Return to Work Plan

Worker Information

This section must be completed with accurate details to ensure the Return to Work Plan meets the requirements of the Workers Rehabilitation and Compensation Act 1988 (Tasmania) or relevant state legislation such as the Return to Work Act 2014 (SA) and the Workers Compensation Act 1951 (ACT). Providing correct information establishes the legal basis for the claim and ensures the employer fulfills their duty of care under the Work Health and Safety Act 2011 (WHS Act).

Worker Name Enter the full legal name of the worker. This must match the name exactly as it appears on the employment records and the Workers Compensation insurance claim form. Discrepancies in names can cause administrative delays with the insurer and may cause issues when certifying capacity for work certificates.

Job Title State the specific job title held by the worker at the time of the injury. Be precise. Use the standard trade designation such as "Electrician," "Carpenter," or "Plumber." If the worker was an apprentice or labourer, state that clearly. This information assists in determining the inherent requirements of the role and identifying suitable duties for the recovery process. The insurer will use this to assess pre-injury earnings and capacity.

Date of Birth Record the worker's date of birth. This is required for age verification and is a standard field for all insurance documentation. Ensure the format is day, month, and year to avoid confusion.

Date of Injury Enter the specific date the injury occurred or the date of diagnosis for a gradual onset condition. This date is critical as it starts the timeline for statutory claim submission periods. If the injury happened over a period due to repetitive work, note the date the worker first sought medical treatment or ceased work due to the condition.

Insurance Claim Number Insert the claim reference number provided by the Workers Compensation insurer. This number links the Return to Work Plan directly to the active insurance file. Without this number, the employer cannot claim reimbursement for costs associated with workplace modifications or payable wages during the recovery period. Ensure you update this field if the insurer issues a revised reference number.

Medical Assessment Details

Treating Doctor’s Name: ___________________________

Date of Assessment: ___ / ___ / _______

Medical Assessment and Capacity

This section records the medical assessment provided by the injured worker’s treating doctor. It forms the basis of the return to work plan. Employers must use the information provided here to identify suitable duties and ensure the workplace is safe for the worker.

Medical information provided by the doctor must be current. A medical clearance certificate or WorkSafe medical certificate is usually valid for the period specified by the doctor. If the worker’s condition changes, or if the certificate expires, you must obtain an updated assessment before continuing or altering their duties.

Physical Restrictions and Capabilities

Record the specific physical restrictions detailed in the medical certificate. Do not guess the worker’s limitations. You must rely strictly on the written advice from the medical practitioner.

• Lifting: Maximum weight limit (e.g., not to lift more than 10 kg).
• Carrying: Maximum weight and distance (e.g., carry no more than 5kg for 10 metres).
• Pushing and Pulling: Force limits (e.g., no repetitive pushing or pulling over 15 kg of force).
• Bending, Twisting, and Stooping: Restrictions on spinal movement (e.g., no forward bending beyond 90 degrees, no twisting at the waist).
• Sitting and Standing: Duration limits (e.g., sit for 20 minutes, stand for 10 minutes, or alternate hourly).
• Overhead Work: Restrictions on reaching above shoulder height (e.g., no work with arms raised above head).
• Repetitive Actions: Limits on repetitive movements with hands, arms, or legs (e.g., no use of power tools triggering vibration, no repetitive gripping).
• Driving: Whether the worker is medically fit to drive a vehicle or operate heavy machinery.

Workplace Adjustments

Under the Work Health and Safety Act (Cth and state versions), a Person Conducting a Business or Undertaking (PCBU) must, so far as is reasonably practicable, manage risks to a worker’s health and safety. This includes risks associated with return to work.

Using the restrictions listed above, identify specific modifications to the workplace or work tasks. This might include:

• Adjusting the height of workbenches.
• Providing mechanical aids like trolleys or hoists.
• Rotating tasks to avoid repetitive strain.
• Modifying work hours to manage fatigue.

If the doctor has stated the worker has a current work capacity with no restrictions, you must still ensure they are safe to perform their usual duties. If you are unsure about how to interpret the medical restrictions, contact the doctor for clarification or seek advice from a Return to Work coordinator. Do not expose a worker to tasks that exceed their certified physical capacity.

Identify specific tasks the worker can safely perform based on their current medical certificate and the functional capacity assessment. Do not rely on broad descriptions like 'light duties' or 'admin work'. Instead, list exact actions the worker will take during their shift.

Specific Task Examples

If the worker has a physical restriction that prevents heavy lifting or repetitive overhead work, assign the following administrative or preparatory duties:

• Updating daily site diaries, toolbox talk records, and safety management plans.
• Reviewing and cataloguing supplier invoices and delivery dockets.
• Answering office phones and managing the trade email inbox.
• Coordinating the schedule for subcontractors and ordering materials for upcoming jobs.
• Conducting research for new product specifications or compliance requirements.
• Scanning and filing digital copies of permits and SWMS (Safe Work Method Statements).

If the worker is cleared for light manual work but cannot return to full trade duties immediately, assign these site-based roles:

• Organising the tool van or site storage area to ensure inventory is accessible.
• Performing pre-start safety checks on vehicles and small plant equipment.
• Measuring and cutting materials to length while seated at a workbench to avoid bending.
• Directing traffic and managing site access points to ensure pedestrian safety.
• Cleaning the site workshop, sweeping floors, and maintaining clear walkways.
• Assisting tradespeople by handing over tools and carrying lightweight loads under 10kg.
• Monitoring hazardous materials storage and checking expiry dates on chemicals.
• Taking progress photos for client reports and quality assurance documentation.

Legal Obligations and Adjustments

Ensure these suitable duties comply with the Workers Compensation and Rehabilitation Act 2003 (QLD) or equivalent state legislation such as the Workers Injury Management and Workers Compensation Act 1998 (NSW). Under the Work Health and Safety Act 2011 (Cth), you must consult with the worker about these duties to ensure they do not aggravate their injury.

Monitor the worker regularly. If a task causes pain or exceeds their capacity, stop the task immediately and seek updated medical advice. Adjust the duties if the treating doctor provides a new certificate with different capabilities. Keep a written record of the tasks assigned and the worker's progress to satisfy the insurer's requirements for active rehabilitation.

Start Time Finish Time Days of the Week Total Hours per Week

Establishing a clear schedule is the backbone of a successful return to work. You must map out the specific work hours to build certainty for the worker and the business. This section records the agreed daily start and finish times, the specific days worked, and the total weekly hours. This schedule acts as a guide for the worker and a reference for payroll and supervisors.

In Australia, the hours of work are primarily governed by the relevant Modern Award, Enterprise Agreement, or the Fair Work Act 2009. You must ensure the proposed hours align with the applicable industrial instrument. For most tradespeople, standard hours are 38 per week, but a return to work plan often starts with reduced hours. This is considered a ‘suitable duties’ arrangement. Even on reduced hours, the worker must be paid for all hours worked.

Consistency is key during the rehabilitation period. Stick to the recorded start and finish times. Avoid unplanned overtime. If the worker is on workers compensation, you must get approval from the insurance agent before changing the schedule or approving overtime. Changes to duties or hours often require a medical certificate confirming the worker can cope with the new demands.

Break times are a mandatory part of the schedule. Most Modern Awards include specific unpaid meal break provisions, typically after 5 hours of work. Paid rest breaks are also standard. You should schedule these breaks in the daily plan to prevent fatigue. For labour-intensive trades, fatigue management is a critical safety issue under the Work Health and Safety Act 2011 (WHS Act). As a Person Conducting a Business or Undertaking (PCBU), you have a duty of care to ensure the working hours do not pose a risk to the worker's health and safety.

Review the schedule regularly. As the worker recovers, you may gradually increase the hours or adjust the days worked. Each increase should be supported by updated medical advice. Document any changes to the schedule immediately and provide a copy to the worker. Clear communication prevents disputes about pay or fatigue and ensures the return to work remains sustainable. Use this section to set the expectations clearly from day one.

Risk Identification and Control Measures

The following table outlines the specific hazards identified in the workplace relevant to the duties being performed and the control measures implemented to minimise risk. These controls are designed to facilitate a safe and sustainable return to work (RTW) in compliance with the Work Health and Safety Act 2011 (Cth) (or relevant state equivalent) and the Work Health and Safety Regulations 2011.

Hazard: Manual Handling of Materials Risk: Injury to lower back or shoulders due to lifting, carrying, or pushing heavy items. Control Measures:

• Restrict individual lifting loads to a maximum of 15kg during the RTW period.
• Use mechanical aids such as trolleys, pallet jacks, or hoists for all items over 10kg.
• Reposition stock to waist height to eliminate bending and reaching.
• Rotation of tasks every 60 minutes to avoid repetitive strain.
• Compliance with Hazardous Manual Tasks Code of Practice.

Hazard: Working at Heights Risk: Falls resulting in fractures or head injuries. Control Measures:

• The worker is prohibited from working on ladders, scaffolding, or roofs during the initial recovery phase.
• All tasks requiring elevation will be performed from ground level using extendable tools.
• If work at height is essential later in the plan, a working at heights permit must be issued, and full fall arrest harnesses must be used in accordance with AS/NZS 1891.4.

Hazard: Exposure to Vibration Risk: Aggravation of injury or development of HAVS (Hand-Arm Vibration Syndrome). Control Measures:

• Limit continuous use of vibrating power tools (e.g., grinders, jackhammers) to 15 minutes per hour.
• Use anti-vibration gloves and ensure tools are maintained to manufacturer specifications.
• Schedule non-vibrating tasks between tool use to allow for circulation recovery.

Hazard: Hazardous Substances and Dust Risk: Respiratory issues or skin irritation. Control Measures:

• Ensure adequate ventilation in the work area.
• Wear appropriate PPE, including P2 respirators for dust and chemical-resistant gloves for solvents, strictly following AS/NZS 1715 for respiratory protection.
• refer to Safety Data Sheets (SDS) for all chemicals used.

Hazard: Fatigue and Reduced Capacity Risk: Re-injury due to lack of concentration or physical endurance. Control Measures:

• Implement graduated return to work hours starting at [insert hours] per day.
• Schedule regular rest breaks in accordance with the RTW plan.
• Allow for flexible start and finish times to accommodate medical appointments or fatigue management.

The PCBU (Person Conducting a Business or Undertaking) and supervisor will monitor these controls weekly. If a control measure is not effective or new risks arise, the risk assessment will be reviewed immediately in consultation with the worker and the RTW coordinator.

Signatures

This section must be completed to make the Return to Work Plan a valid and active document. By signing below, the worker, employer, and return to work coordinator acknowledge they have discussed the duties, risk controls, and timeline contained in this plan.

Worker Declaration

I have read and understood the details of this Return to Work Plan. I agree to perform the listed suitable duties and to follow all safety instructions provided by my employer. I will immediately report any difficulties with my work tasks, any recurrence of my injury, or any new symptoms to my supervisor and return to work coordinator.

I understand that this plan is designed to support my recovery and safe return to work.

Worker Signature: __________________________

Date: ____ / ____ / 20____

Employer Declaration

I confirm that I have reviewed this plan and consulted with the worker and the return to work coordinator. I acknowledge my duty under the Work Health and Safety Act 2011 (Cth) (or relevant state legislation such as the Work Health and Safety Act 2011 (NSW) or Occupational Health and Safety Act 2004 (Vic)) to provide a safe workplace and to consult with workers about matters affecting their health and safety.

I approve the suitable duties outlined in this plan. I guarantee that the necessary workplace modifications, equipment, and training identified in the risk assessment have been or will be provided before the worker commences these duties.

Employer Signature: __________________________

Name (Print): __________________________

Date: ____ / ____ / 20____

Return to Work Coordinator Declaration

I have developed this plan in consultation with the worker and the employer. I confirm that the proposed suitable duties are consistent with the medical capacity provided by the treating medical practitioner.

I have monitored the workplace for hazards associated with the injury and ensured that risk control measures comply with the Code of Practice: How to Manage Work Health and Safety Risks. I commit to monitoring the worker’s progress and reviewing this plan if there are changes in the worker’s medical condition, workplace requirements, or recovery timeframe.

Coordinator Signature: __________________________

Name (Print): __________________________

Date: ____ / ____ / 20____

A copy of this signed document must be provided to the worker, the employer, and the relevant workplace injury insurer if required. This plan remains in effect until the worker resumes their full pre-injury duties or a new plan is issued.