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Records management for RRTWCs


To achieve best practice…

Rehabilitation and Return to Work Coordinators (RRTWC) should ensure information relating to a worker’s rehabilitation and return to work is accurate, confidential and kept separately from their employment records.

This is important because…

Workers’ rehabilitation and return to work records contain highly personal information. Employers are only able to access this information for the purpose of coordinating a worker’s return to work.

You can ensure this information is only accessed by authorised staff by storing rehabilitation and return to work information securely and separately from a worker’s employment records.

Your toolkit

Here are some strategies you can implement to achieve best practice:

  • Understand the difference between rehabilitation and return to work records and employment records:

    Rehabilitation and return to work records

    • Work capacity certificate – workers’ compensation
    • communication between the worker, RRTWC, insurer and employer such as letters and emails
    • rehabilitation and return to work plans
    • suitable duties programs
    • treating practitioner reports or information that only relate to the rehabilitation program
    • case file notes.

    Employment records

    • remuneration details
    • details of employment
    • leave and entitlement history
    • performance management documents
    • superannuation benefits
    • personal details of the worker.
  • Have separate systems for storing each type of records.
  • Implement security authorisation processes to restrict access to information.
  • Be transparent in your workplace policies and procedures about which staff have authority to access rehabilitation records.
  • Deliver training on expectations, workplace policies and procedures.
  • Require the worker to complete an authorisation form prior to sharing any rehabilitation information with other parties.
 

Further information

For more information, visit our website, call 1300 362 128 or enquire online.

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