TO PROTECT WITH COURAGE

TO SERVE WITH COMPASSION

3-500 EMPLOYEE HEALTH AND WELLNESS

3-501 EMPLOYEE HEALTH AND WELLNESS (11/01/11)
(A-D)

I. PURPOSE

To establish procedures, rules and regulations regarding employee medical statuses and related processes.

II. POLICY

It is the policy of the Minneapolis Police Department to comply with all applicable state and federal laws and City of Minneapolis policies regarding employee injury, illness and leaves of absence.

Employees will provide all requested documentation for the processing of leave requests and returning to work after injury, illness and/or extended leaves to their supervisor and the MPD Health and Wellness Coordinator. Employee medical information is private as defined by Minn. Stat. § 13.02, subd. 12 and it is the responsibility of supervisors and administrators to ensure that employee rights to privacy are upheld.

III. DEFINITIONS

Affected Employee: The employee affected by a change in job status due to injury or illness and/or who is the subject of MPD/employer maintained medical documentation and/or records.

Employee Designee: The individual acting as a liaison between the MPD and the Affected Employee.

Essential Job Functions: The fundamental duties of a position.

Fitness for Duty Evaluation: Department-ordered medical examination to evaluate whether an employee is able to perform the essential job functions.

Limited Duty: A temporary work assignment as the result of the Affected Employee not being able to perform his/her essential job functions, according to a health care provider. Also known as “light duty.”

MPD Healthcare Provider: The occupational medicine clinic selected by the MPD (City doctor).

Report of Work Ability: A form completed by the affected employee’s health care provider which identifies work restrictions.

Supervisor’s Report of Injury: A City of Minneapolis Worker’s Compensation form that must be completed and submitted within 24 hours of a work-related injury, illness or exposure (IOD form).

Worker’s Compensation: Benefits for medical care and lost time prescribed by state law for employees who are injured while on the job. Submission of a Supervisor's Report of Injury form is required for work-related injuries as directed by State law and MPD policy. NOTE: Worker’s Compensation is separate from the IOD program (refer to POFM labor agreement).

IV. PROCEDURES / RULES / REGULATIONS

  1. Disclosure of Employee Medical Information (11/01/11)
    1. Employee medical information is classified as private and is protected from unauthorized disclosure under the Minnesota Government Data Practices Act, Minnesota State Statutes, Chapter 13.
    2. Medical information shall be shared only with MPD supervisors and/or commanders who have a need to know.
    3. Permission must be obtained from the Affected Employee or his/her designee prior to wide disclosure (via e-mail, MDC, radio, or in-person) of an employee’s medical condition or status.
    4. Employee medical documentation shall be maintained only in the employee’s medical file.
    5. Medical-related documentation provided to supervisory personnel shall immediately be forwarded to the Health and Wellness Coordinator. Medical documentation shall not be maintained in station/unit files.
  2. Medical Notifications (11/27/01) (11/01/11)

    The Health and Wellness Coordinator shall be notified in the following circumstances:
    1. Employee hospitalizations.
      1. The Affected Employee or the Employee’s Designee shall notify the Affected Employee’s supervisor.
      2. The supervisor shall notify the MPD Health & Wellness Coordinator and provide the following information:
        1. Affected Employee’s name, employee number and assignment.
        2. Affected Employee or the Employee Designee’s contact information. (To discuss necessary forms, work status, etc.)
        3. Anticipated length of incapacitation.
    2. An employee is unable to perform his/her essential job functions due to a medical condition.
      1. The Affected Employee shall notify his/her immediate supervisor prior to returning to work.
      2. The Affected Employee’s supervisor shall notify the MPD Health and Wellness Coordinator. Note: It may also be appropriate to notify other supervisors in the Affected Employee’s chain-of-command.
      3. Medical documentation of the employee’s condition will be requested by the Health & Wellness Coordinator and/or the employee’s supervisor.
        1. The medical documentation must first be submitted to the employee’s supervisor for review.
        2. The supervisor shall immediately forward said documentation to the Health and Wellness Coordinator.
    3. A supervisor has reason to believe an employee has a medical condition that may adversely affect the employee’s work performance or prevent the employee from performing his/her essential job functions.
  3. Work-Related Injuries (11/27/01) (11/01/11)
    1. Employees injured while at work may be eligible for Worker’s Compensation benefits. Sworn employees may also be eligible for Injured on Duty (IOD) benefits.

      Note: Employees may be responsible for medical expenses incurred if Worker’s Compensation procedures are not followed and/or Workers Compensation does not accept the claim.
    2. An MPD employee injured while at work shall:
      1. Seek a medical examination, if appropriate. The employee may be seen by the MPD’s healthcare provider or his/her own healthcare provider. In an emergency situation the employee should seek medical treatment at the nearest hospital’s Emergency Room.
      2. Complete the Supervisor’s Report of Injury form and forward to immediate supervisor within 24 hours of incurring the injury.
      3. Comply with the Checklist for Work-Related Injury.
      4. Provide a Report of Work Ability form, completed by a physician/healthcare provider, to his/her supervisor, the Health and Wellness Coordinator and Worker’s Compensation Claim Coordinator.
      5. Provide updated Report of Work Ability forms, completed by a physician/healthcare provider, to his/her supervisor, the Health and Wellness Coordinator and Worker’s Compensation Claim Coordinator as work restrictions change or expire, until the employee is cleared to return to work with no restrictions.
    3. Supervisor responsibility of an employee injured at work:
      1. Upon receipt of the Supervisor’s Report of Injury form, sign and immediately forward via e-mail to “MPD-IOD Reporting”.
        • If the injured employee is unable to complete the Supervisor’s Report of Injury form, the supervisor shall complete it and forward via e-mail to “MPD-IOD Reporting” within 24 hours of the injury.
      2. Comply with the Checklist for Work-Related Injury.
      3. Forward all medical documentation received to the Health and Wellness Coordinator.
  4. Returning to Work After Injury/Illness (Work Related and Non-Work Related) (11/27/01) (11/01/11)
    1. Prior to returning to work on full or limited-duty, an employee may be referred to the MPD’s healthcare provider (City doctor) by the Health and Wellness Coordinator.
    2. A referral may be made to the MPD’s healthcare provider if circumstances meet but are not limited to one or more of the following:
      1. Employee has had any major illness or injury or major surgery.
      2. Employee has been off duty due to illness or injury for thirty calendar days or more.
      3. Employee has been away from work, even for one day, for any diagnosed cardiac condition.
      4. Employee has been away from work for any bone fracture.
      5. Employee has been placed on restrictions for more than seven calendar days by their personal healthcare provider.
    3. The Health and Wellness Coordinator may direct an employee returning to work after an absence caused by one or more of the circumstances outlined above, to have a Report of Work Ability completed by their physician in addition to, or in lieu of, a referral to the MPD’s healthcare provider.
  5. Limited Duty: Work-Related (11/01/11)
    1. An employee with work restrictions verified by a physician may be reassigned temporarily to a limited-duty assignment.
    2. Employee responsibility when requesting a limited duty assignment:
      1. Notify immediate supervisor and the Health and Wellness Coordinator prior to returning to work.
      2. Provide all forms and statements necessary to substantiate work limitations/restrictions.
      3. Provide Work Ability forms requested by the supervisor and Health and Wellness Coordinator.
      4. During the period of the temporary reassignment, the Affected Employee is expected to perform all of the duties of the limited duty assignment; and
      5. Sworn employees working a limited duty assignment shall not work off-duty employment. (See section 3-800, Off-Duty Employment.)
    3. Supervisor responsibility related to limited duty employees:
      1. Identify a limited duty work assignment that meets the Affected Employee’s work restriction. If an assignment that meets the employee’s work restrictions cannot be identified, contact the Health and Wellness Coordinator for additional assistance.
      2. Notify precinct/division commander and Health and Wellness Coordinator of the temporary limited duty assignment.
      3. Ensure the Affected Employee does not work outside his/her work restrictions.
      4. Forward all medical documentation received to the Health and Wellness Coordinator.
    4. The MPD Health and Wellness Coordinator will coordinate with the MPD healthcare provider, the appropriate supervisors and Worker’s Compensation to monitor limited duty personnel and ensure work restrictions indicated by the healthcare provider are met.
    5. Returning to full duty after a limited-duty assignment:
      1. Prior to returning to full duty status, a completed Report of Work Ability form signed by a physician stating that the affected employee may return to work with no work restrictions/limitations shall be submitted to the Health and Wellness Coordinator and the affected employee’s supervisor.
      2. When the employee is released to work full-duty with no restrictions by his/her primary health care provider, a referral to the MPD’s healthcare provider may be made, if circumstances meet but are not limited to:
        1. Employee has had any major illness or injury or major surgery
        2. Employee has been off duty due to illness or injury for thirty days or more
        3. Employee has been away from work, even for one day, for any diagnosed cardiac condition
        4. Employee has been away from work for any bone fracture
        5. Employee has been placed on restrictions for more than seven calendar days by their personal healthcare provider
      3. The Health and Wellness Coordinator may direct an employee returning to work after an absence caused by one or more of the circumstances outlined above, to have a Report of Work Ability completed by their physician in addition to, or in lieu of, a referral to the MPD’s healthcare provider.
  6. Limited Duty: Non-Work Related (11/01/11)
    1. An employee placed on work restrictions by a physician as the result of a non-work related injury may be reassigned temporarily to a limited-duty assignment for a period of up to six months.
    2. If the affected employee is not ready to return to full duty without restrictions within six months after such limited duty restrictions were imposed, the Department may terminate the limited duty assignment and offer the employee a medical layoff.
    3. Employee responsibility when requesting a limited duty assignment:
      1. Notify the immediate supervisor prior to returning to work.
      2. Provide all forms and statements necessary to substantiate work limitations/restrictions.
      3. Provide Report of Work Ability forms as requested by the Health and Wellness Coordinator and supervisor.
      4. During a period of temporary reassignment, the Affected Employee will be expected to perform all of the duties of the limited duty assignment.
      5. Sworn employees working a limited duty assignment shall not work off-duty employment. (See section 3-800, Off-Duty Employment.)
    4. Supervisor responsibility related to limited duty employees:
      1. Gain approval from respective precinct/division commander to temporarily reassign the affected employee to a limited duty assignment.
      2. Identify a limited duty work assignment that meets the Affected Employee’s work restriction. If an assignment that meets the employee’s work restrictions cannot be identified, contact the Health and Wellness Coordinator for additional assistance.
      3. Notify Health and Wellness Coordinator of the temporary limited duty assignment.
      4. Ensure the Affected Employee does not work outside his/her work restrictions.
      5. Forward all medical documentation received to the Health and Wellness Coordinator.
    5. The MPD Health and Wellness Coordinator will coordinate with the MPD healthcare provider and the appropriate supervisors to monitor limited duty personnel and ensure work restrictions indicated by the healthcare provider are met.
    6. Returning to full duty after a limited-duty assignment:
      1. Prior to returning to full duty status, a completed Report of Work Ability form shall be completed by the Affected Employee’s physician and provided to the Health and Wellness Coordinator. The Work Ability form must be signed by a physician and state that the employee may return to work with no work restrictions/limitations.
      2. When the employee is released to work full-duty with no restrictions by his/her primary health care provider, a referral to the MPD’s healthcare provider may be made, if circumstances meet but are not limited to:
        1. Employee has had any major illness or injury or major surgery
        2. Employee has been off duty due to illness or injury for thirty days or more
        3. Employee has been away from work, even for one day, for any diagnosed cardiac condition
        4. Employee has been away from work for any bone fracture
        5. Employee has been placed on restrictions for more than seven calendar days by their personal healthcare provider
  7. Prescription and Over-the-Counter Medication (11/01/11)
    1. It is the employee’s responsibility to report for work able to perform the essential duties of his/her job.
    2. An employee who is taking medication(s) which may interfere with the safe and effective performance of his/her essential job functions and/or job duties or the operation of City equipment, shall notify his/her supervisor and/or Health and Wellness Coordinator prior to the beginning of his/her next assigned shift.
      1. If a question exists regarding an employee’s ability to safely and effectively perform his/her essential job functions while using such medications, clearance to work from a qualified physician may be required.
      2. The supervisor should contact the Health and Wellness Coordinator for assistance.
    3. If the MPD determines that an employee failed to make the appropriate notifications regarding medication use or that the employee is working outside of the scope of the modified work assignment, disciplinary action may be taken.

3-502 HEALTH SCREENING AND FITNESS ASSESMENT – SWORN EMPLOYEES (11/01/11)

(A-B)

I. Purpose

To establish Health Screening and Fitness Assessment guidelines for sworn employees.

II. Policy

All sworn MPD employees will participate in the Health Screening and Fitness Assessment as outlined in the POFM labor agreement and applicable Memorandum of Understanding.

III. Rules/Regulations/Procedure

  1. The Health Screening and Fitness Assessment process will be overseen by the Administrative Services Division.
  2. The Health Screening and Fitness Assessment process will be conducted in accordance with the POFM Labor Agreement and applicable Memorandum of Understanding.
  3. Assessment Components:
    1. Health Screening.
    2. Fitness Assessment.
  4. A sworn employee’s failure to participate in the mandatory components of the Health Screening and Fitness Assessment process (including follow-up appointments deemed necessary), except when excused pursuant to the provisions in the current POFM labor agreement, shall be considered insubordination.

Last updated May 20, 2013