OhioBWC - Basics: (Policy library) - File

Policy and Procedure Name:

Job Retention Plan Development and Implementation

Policy #:


Code/Rule Reference:

R.C. 4121.61; O.A.C 4123-18-05

Effective Date:



Deborah Kroninger, Chief of Medical Operations


Vocational Rehabilitation Policy


Policy and procedure #VR-10-01, effective 10/10/16


New: 10/10/16




The 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.




This policy applies to the:

·        BWC disability management coordinators (DMC);

·        Managed care organization (MCO) staff involved in the coordination and management of the vocational rehabilitation program; and

·        Vocational rehabilitation case managers (VRCM) assigned by the MCO.




See “Vocational Rehabilitation Definitions” in Chapter 4 of the MCO Policy Reference Guide.




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 retention plan.




A.     Job Retention Plan Development

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 Plan

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:

a.     VRCM;

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 shall require:

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 progress report.

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.