Manage workers compensation cases

When an incident becomes a workers compensation claim, you open a case to track everything: the claim itself, the medical certificates, the treating providers, the return to work plan, and the close out.

Open a new case

1. Sidebar then WHS.
2. Workers Comp then Cases.
3. New case.

Fill in:

• Employee
• Linked incident (if there’s already an incident report)
• Date of injury
• Body part, mechanism, diagnosis (if known)
• Insurer and claim number (once you have one)
• Status (notified, accepted, in dispute, closed)

Create case. The case opens.

What’s in a case

The case detail page is split into tabs:

• Overview. Summary, status timeline, key dates, current return to work plan.
• Medical. Certificates of capacity, GP and specialist reports, upload PDFs, set the next review date.
• Claim. Insurer details, claim number, lodgement date, decisions, payment record.
• Return to work. RTW plan with dates, suitable duties, hours, reviews.
• Notes. Running log of phone calls, meetings, decisions.
• Documents. Anything the case has generated or had attached.

Update the return to work plan

1. Return to work tab.
2. Add or update plan.
3. Set:
   • Start date for modified duties
   • Hours and days
   • Suitable duties (what they CAN do)
   • Restrictions (what they CAN’T do)
   • Review date (next medical certificate)
4. Save. The plan is logged with timestamp.

The employee, their manager, and HR all get a notification when the plan changes. The plan is available to the employee under My Documents.

Close a case

When the employee is back to full duties or the claim is finalised:

1. Open the case.
2. Close case.
3. Pick the close reason (full RTW, lump sum settlement, claim denied, employee resigned).
4. Add closing notes.

Closed cases stay in the system. They appear in compliance reports and contribute to your premium rate calculation.

Privacy and access

Workers comp cases contain sensitive health information. Access is restricted to admins and any user explicitly granted WHS case access in the user permissions setting. Managers do NOT see case details by default. They see only that an employee is on a workers comp case and any RTW restrictions that affect rostering.