meaningful work after an injury or illness. It focuses on:

  • The work the person can do, not what they can’t do
  • Temporary or modified duties or accommodations that keep the worker connected while they recover
  • Regular updates between the worker, employer, health care provider, and WCB case worker

The longer a worker is away, the harder it can be to return. Safe, suitable work is an important part of recovery.

Why direct access to health care matters

One of the fastest ways to support recovery is through direct access with a WCB-approved health care provider. These providers include physiotherapists, chiropractors, occupational therapists, psychologists, and others.

With direct access:

  • A worker can often be seen within 48 hours of injury—without a referral
  • Providers can recommend safe duties based on the worker’s abilities
  • Employers can invite providers to visit the workplace to better understand job tasks

Building relationships with WCB-approved providers before an injury happens helps you respond quickly when it does.

Find a WCB-approved health care service provider.

Who is involved in a return-to-work plan

A successful plan requires collaboration. The return-to-work team may include:

  • You, the employer (or a return-to-work coordinator/committee)
  • The worker who has been injured
  • WCB case worker and return-to-work specialists
  • Health care providers
  • Union representatives, if applicable

Each partner shares the same goal—helping the worker return to safe, meaningful work as early as possible.

Appoint a return-to-work coordinator or committee

Designate a person or small group to lead planning, communication, and follow-through.

  • Larger workplaces: HR, OHS/JOHSC rep, or a dedicated RTW coordinator
  • Smaller workplaces: the owner, a supervisor, or another senior staff member
  • Keep the plan moving—schedule check-ins, case conferences, and key dates
  • Coordinate with the worker, supervisor, health care provider, and WCB case manager
  • Arrange appointments with WCB-approved providers and share updates
  • Develop and track transitional work options based on the worker’s abilities
  • Document agreements (duties, hours, duration) and share next steps
  • Ensure privacy and store records securely
  • Monitor claim status in MyAccount and flag issues early
  • Authority to adjust duties and schedules in support of early and safe return
  • Time set aside to manage responsibilities
  • Access to job task information and contact details for providers/WCB
  • Training on supportive communication, record-keeping, and basic accommodations

If one person wears many hats, keep it simple:

  • A one-page return-to-work checklist
  • A short transitional-work outline
  • Standing 15-minute weekly check-in until full duties resume

Setting up your workplace plan

Every workplace should have a clear return-to-work policy and procedures. These should:

  • Outline your commitment to early and safe return to work
  • Clarify roles and responsibilities for workers, supervisors, and coordinators
  • Be included in orientation and training so everyone knows what to expect if an injury occurs

Download a sample Return-to-Work Policy (PDF) to guide your own workplace plan.

Planning transitional work

Transitional work often serves as a bridge between injury and full recovery. It:

  • Involves temporary changes to duties or schedules
  • Must be safe, productive, and meaningful
  • Should be developed with input from the worker and health care provider

Examples include lighter tasks, adjusted hours, or different duties that match the worker’s current abilities.

Learn more about transitional work as part of a return-to-work plan.

Promoting your program

A return-to-work program only works if people know about it. Make sure workers understand:

  • Working is an important part of recovery
  • Everyone has a role in supporting early and safe return
  • The program is fair, consistent, and applies to all

Share your program in staff meetings, orientation packages, and internal communications.

Measure results

Evaluation is an important part of any return-to-work program. Setting measures and targets helps you see what’s working and where you can improve.

Your return-to-work coordinator or committee should collect and update this information regularly—ideally monthly. They should share it with senior management and your joint occupational health and safety committee (if you have one).

Each workplace is different, so your evaluation will be too. Here are some examples of what you could track:

  • Number of jobs with completed physical demands descriptions
  • Number of jobs with identified transitional work options
  • Workers on a return-to-work plan, by department and by month
  • Total days or hours worked on a return-to-work plan, by department and by month
  • Workers for whom transitional work could not be found, by department and by month (and why)
  • Workers who returned to full pre-injury work after a return-to-work plan
  • Costs linked to hiring temporary replacements or lost productivity when transitional work was not provided
  • Number of RTW meetings held each month and who attended, by department and by month
  • Total costs of workers being off work without transitional duties, by department and by month
  • Claims costs avoided by using return-to-work plans, by department and by month

Review your results to identify successes, cost savings, and areas for improvement in your program. Share the findings with your team to show the value of the program and build buy-in.

Remember, the benefits of a return-to-work program go beyond costs. Keeping workers connected improves morale, supports retention, and strengthens workplace culture.

Resources 

Last updated: 2025-10-30
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