Post Offer Tools – Using them Correctly

Adding an extra layer of loss prevention.

Today’s Take Aways

Your hiring decisions make a difference.

There is a process and you have choices at various stages of the process.

You are not required to make tough decisions alone—you have resources.

Layers prior to the Post Offer

Loss Prevention begins with the first applicant contact and extends throughout the application and intake process.

– Telephone pre-screen

– Applicant Questionnaire

– Application Documents

– Interview

– Orientation (if done prior to Conditional Offer)

What is a “Conditional Offer”?

A conditional offer indicates that the applicant has met your minimum qualifications for employment and has been offered a specific position “conditional” upon their ability to satisfy job-specific requirements.

When to Have Employee Complete Post Offer

Once you review the employment application, check references, and decide the candidate is eligible to work for your company, you are in a position to offer them employment.

When a bona fide job offer is made, you can then have the employee complete a Post Offer Questionnaire.

DO NOT give the employee the Post Offer Questionnaire with the rest of the employment application.

Examples of Job-Specific Requirements

Medical Questionnaire

Criminal Background Check

Drug Screen

Physical exams (i.e. back tests, vision exams, etc.)

Drug Screens

Positive Screens– Illegal Drugs– Prescription Drugs

Positive for Prescriptions– Involve a Medical Review Officer

(MRO)– Was the med prescribed for the

applicant?– Can the applicant produce a

medical release from the prescribing physician stating that the job can be done safely while taking the med?

The Paperwork

The form should state:

– That an offer has been made prior to the form being provided to the applicant.

– Nature of offer.

– Date of offer and completion of form.

– Signature of applicant and Your Company Representative.

Post-Offer of Employment Questionnaire Once a conditional job offer is made, please be aware that all persons may be required to furnish health condition information and if necessary, submit to an examination by a company designated physician. This information will be used to determine appropriate job placement. It shall not be used to disqualify an otherwise qualified person who may have a mental or physical disability. The following questions should be answered only after an offer of employment: 1. Do you have or have you ever had an injury to any part of your neck or back? If so, please state the following as to each such injury: approximate date diagnosis did you have surgery permanent impairment rating: 2. Do you have or have you ever had an injury to either wrist or arm, including carpal tunnel syndrome? If so, state: approximate date diagnosis did you have surgery permanent impairment rating 3. Do you have or have you ever had an injury to either leg? If so, state: approximate date diagnosis did you have surgery permanent impairment rating 4.. Do you have, or have you ever had, any other injury or medical condition not referred to above that in any way limits or limited your ability to work, either on a temporary or a permanent basis? If so, please state the following as to each such injury or condition: approximate date part of the body affected the nature of the limitation the duration of the limitation 5. Have you ever received workers' compensation benefits for any of the above or for any other injury? If so, for what and when? Comments: Signature of Employee Date Print your Name Signature of Employer Date

Post-Offer of Employment Questionnaire Once a conditional job offer is made, please be aware that all persons may be required to furnish health condition information and if necessary, submit to an examination by a company designated physician. This information will be used to determine appropriate job placement. It shall not be used to disqualify an otherwise qualified person who may have a mental or physical disability. The following questions should be answered only after an offer of employment: 1. Do you have or have you ever had an injury to any part of your neck or back? If so, please state the following as to each such injury: approximate date diagnosis did you have surgery permanent impairment rating: 2. Do you have or have you ever had an injury to either wrist or arm, including carpal tunnel syndrome? If so, state: approximate date diagnosis did you have surgery permanent impairment rating 3. Do you have or have you ever had an injury to either leg? If so, state: approximate date diagnosis did you have surgery permanent impairment rating 4.. Do you have, or have you ever had, any other injury or medical condition not referred to above that in any way limits or limited your ability to work, either on a temporary or a permanent basis? If so, please state the following as to each such injury or condition: approximate date part of the body affected the nature of the limitation the duration of the limitation 5. Have you ever received workers' compensation benefits for any of the above or for any other injury? If so, for what and when? Comments: Signature of Employee Date Print your Name Signature of Employer Date

Post Offer Policies

You should have a Post Offer Questionnaire on ALL assigned employees if you decide to use the form—Consistency is Important!

You should obtain a new Post Offer Questionnaire if there is a break of employment for 6 months or longer (same as employment application).

The Value

Insures good match of applicant to assignment from a skill and ability standpoint.

– Has required skills.

– Required mental capacity.

– Required physical characteristics.

This leads to improved employee safety and customer satisfaction.

What to Look For

Physical issues that could result in injury or re-injury.

– Inability to perform essential functions.

– Previous medical procedures that could adversely affect the employee’s safety on the job.

For Example

Clarence Claimant was an employee of XYZ Staffing who was placed on a job that required him to lift up to 40 lbs.

3 days after his assignment started, Mr. Claimant was injured on the job when he strained his back.

After he was injured and went for medical treatment, it was determined that Mr. Claimant had 4 prior back surgeries before beginning work at XYZ…he was also on PERMANENT disability.

After pulling the employee’s HR file, it was discovered that no Post Offer Questionnaire was completed by the employee.

Mr. Claimant

Mr. Claimant

XYZ had to accept this claim. In the end, it cost over $100k, including over $5k in Modified Duty costs – which comes directly from the that branch’s bottom line!

  INDEMNITY MEDICAL REHABIL EXPENSE TOTAL

Payments 35,436.85 54,953.18 0.00 17,200.48 107,590.51

Recoveries 0.00 0.00 0.00 0.00 0.00

Net Paid to Date 35,436.85 54,953.18 0.00 17,200.48 107,590.51

Remaining Reserve

0.00 0.00 0.00 0.00 0.00

Total Experience 35,436.85 54,953.18 0.00 17,200.48 107,590.51

Mr. Claimant

If XYZ had a post offer on file it could have helped them in one of two ways:

– If he was truthful on his Post Offer, XYZ would not have put him to work until we received documentation from a treating doctor that he could do the 40 pound lifting job. His doctor would NOT have approved of this because of his permanent disability status, therefore we would never have put him to work.

– If he falsified his Post Offer and we did put him to work, it would have provided us with the opportunity to deny his claim.

BOTTOM LINE???????????

By not using the Post Offer Questionnaire, XYZ could spend $100,000 or more on just ONE claim.

Physical Issues on the Form

You should contact your Risk Manager or Human Resources Specialist for guidance in such situations. You may be instructed to:

– Request a Medical Release from treating physician.

– Hold the application pending review from a management official.

– Find a different job for the candidate.

Critical Issues

NEVER have the applicant complete a Post Offer Questionnaire form PRIOR to the conditional offer being made.

Do not indicate that hiring and placement decisions are being made based on physical or medical conditions (real or perceived).

Stick to language like: We want to make sure that the assignment is a good fit for you. Or, your safety is our number one priority.

Timing is Critical

Summary

Your company wants to provide the best possible employees to their clients.

Your company wants to minimize risk, while providing safe and non-discriminatory employment opportunities to applicants.

Post offer tools along with application and interview protocols are valuable in this process.