INTERACTIVE PROCESS For RTW Coordinators Presented by: Jackie Sloniker CHIEF EXECUTIVE OFFICE RISK MANAGEMENT BRANCH WORKER’S COMPENSATION RETURN TO WORK UNIT County of Los Angeles “To Enrich Lives Through Effective and Caring Service”

Presentation Outline County of Los Angeles Policies on Non- Discrimination on the Basis of Disability Board Policy #3.060 Board Policy # Civil Service Rule 9.08 What is the Interactive Process. When is it necessary (Triggers of the Interactive Process) How to Develop an Objective Roadmap for the Interactive Process Effective Reasonable Accommodation Effective Documentation of the Interactive Process ***Do’s & Don’ts*** Remember CEO Contacts Questions

County of Los Angeles Policies on Non-Discrimination on the Basis of Disability (Board Policy & Civil Service Rule) Non-Discrimination on the Basis of Disability (Board Policy # 3.060) The County of Los Angeles does not discriminate on the basis of disability in employment or in the admission and access to its services, programs and activities in compliance with the ADA requirements. Equal Employment Opportunity Non-Discrimination Policy (Board Policy # 9.010) The County of Los Angeles provides for equal employment opportunities and non-discrimination in the County workforce for all qualified persons, regardless of race, color, religion, sex, national origin, age, sexual orientation or disability. Civil Service Rule 9.08 Pursuant to Civil Service Rule 9.08, the County of Los Angeles shall make every attempt to return an employee to suitable work by modifying the employee’s duties or change of his/her assignment by way of reasonable accommodation. If the employee cannot return to gainful employment in any capacity, other alternatives need to be explored including medical release. Medical Releases would be without prejudice as to re-employment should the condition improve.

What is the Interactive Process The Interactive Process is a dialogue between an employer and an employee or applicant with a disability to determine whether there is a reasonable accommodation that would enable the individual to perform the essential functions of the job. The Interactive Process should be Flexible, Timely, and in Good-Faith.

What is the Interactive Process Cont’d. Participation in the interactive process is a mutual obligation; the employee must cooperate with the employer by participating in the process and responding to the employee’s appropriate requests for information and guidance on whether or not a particular accommodation will allow the employee to perform the essential functions of his or her position. Understanding how the interactive process works and when it is triggered is very important. Employers need to understand their obligations under the FEHA / ADA – Workers Compensation is only one statutory scheme. Employers are required to engage in the “interactive process” to determine whether a “reasonable accommodation” is available for the injured worker.

When is it necessary (Triggers of the Interactive Process) While an employee may trigger an employer duty to engage in the interactive process by directly asking for an accommodation, an employer also must engage in the interactive process if it recognizes the need for an accommodation. The employee or applicant does not need to use magic words, such as “reasonable accommodation” or “interactive process.” Even ambiguous comments can be request for accommodation. The process may be triggered by any one or a combination of the following situations: A family member, friend, health professional, or other representative may request a reasonable accommodation on behalf of an individual with a disability. The employee requests a reasonable accommodation, specifically or by reference to his/her limitations. A manager or supervisor observes barriers to the employee’s performance on the job. The Department receives work restrictions from the Third Party Administrator. It is important to maintain contact with the employee from their first day of disability leave to ensure the interactive process commences as soon as appropriate.

Triggers of the Interactive Process (Under Worker’s Compensation) Cont’d. Reasonable Accommodation Transitional Work Assignment

Triggers of the Interactive Process (Under Worker’s Compensation) Cont’d. The employer is required to engage in the interactive process in the event of any Transitional Work Assignment Engage in the interactive process when the Work Hardening assignment has reached the twelfth week and the employee is not medically able to return to their usual and customary assignment. If, at the conclusion of the Work Hardening assignment, it has been medically determined that the employee is unable to return to their usual and customary job, an interactive process will be conducted to determine and explore other possible future assignments. The ultimate goal is to return the employee to work in a productive capacity as quickly as medically possible after a disabling injury or illness. (This would allow the County to minimize the human and financial costs of injuries and illnesses.)

How to Develop an Objective Roadmap for the Interactive Process Effective IP I Begin interactive process by reviewing relevant files and records including medical documentations to support request for RA 2 Identify essential job functions from job description & supervisor and managers 3 Engage the employee in a discussion to identify potential RA’s 4 Investigate and identify all potential feasible job modifications or accommodations 5 Analyze whether the modifications are a RA or undue hardship 6 Offer or reject RA. Implement Decision. Document entire process

Effective Reasonable Accommodation Reasonable accommodation is any effective measure that would enable an applicant or employee with a disability to perform the essential functions of his/her position. …Which enables individuals with disabilities to enjoy equal benefits and privileges of employment.

Effective Reasonable Accommodation Cont’d. To a great extent, the success of dealing with a reasonable accommodation request depends on the employee’s supervisor and manager.

Effective Reasonable Accommodation (Types of Accommodation) Cont’d. Making existing facilities accessible to and useable by workers with disabilities. Job restructuring. Modifying work schedules. Reassignment to a vacant position. { FEHA entitles an employee with a disability to “Preferential Consideration” in reassignment or transfer to a vacant position} Adjusting or modifying exams, training, materials or policies. Acquiring or modifying equipment or devices. Providing qualified readers or interpreters. Paid or unpaid leave ( including reduced hours or CFRA leave coordination). Alcohol or Drug Rehabilitation Programs.

Effective Documentation of the Interactive Process A written record of events is the best evidence of what occurred, and the record can be requested for identification and disclosure in litigation. Documentation is most commonly used as evidence: To tell the story of what occurred. To document that a specific decision was made objectively, consistently and in accordance with all County policies. To refresh the memory of a witness. To reconstruct past events, such as personnel decisions. To establish knowledge, notice, intent, and good-faith.

*** Do’s *** Be alert to spot situations that trigger the interactive process. Understand the critical distinctions between the WC claim process including your separate duties as an employer under FEHA. Maintain effective, complete and defensible documentation throughout the interactive process. Enact and consistently enforce effective procedures for conducting the required “interactive process” when addressing a reasonable accommodation decision. Address potential required reasonable accommodations based on disabilities or limitations that are apparent or which the employee discloses in the pre-placement process.

*** Don’ts *** Ask for non-job relevant information, such as physical or mental illness, record of disabilities, past treatment, diagnosis or prognosis for medical conditions. Ignore or inconsistently enforce policies – for any reason – to favor or disfavor an applicant/employee with a disability in hiring, placement and promotional decisions. Apply improper pre-employment selection criteria and interview questions. Apply inconsistent performance appraisal / promotion standards based on disability. Encourage improper “disability” stereotyping.

Remember Start communicating with your employee from the first day of absence. Transitional assignments may be available at any time. Continue communication and documenting from the first day. This is an ongoing process. Listen to the employee. Continue to document all interactions. Send follow-up letters as necessary to confirm what occurred. Keep the employee on track and make sure the employee becomes involved. Keep an open mind. Supervisor, ADA Coordinator, CEO representative may take part in the meeting. Document attendance, agreements, questions, and differences. Explore interdepartmental transfers when necessary – DHR.

CEO Contacts Return to Work Lloyd Pantell, Chief Program Specialist (213) Jackie Sloniker -(213) Cathy Stein-Romo -(213) Humphrey Ahaiwe -(213) Medical Management Marian Gallegos -(213)

Questions ???