and Procedure Name:
Retention Plan Development and Implementation
4121.61; O.A.C 4123-18-05
Kroninger, Chief of Medical Operations
and procedure #VR-10-01, effective 10/10/16
purpose of this policy is to ensure that an appropriate job retention plan is
developed for an eligible and feasible injured worker (IW) in a consistent,
timely and efficient manner.
policy applies to the:
disability management coordinators (DMC);
care organization (MCO) staff involved in the coordination and management of
the vocational rehabilitation program; and
rehabilitation case managers (VRCM) assigned by the MCO.
“Vocational Rehabilitation Definitions” in Chapter 4 of the MCO Policy
It is the
policy of BWC that when an IW is found eligible and feasible for job retention
services needed to maintain employment and the VRCM has completed an
appropriate initial assessment, the VRCM will develop and implement a job
A. Job Retention Plan
1. Prior to development of
the job retention plan:
a. The IW must have been
found eligible and feasible for job retention services pursuant to the Referrals,
Eligibility, and Feasibility policy and procedure; and
b. The VRCM must have
completed the contacts as required for job retention services pursuant to the Initial
Assessment and Assessment Plan policy and procedure.
2. The VRCM shall prepare
the written job retention plan, utilizing the Vocational Rehabilitation Job Retention
Plan (RH-47) form, as soon as possible but no later than 28 days after
being assigned the case.
3. The VRCM shall staff
the job retention plan with the MCO, either before or after the written job
retention plan is completed. Staffing may occur via telephone, email or face-to-face.
B. Amended Job Retention
1. The VRCM shall complete
an amended job retention plan using the RH-47 when it is determined that additional
services are necessary.
2. The VRCM shall submit
an amended job retention plan to the MCO so that it is received by the DMC
within three (3) business days prior to the end of the previous plan.
C. Progress Reports
1. The VRCM shall submit
progress reports for every 30-day period of plan participation, or more
frequently if necessary, using the Vocational Rehabilitation Progress Report (RH-46), unless an
amended plan has been submitted for the period
2. The VRCM shall ensure
the progress report is received by the MCO no later than five (5) business days
from the end of the reporting period.
D. Signature Requirements
1. On an RH-44 (both the
original job retention plan and an amended job retention plan), the MCO shall
require a hard copy signature from the:
b. MCO; and
c. The IW within 30 days.
2. When the VRCM initially
receives verbal approval from the IW, the VRCM shall:
a. Initial and date the
appropriate “Plan of service approval” section, which serves to attest the
verbal approval was received from the IW awaiting the approval of the MCO; and
b. Within 30 days of the
job retention plan start date, obtain and submit the IW’s hard copy signature
to the MCO.
3. On an RH-46 the MCO
c. A hard copy signature
from the VRCM; and
d. If the progress report
reflects changes to the types or overall duration of services, a hard copy
signature or verbal approval from the IW.
i. The VRCM may submit a
verbal signature from the IW.
ii. The VRCM shall submit a
hard copy signature of the IW no later than 30 days after submission of the
4. The MCO shall not
accept an email- generated (i.e., typed) signature as a hard copy signature.
The MCO shall accept a scanned document sent via fax or email which reflects a
hard copy signature.