reasonable accommodation return-to-work 101 county of los angeles may 2, 2013 presented by: steve...

REASONABLE ACCOMMODATION

Return-To-Work 101

County of Los Angeles

MAY 2, 2013PRESENTED BY: STEVE MONJARAS

MONJARAS & WISMEYER GROUP, INC.

What We’ll Cover:

• Basic overview of FEHA/ADA

• 5 Steps of the Interactive Process

• Addressing Complicated Work Restrictions

Dueling Doctors Notes

When Hygiene and Disabilities Overlap

Mental Health

Serial Leaves

• Q&A

F.E.H.A.BASICS

How It Must Be DoneFEHA Mandates a

Good Faith Interactive Process

“Employers must engage in a good faith interactive process with employees and candidates who havedisabilities to determine the appropriate reasonable accommodations that might overcome the employee’s/applicant’s job limitations.”

Stand alone statutory requirement. Source: Fair Employment and Housing Act-FEHA (Government Code § 12940(n)

No End to Interactive Process

The duty to engage in the interactiveprocess ends when…?

NEVER

Humphrey v. Memorial Hospital Assn., 239 F.3d 1128(9th Cur. 2001)

What constitutesReasonable Accommodation

Any appropriate measure that would allow the

applicant or employee with a disability to perform

the essential functions of the job, such as: - Facility modifications

- Schedule changes

- Equipment purchases

Reasonable Accommodation

- Modifying examinations- Changing policies

Reasonable AccommodationTYPES OF REASONABLE ACCOMMODATIONS

THAT SHOULD BE EXPLORED1. Is there a work site modification to allow accessibility to structure or to

perform an essential function?

2. Can modifications to existing equipment or devices allow employee to perform essential function within work restrictions?

3. Can the acquisition of assistive equipment / devices allow employee to perform essential functions within work restrictions?

4. Can the job be restructured to reasonably accommodate employee’s work restriction?5. Will the acquisition of devices or equipment allow employee to continue to perform essential functions?

6. Will change(s) in the employee’s work area / environment allow employee to continue to perform essential functions?


THAT SHOULD BE EXPLORED7. Can a redesign of employee’s current workload patterns allow employee to continue to perform essential functions?

8. Will a supplemental training program or job coach allow employee to continue to perform essential functions?

9. Is there any other options, the department has knowledge of that can be considered for reasonable accommodation?

10. Is there a modification in the Workplace Policies that can be changed? 11. Can the employee be reassigned to a vacant position with in his/her current job class?

12. Can the employee transfer to another class?


THAT SHOULD BE EXPLORED13. Is there a qualifying leave policy, the employee could exercise paid or unpaid leave as a form of reasonable accommodation?

14. Does the employee have the option of a reversion to a Former Class?

15. Is there an adjustment to training or testing.

16. Will a qualified reader or interpreter allow employee to continue to perform essential functions?17. Will additional paid or unpaid leave allow for recovery or improvement from current work limitations / work restriction?

18. Explore all options, listen to all of employee’s request for reasonable accommodation. Write them down and confirm each request with employee.


An employer is not required to:

• Lower quality or production standards

• Provide personal use items (such as glasses)

• Create a new position*

• Displace (bump/layoff) other employees

*Source: Raine v. City of Burbank 1/2006


No Accommodation is required if:

• Essential functions of the job cannot be performed

• The employee poses a direct threat to him/herself or co-workers

• Accommodation would create an undue hardship

An EMPLOYER does not have to do any of the following:

Lower production or performance standards.

•Example: A hotel that requires its housekeepers to clean 16 rooms per day does not have to lower this standard for an employee with a disability.

Excuse violations of conduct rules necessary for the operation of the business.

•Example: ER does not have to tolerate violence, threats of violence, theft, or destruction of property, even if the EE claims that a mental or physical disability caused the misconduct.


Direct Threat Defined: Employer is not

obligated to offer accommodation to an

employee/applicant who poses a direct threat

to him/herself or co-workers

Note: Refer to Occupational Health Programs in CEO/Risk Management Branch for Policies and Procedures related to Violence in the Workplace

Source: Fair Employment and Housing Act-FEHA (Government Code § 12940), Greene v. Countrywide Home Loans, 10/2007


Direct Threat as Defined by EEOC:“a significant risk of substantial harm

to the health and safety of the individual or others that cannot be eliminated or reduced by reasonable accommodation”


When considering Direct Threat, LOOK FOR:

• A reasonable medical judgment that relies on the most current medical knowledge.

• Objective Evidence• Duration of risk• Nature and severity of the potential harm• The likelihood that the potential harm will occur• The imminence of the potential harm.


When considering Direct Threat, LOOK FOR:

• A reasonable medical judgment that relies on the most current medical knowledge.

• Objective Evidence, Factual evidence• Duration of risk• Nature and severity of the potential harm• The likelihood that the potential harm will occur• The imminence of the potential harm.

Reasonable AccommodationUndue Hardship Defined: Undue hardship is a significant difficulty or expense caused by an accommodation, such as the:

– Nature and cost of the accommodation needed – Overall financial resources of the facility making the

reasonable accommodation – Effect on expenses and resources of the facility – Impact of the accommodation on the operation of the

facility

Note: Be very careful of using this as a defense.


When selecting the accommodation to

implement, make sure to:

• Select and implement the accommodation that is more appropriate for both employer and employee

• Consider the employee’s preference

Reasonable Accommodation1. Offer of Modified Work

• Current classification, performing all essential functions• WC considers 85% wages (LC 4658.1(b))

2. Offer of Alternate Work/Reassignment • Minimally qualified• Not promotional• WC considers 85% wages, reasonable commuting distance

(LC 4658.1(b))• FEHA does not require minimum wage to be

considered a reasonable accommodation

3. Offer of an Extended Leave of Absence• When temporarily disabled• Consider even it in excess of current policy

Providing Accommodation• Document, Document, Document • Clarify length of accommodation, long term or temporary

with revisits• Establish triggers for reconvening meeting participants• Clarify issues that may make accommodation no longer

reasonable• Work Comp = complete DWC-AD forms

No Accommodation MadeIf no accommodation is possible, employer

must be able to PROVE and DOCUMENTone of the following:

• Essential functions could not be performed;• Accommodation options created a direct

threat or undue hardship;• Extended leave of absence would not

support a return to work at a later time;• No appropriate vacant positions available

AT MEETING REMEMBER

W.E.C.A.N.

W – Work Restrictions

E – Essential Functions Affected

C – Conflicts / Challenges of WR

A – Accommodations / Actions Taken

N – Notes / Documentation

Multiple DoctorsAnd

Work Restrictions

MULTIPLE DOCTOR NOTESDR. SMITH - JUNE 3, 2012

“UNABLE TO LIFT 4 LBS; NO PHONE WORK; NO TYPING >15 MIN. PER HOUR”

DR. GONZALEZ - JULY 8, 2012“UNABLE TO LIFT 5 LBS; NO PROLONGED SITTING UNTIL 09/01/12”

DR. KAWADA Q.M.E. – APRIL 15, 2012“UNABLE TO LIFT 25 LBS; MAY TYPE A MAX. OF 45 MINUTES PER HOUR”

DR. GONZALEZ – SEPTEMBER 1, 2012“RETURN TO FULL DUTY; NO WORK RESTRICTIONS”

DR. WISMEYER, AME – DECEMBER 1, 2012“RELEASED TO FULL DUTY; NO RESTRICTIONS”

FEHA Definition of a Disability

“NO PUBLIC CONTACT”

“REDUCED CASE LOAD”

“REDUCE COMMUTE”

SORT IT OUT!!!!

WORK RESTRICTIONS

Vs.

REQUEST FOR REASONABLE ACCOMMODATION(S)

• “no lifting and or carrying over 10 lbs.”• “no public contact, unknown to employee”• “No work with Jenny Doe, must be transferred”• “must be transferred to DPSS Office #10”• “Needs an office with windows”• “return to work handling only 10 cases”• “Reduce case load by 20%”• “unable to drive over 5 miles per day”• “no typing/computer work over 20 minutes per

hour”

Work Restrictions Vs. a Request for Reasonable Accommodations

• …She may continue her usual and customary occupation. However, it is recommended that her work activities be modified to only one evaluation and testing per day with alternating periods of sitting, standing, moving about, and writing reports…

• …Must travel within comfort zone…

• …Please allow Mary to spread / divide work hours over 5 days instead of 4 days. Maximum 6 – 7 work hours / day with 1 hour break every 3 – 4 hours…

• “…must have a 20% reduction in work for one year starting 09/12/12 to end of academic year 2013…”

• “needs to be assigned to a private office with an air humidifier”

“no exposure with perfumes, fabric softeners, deodorants”

• “…I recommend that Mr. Doe return to work January 8, with the accommodation that he be changed to a different department where he does not have to work for Carol King…”

• “…I recommend that Mr. Doe return to work and that he be

reassigned to a different position under a different supervisor…”

• “…Pt. must be transferred to work without Mgr. Carol King interference at all…

WHEN THINGS GET

COMPLICATED!!

DUELING DOCTORS NOTES

DUELING DOCTORS NOTES

Class: Sr. Animal Control Officer Disability/Medical Condition: On the job injury to back; hypertension March of 2007 Strained back while trying to pull a dead deer off road.

Off work for a couple of months

DR. GARCIA PRIMARY TREATING PHYSICIAN Work Comp, PWR: 10/15/2008 “…NO HEAVY PUSHING AND PULLING; NO LIFTING OR CARRYING OVER 50 LBS; NO PROLONGED SITTING, EVERY TWO HOURS WILL NEEDS A FIVE MINUTE STRETCH BREAK FROM SITTING…”

March 16, 2009 - Altercation with supervisor refused instruction, yelling, went home before end of shift. (Two years ago, had written notice for insubordination.) Returned to work two days later per DR. Smith, Personal Doctor. PWR: dated September 20, 2011

“…NO UNDUE STRESS. WOULD BE BEST FOR PATIENT’S HYPERTENSION TO REPORT TO A DIFFERENT SUPERVISOR…”

OPEN UP FOR DISCUSSION? Employee receives a small suspension. Dr. clarifies that employee can perform all the duties of a Sr. Animal Control Officer, with the following work restrictions:

• Mr. Doe should not work more than 20 hours per week for the first two weeks of his return to work. Can resume his regular 40 hour work schedule pending stabilization of his condition.

• Upon return to his 40 hour work week, Mr. Doe can resume his regular work schedule.

• Mr. Doe should not be under the direct supervision of or have contact with Vincent Smith (Director of Operations). May not be in the same room, even if others are present. May not be in the same building; May not talk on the phone.; May not receive emails from Mr. Smith; Employer must ensure Mr. Doe does not have any casual contact with Mr. Smith this includes walking in hall, common areas, break room, restrooms.

• Mr. Doe can have limited contact with Julie Garcia (Animal Control Officer) as related to his work duties. This contact include all phone and email communication and personal contact in the presence of at least one other party pending stabilization of his condition.

• Mr. Doe should not perform his work duties at the South Plaza location and he should not work at a plant more than a 25 mile radius of his home. He can travel locally for work purposes; however, his work base and regular work location is limited to a 25 mile radius of his home pending stabilization of his condition.

• Mr. Doe should be allotted time off as needed for follow up appointments to treat his condition of work related stress.

September 30 12, 2012 - Fell while trying to restrain an animal in the evening. October 15, 2012 Dr. Washington, Personal Physician. TWR:

“…DURING DAYLIGHT SAVINGS (OCTOBER TO MARCH) MUST HAVE EARLIER WORK SCHEDULE…”

Dr. clarifies that employee can perform all the duties of a Sr. Animal Control Officer, but

Mr. Doe cannot work early morning or at night time. Cannot drive until 15 minutes after sunrise and no driving after sunset/nightime. Prohibited from working in poorly light areas.

OPEN UP FOR DISCUSSION?

November 19, 2012 - Department Reorganization; employee assigned from North East to Valley due to need for supervisory coverage (employee worked East Valley for several years as an AnimalControl Officer) November 20, 2012 – DR. AVERY - Chiropractor TWR:

Patient recently aggravated prior back injury. Cannot sit longer than one hour without back pain. So as not to reinjure back, employee should be assigned to a location where the commute is less than one hour, preferably North East Shelter.


Expected duration 3 months


Expected duration 9 months


December 5, 2012 - Proposed accommodation: assignment conducting hearings in downtown office December 8, 2012 – Dr. Mitchell, Psychologist

PWR: Cannot work in high rises (fear of heights)

5 DOCTORS NOTES: Dr. Garcia, PTP Dr. Smith , Personal Physician Dr. Washington, Personal Dr. Avery, Chiropractor Dr. Mitchell Psychologist


MENTAL HEALTH

SCENARIO

MENTAL HEALTHJob Title: ElectricianDisability: not disclosedNo Permanent Work RestrictionsPerforming all essential functions of job

•Employee believes co-workers are tampering with his lunch and trying to poison his lunch.

Continually complaining to supervisor and aggressively confronting co-workers even when lunch is locked in toolbox, he suspects tampering


Supervisor reassures him each time that no one is poisoning his lunch. Steps are taken to lock up lunch in secure area.

Employee has altercation with co-worker and threatens co-worker with a sharp work tool. Both employee are sent home.


Upon return employee discloses mental illness.

Dr. Avery - Psychologist PWR: “employee should not be alone with Vincent Fernandez”. Should be transferred to Parks & Recreation”

SERIALLEAVE

SERIAL LEAVES

Job Title: AuditorDisability: not disclosed; but non-industrial

•Took Family Medical Leave for own serious health condition from July 2012 to September 2012. (12 weeks)

•Day before expected return requested medical leave

•Doctor’s note says unable to return to work for 30 days

•Additional leave is granted

Day before expected return, requested extension. Doctor’s note says unable to return to work for 30 days


Doctor clarifies. Employee unable to work, needs 3 months for recovery before returning to full duty.


Doctor clarifies. Employee unable to work, needs 6 months for recovery before returning to full duty.


CHANGING THE SCENARIO A BIT.

•The employee has been off for eighteen months.•Employee exhausted FMLA at the beginning of the leave, used all accrued time, and asked for a one year medical leave that was granted.•Leave expired five months ago, and we have not heard from the employee•Due to recent attrition (retirement, layoffs, etc.) and the inability to backfill, the Division is severely short-staffed.


HYGIENE

HYGIENE

Class: Management Analyst (with Couinty of 31 years)Disability: Partial paralysis as a result of off work injury many years agoAge: 60

Employee was confined to wheelchair; permanent limited use of right arm due to shoulder injury; not always in control of urine and stool; current medication causes dry mouth so employee drinks lots of water and requires frequent bathroom breaks.

Current accommodations – special equipment at work station; extra time for bathroom breaks; does not

Have to perform filing (retrieving or returning files)

Recently – often late to work ( 15 minutes to 1 hour); no call no reason

Co-worker fell while assisting him in the restroom


Requests for Reasonable Accommodation:

Wife be able to come to work to assist him with the restroom; in the alternative that a co-worker of his choosing be able to assist him, and if that person isn’t available that another person be designated.


Request For Reasonable Accommodation: new handrails in restroom and higher toilet seat

Often returns from restroom smelling of bodily fluids; on three occasions the employee did not make it to the restroom in time


Fell in restroom leaving a mess of urine and blood from a cut during the fall


GREAT RESOURCES• Other Team Members• Job Accommodation Network – JAN• Department of Fair Employment & Housing

(DFEH)• Defense Counsel• Labor Law Attorney• Claims Team• Consultants

THANK YOU

Monjaras & Wismeyer Group, Inc.Providing comprehensive disability compliance consulting

services throughout California.

Steve P. MonjarasPh: 887.984.7969

[email protected]

mailto:[email protected]

reasonable accommodation return-to-work 101 county of los angeles may 2, 2013 presented by: steve...

Documents

essential functions

employee transfer

n slide

work site modification

job coach

hisher current job class

unpaid leave

existing equipment