and Procedure Name:
Retention Plan Development and Implementation
4121.61; O.A.C 4123-18-05
Kroninger, Chief of Medical Operations (Signature on file)
rehabilitation policies, procedures, directives and memos regarding job
retention plan development and implementation that predate the effective date
of this policy and procedure.
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
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 and DMC, either before or after the written
job retention plan is completed. Staffing may occur via telephone, email or
4. The DMC is
responsible for authorizing job retention plans that qualify as special plan
types prior to implementation. See the Special Vocational Plan Types policy
and procedure for further information.
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 and DMC no later than five (5)
business days from the end of the reporting period.
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
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 and DMC.
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.