RTW Cases

Section

Sub-Section

Information Recorded

Admin

Employee / Claim Details

Basic employee information including organisation, basic injury information, home address details and any related incident report

Contact Details

Work, home, supervisor and other contact information

Pre-injury Position

Details regarding pre-injury position

Insurer Details

Insurer and case manager (insurers representative) information. Note that case managers are recorded against each specific insurer

Medical & Case Management

RTW Coordination Management

Details of the company return to work coordinator managing the case (past and present)

Medical Management

Details of doctors and other practitioners associated with the case (past and present)

Medical Certificates

Details of medical certificates associated with the case, including the status of each certificate and the date range it applies to

Return to Work Plans

Create return to work plans for a specific period. Plans can be printed for signature from this menu

Progress Reports

Progress reports and a log of correspondence activities associated with the case

Costs

Summary of costs incurred against the case

Summary Log

Detailed log of edits made to the case (automatically generated)

Select the person the case relates to

Type or use the calendar selector to enter the date of the injury

Enter claim number (this is an internal number)

Select the cost centre code the claim will be costed to

Select the status of the claim

For example: approved, closed, submitted or declined

Enter the person's home email address (may be pre-populated)

This may be used for correspondence in a case where the person is unable to attend the workplace 

Enter the person's organisation details such as division, business unit etc (may be pre-populated)

Type or use the calendar selector to enter the date of the injury (may be pre-populated)

Enter the person's home address into the address fields (may be pre-populated)

Use the 'Add' button to enter details for any estimated costs associated with the claim. More than 1 entry can be made, and each entry can be edited as required

Note: there is a separate section in the case where actual costs are recorded

If an incident report has been recorded in Lucidity Incident, the related report can be selected as a point of reference

Type or use the calendar selector to enter the date the claim was lodged with the employer

Enter the person's home phone number, mobile number and email address (may be pre-populated)

Enter the person's work phone number, mobile number and email address

Select the person's work location from the drop-down list or click 'Add New' if the location isn't listed

Note: this may be different to the location where the injury occurred

Enter the person's supervisor's phone number, mobile number and email address

Select the person's preferred spoken language

Tick if the person speaks a different language and an interpreter is required for effective communication

Enter all relevant details of the support person into be box. This may include relationship to the injured person, contact details, availability etc

Enter the person's job title (may be pre-populated)

Enter the person's job role (this may include additional details and specifics of the work the person completed)

Enter the work location (may be pre-populated)

Enter the person's employer

Select the person's shift arrangements

For example: casual, full time, part time

Enter the person's average hours worked per day or week

Select the person's employment status

For example: employee, contractor

Use this field to enter any additional notes relating to the person's pre-injury position that may be relevant to the RTW case

Select the insurer dealing with the claim. Only insurer's that have been added int he 'Insurer & Managers' tab will be available for selection. The insurer's address will automatically populate based on the stored information and cannot be edited

Select the case manager from the Insurer dealing with the claim. Only case managers that have been added in the 'Insurer & Managers' tab will be available for selection. Their phone and email will automatically be added based on the stored information and cannot be edited

Select the RTW coordinator dealing with the case. The RTW coordinators details may automatically populate based on the stored information in the 'Insurer & Managers' tab. Details can be edited on this screen but will not update the master details.

Note: The RTW coordinator must be added to the 'Insurer & Managers' tab in order to be utilised in the case.

Select if this is the current RTW coordinator. This can be used to cater for the changes in the RTW coordinator assigned to the case, such as leave periods, terminations etc where a new RTW coordinator may take over the case permanently or in the short-term

Enter address details (may be pre-populated)

Enter phone number (may be pre-populated)

Enter email address (may be pre-populated)

Select the provider dealing with the case. The provider details may automatically populate based on the stored information in the 'Insurer & Managers' tab. Details can be edited on this screen but will not update the master details.

Note: The provider must be added to the 'Insurer & Managers' tab in order to be utilised in the case.

Select if this is the current provider. This can be used to cater for the changes in the provider assigned to the case, such as one for GP, one for Physio etc

Enter address details (may be pre-populated)

Enter phone number (may be pre-populated)

Enter email address (may be pre-populated)

Enter the providers speciality (may be pre-populated)

For example: hands, orthodontic etc

Enter the certificate number

Select the issuer (provider)

Note: The provider must be added to the 'Insurer & Managers' tab in order to be utilised in the case

Type or use the calendar selector to enter the date the certificate is valid from

Type or use the calendar selector to enter the date the certificate is valid to

Enter the details of the diagnosis (as per the medical certificate)

Enter the details of the any restrictions places on the person (as per the medical certificate)

Use this field to enter any other relevant information

Upload a copy of the certificate by:

       a. Click 'Add Document'

       b. Locate the document

       c. Click 'Open'

       d. Enter the file name and description as applicable

       e. Click 'Upload'

Refer to the Uploading Files in Lucidity Modules user guide page for more details.

Enter the status of the certificate

For example: approved, not approved, processing

Select the applicable radio button

• Yes

• No

• Not applicable

Select if this is the current medical certificate. This can be used to cater for new/ updated medical certificates added to the case

Enter the plan number (this is an internal number)

Select the Issuer (RTW coordinator)

Note: The RTW coordinator must be added to the 'Insurer & Managers' tab in order to be utilised in the case

Type or use the calendar selector to enter the date the RTW plan is valid from

Type or use the calendar selector to enter the date the RTW plan is valid to

The details of the current medical certificate will automatically be populated and cannot be edited.

A current medical certificate must exist in order to create an RTW plan. A message will display if no current medical certificate exists.

Detail the duties the person can complete

Detail any considerations or restrictions that need to be taken into account when assigning duties for the person

Detail any specific duties the person is unable to complete

Enter the name of the person's supervisor/ manager for this RTW period (note this may be different to the person's normal manager)

Enter the hours and days of work the person is able to complete

Specify details of any break requirements

Type or use the calendar selector to enter the date the RTW plan is to be reviewed

Use this field to enter any other relevant information

List any scheduled medical treatments or appointments

Upload any relevant documentation, such as a signed copy of the RTW form by:

       a. Click 'Add Document'

       b. Locate the document

       c. Click 'Open'

       d. Enter the file name and description as applicable

       e. Click 'Upload'

Refer to the Uploading Files in Lucidity Modules user guide page for more details.

Add any progress notes throughout the life of the RTW plan by:

       a. Click 'Add'

       b. Enter details and written description

       c. Click 'Save'

Automatically populated with the logged in users name

Note: this cannot be edited

Automatically populated with the date of entry

Note: this cannot be edited

Select the type of contact

For example: email, phone, mail, in person

Enter the name of the person contact was made with

Enter all notes/ description of the contact

Automatically populated with the logged in users name

Note: this cannot be edited

Automatically populated with the date of entry

Note: this cannot be edited

Enter the name of the person or company paid

Select the cost type

For example: medical payment, physio, crutches

Select the cost status

For example: paid in full, pending, part payment

Enter the amount paid

Enter any relevant notes

Upload any relevant documentation, such as an invoice or receipt by:

       a. Click 'Add Document'

       b. Locate the document

       c. Click 'Open'

       d. Enter the file name and description as applicable

       e. Click 'Upload'

Refer to the Uploading Files in Lucidity Modules user guide page for more details.