See below; we did an extensive re-design of our LOA process last summer. There were A LOT of bumps but we are happy with our final result. Feel free to call or email me directly if you have other questions.

 

 

 

Good Afternoon,

 

We are currently in the process of modifying our LOA process.  I am looking for information regarding how your organization handles disability case management of employees who are on a LOA:

 

1. How do you set the expectations to the employee when asking for LOA? We just re-wrote our policy on LOA to be comprehensive for all leave types. We also have information on our internal website for employees. When employees go out on LOA, we include all information (policies, checklist and accountabilities) in their leave packets.
2. How do you ensure communication regarding LOA between the manager and the employee (e.g., anticipated RTW date)? It is the expectation of the employee to keep communication open with his/her manager. Official RTW or extension approval comes from our LOA coordinator but it should be a back-up notification.
3. Do you have a nurse case manager and/or an HR manager handling the claims in-house?  If so, how is communication between the  disability nurse and treating provider handled? In house for sure. We tried to out-source a couple of years ago and it was a nightmare. It did not decrease the workload for the coordinator at all; it actually created more work. The coordinator is for administrative needs only; she does not have a medical background so we do not cross the line of accessing medical information. In CA, we cannot require information regarding diagnosis. Our coordinator is administering the leaves, not the disability payments. Disability is coordinated by the state and employees must go through that process separately.
4. How do you handle a case once the employee has exhausted the FMLA and is now under ADA?  Do you give a certain time period?  At what point, do you actually term an employee on LOA? This is a tricky one; we have LOAs that have been on the books for 1, 2, even 3 years (very rare). At the 1 year mark, we start discussing the potential of termination depending on the employee’s intent to return to work. With 3500 employees, it’s very difficult to prove hardship. Another employer in town converts everyone to per diem after 3 months of ADA leave. I could write a book about this question; feel free to call or email me directly if you want more info.
5. What tracking system do you use to monitor employees out on a LOA? We purchased a program called Presagia and implemented it in July. It’s not perfect but we are happy with it in general. Way happier than the outsourcing we experienced before that.

 

Rachel Leibu, MD, MBA, MS

Medical Director Occupational Medicine Service

Atlantic Health System

973-971-5440

 

************************************************************************************************************************************************************************************************************************************************* Morristown Medical Center is part of Atlantic Health System, one of the largest non-profit health care systems in New Jersey. Through our vision, we empower our communities to be the healthiest in the nation. Accredited by The Joint Commission, the hospital was recognized by U.S. News & World Report as a top hospital nationwide for cardiology & heart surgery, gynecology, geriatrics, orthopedics and pulmonology. Morristown Medical Center also ranked as a “Best Regional Hospital” for cancer, diabetes & endocrinology, neurology and neurosurgery, as well as gastroenterology & GI Surgery, nephrology and urology. In addition, we have been named the top hospital in New Jersey (with more than 350 beds) for five straight years by Inside Jersey magazine partnered with Castle Connolly Medical Ltd. Morristown Medical Center’s Gagnon Cardiovascular Institute performs more cardiac surgeries than any other hospital in New Jersey, placing its cardiac program in the top two percent in the country. Carol G. Simon Cancer Center offers advanced methods to diagnose, treat and manage all types of cancers. Designated a Level III Regional Perinatal Center by the New Jersey Department of Health, we treat the most complicated obstetrical cases and provide specialized care to sick or premature infants. Goryeb Children’s Hospital offers more than 100 board-certified physicians in 20 pediatric specialties. Morristown Medical Center is verified as a Level I Regional Trauma Center by the American College of Surgeons and designated a Level II by the state of New Jersey and was re-designated for a fourth time a Magnet Hospital for Excellence in Nursing Service, the highest level of recognition by American Nurses Credentialing Center for facilities that provide acute care services, a distinction awarded to only seven percent of hospitals worldwide. What’s more, the Human Rights Campaign Foundation named us a “Leader in LGBT Healthcare Equality” in their 2014 Healthcare Equality Index survey. Morristown Medical Center is also a member of AllSpire Health Partners. *************************************************************************************************************************************************************************************************************************************************

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