Effective claims management and a proactive return-to-work (RTW) process help reduce workplace disruption, support recovery, and ensure WSIB compliance. Here’s what Ontario employers need to know.
- WSIB Claims Management: Your Responsibilities
When a workplace injury or illness occurs, the employer plays a key role in managing the claim.
Steps:
- Provide immediate support
- Offer first aid and ensure medical attention if needed.
- Arrange transportation to a medical facility if required.
- Pay full earnings for the day of injury.
- Document the incident
- Record what happened, when, where, and who witnessed it.
- Save any relevant video footage, equipment details, or reports.
- Complete and submit Form 7 (Employer’s Report of Injury or Illness)
- Submit to WSIB within 3 business days of learning about the incident.
- Provide a copy to the worker and keep one for your records.
- File online through WSIB’s portal or submit by fax/mail.
- Stay in communication with the worker
- Maintain regular, respectful contact.
- Clarify that you will work with them during their recovery
- DOCUMENT, DOCUMENT, DOCUMENT—share offers of work in writing.
- If modified work is accepted, pay for actual hours worked following the date of injury.
- Report any loss of earnings to WSIB.
- Communicate with WSIB
- Respond to requests for more information promptly.
- Be honest, factual, and detailed in all reporting.
- Return-to-Work (RTW) Basics
Your goal is to help the injured worker return to safe, suitable, and productive work as soon as medically possible.
Steps:
- Receive the Functional Abilities Form (FAF) from the worker
- This outlines medical restrictions from the treating health professional.
- You may request it but cannot pressure the worker or provider.
- Review the worker’s capabilities
- Compare the FAF with available job tasks.
- Identify modified duties or alternate roles that fit their restrictions.
- Offer suitable work
- Ensure the tasks are safe, meaningful, and aligned with medical guidelines.
- Adjust hours, duties, or equipment as needed.
- Develop a written Return-to-Work plan
- Outline duties, hours, location, start date, and review checkpoints.
- Share it with the worker and submit to WSIB if requested.
- Monitor progress
- Regularly check in to adjust the plan as needed.
- Encourage open feedback from the worker.
- Legal Requirements & Compliance
Key Compliance Points:
- Report injuries within 3 days using Form 7
- Participate in RTW planning in good faith
- Cooperate fully with WSIB investigations and recommendations
- Maintain documentation of injuries, communications, modified duties, and RTW plans
Best Practices for Employers
Establish a clear internal incident reporting process
Train supervisors on early reporting and RTW obligations
Maintain updated job descriptions and modified duty lists
Keep communication respectful and solutions-focused
Share modified duty offer in writing—email, text, hardcopy
Need Help?
- See the Employer Resource Page
- Contact Us
