Don't Wait Until Someone Gets Hurt: Build Your Return To Work Program Now

Here’s the truth: you cannot build a return to work plan in the middle of a workers’ comp claim. By the time someone’s injured, you’re already behind.

If you want to keep your people working, cut down your claims costs, and stay in control of the process, you’ve got to have a plan in place before anything happens. Not after. Not once the adjuster calls. Before.

Let’s talk through how to set it up—without corporate jargon and without wasting your time.

1. Know Why You’re Doing It

First, let’s get the priorities straight.

Bringing someone back to work safely should be about the employee first. The premium savings are real—but they’re second. If your mindset is “how fast can I get them off my claim,” you’re going to make bad decisions.

So yes, you’ll save money. But you’ll also keep your team intact, your reputation strong, and avoid turning a sprained wrist into a six-month nightmare.

2. Set Up Light Duty Options Ahead of Time

Don't wait until someone’s hurt to figure out what they can do.

Pick at least two jobs in your company that could be used for modified duty. Think simple. For example:

• Line Operator – Standing, sitting, lifting under 30 pounds, no heavy bending

• Greeter/Office Role – No lifting, no stooping, standing only

Document the basic info:

• What the job is

• What the main tasks are

• What the physical demands are (lifting, bending, standing, etc.)

Then build a form you can give the treating doctor with a yes/no box for each role and a line for their signature. That way, they can choose what the injured employee is cleared to do. It speeds up the whole process. Have the physician's office fax or email to a secured email account where only authorized personnel can view and NOT to a "general" company email account.

3. Train the Employee on the Modified Role

If someone’s coming back to work in a new position, don’t just drop them into it and walk away. To begin with, they will need extra supervision and monitoring as they progress into the job. Make sure they know what’s expected, what their restrictions are, and who to talk to if something isn’t right.

This protects them, protects you, and keeps the doctor from getting blindsided.

Bonus tip: Some employers make a short video or take photos of each light duty job. Not required—but helpful.

4. Keep the Doctor in the Loop

This part gets missed a lot.

The treating physician should know how the employee is doing in the new role. If it’s going well, say so. If it’s not, say that too.

The more the doctor understands about what the employee is actually doing at work, the better they can make decisions about restrictions and recovery. This helps avoid problems later and keeps the claim moving forward.

5. Don’t Let Them Sit at Home (Unless They Truly Can’t Work)

Unless they’re in the hospital or dealing with something contagious or serious, they should be back at work in some form. That might not be their regular job, but it should be something.

Because here’s what we’ve seen time and time again: When someone stays home to “rest,” their odds of returning to work drop. They start to worry. They lose connection with their team. And the longer they’re out, the higher your claim costs go.

Have a plan. Get them back in the door. Even if it’s just answering the phone or organizing files.

Bonus: No Light Duty In-House? Partner with a Nonprofit

If you’re a small business and can’t offer light duty on site, find a local nonprofit—like a soup kitchen or food pantry—and set something up.

You still pay the employee. They still show up somewhere to work (within their restrictions). You help the community. And your claim doesn’t balloon.

Everyone wins.

Wrap-Up

A return to work program doesn’t have to be complicated. But it does have to be ready before someone gets hurt.

So:

• Pick a couple light duty roles now

• Write simple job descriptions and get a doctor-friendly form ready

• Train your team on the process

• Keep doctors informed

• And never let someone “rest at home” unless they absolutely have to

  
  

This is how you take control of your workers’ comp program—not by reacting, but by preparing.

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Blog Written By: Chris Cain

Chris Cain, CWCP

ABOUT CHRIS

Current

• Host of Work Comp Chaos | licensed in multiple states as both an insurance adjuster & agent

• Vice President of The Southern Agency Insurance in charge of Operations and Claims

• United Heartland Insurance Company Claims Advisory Council

Speaking Events

• Altaworld Insurance Tech & Innovation Conference: Fireside Chat The Role of Automation in Claims Processing - Reducing Fraud or Reducing Jobs? 

• Stairbuilders & Manufacturers Association: Hidden Liabilities

• Georgia Public School Board Workers' Compensation Association: How To Handle Work Comp Claims

• Homebuilders of Atlanta: Claims and Warranties

• Lunch & Learn: Various Uses of Life Insurance - Key Man, Tax-Free Benefits, Buy-Sell Agreements

  
  

Prior

• State of Tennessee Telehealth Advisory Committee assisting in developing rules and statutes

• Utilization Review Advisory Committee

• Past President of the Tennessee State Claims Association

• Served 15 years as President of the Chattanooga Claims Association