3-501 - Member Health and Wellness

To establish procedures, rules and regulations regarding member medical statuses and related processes.

It is the policy of the Minneapolis Police Department to comply with all applicable state and federal laws and City of Minneapolis policies regarding member injury, illness and leaves of absence.

Members will provide all requested documentation for the processing of leave requests and returning to work after injury, illness and/or extended leaves to their supervisor and the MPD Health and Wellness Coordinator. Member medical information is private as defined by Minn. Stat. § 13.02, subd. 12 and it is the responsibility of supervisors and administrators to ensure that member rights to privacy are upheld.

Disclosure of Member Medical Information

1. Member medical information is classified as private and is protected from unauthorized disclosure under the Minnesota Government Data Practices Act, Minnesota State Statutes, Chapter 13.
2. Medical information shall be shared only with MPD supervisors and/or commanders who have a need to know.
3. Permission must be obtained from the Affected Member or his/her designee prior to wide disclosure (via e-mail, MDC, radio, or in-person) of a member’s medical condition or status.
4. Member medical documentation shall be maintained only in the member’s medical file.
5. Medical-related documentation provided to supervisory personnel shall immediately be forwarded to the Health and Wellness Coordinator. Medical documentation shall not be maintained in station/unit files.

Medical Notifications

The Health and Wellness Coordinator shall be notified in the following circumstances:

1. Member hospitalizations.

1. The Affected Member or the Member’s Designee shall notify the Affected Member’s supervisor.
2. The supervisor shall notify the MPD Health & Wellness Coordinator and provide the following information:

1. Affected Member’s name, member number and assignment.
2. Affected Member or the Member Designee’s contact information. (To discuss necessary forms, work status, etc.)
3. Anticipated length of incapacitation.

2. A member is unable to perform his/her essential job functions due to a medical condition.

1. The Affected Member shall notify his/her immediate supervisor prior to returning to work.

2. The Affected Member’s supervisor shall notify the MPD Health and Wellness Coordinator. Note: It may also be appropriate to notify other supervisors in the Affected Member’s chain-of-command.
3. Medical documentation of the member’s condition will be requested by the Health & Wellness Coordinator and/or the member’s supervisor.

4. The medical documentation must first be submitted to the member’s supervisor for review.

1. The supervisor shall immediately forward said documentation to the Health and Wellness Coordinator.

3. A supervisor has reason to believe a member has a medical condition that may adversely affect the member’s work performance or prevent the member from performing his/her essential job functions.

Work-Related Injuries

1. Members injured while at work may be eligible for Worker’s Compensation benefits. Sworn members may also be eligible for Injured on Duty (IOD) benefits.

Note: Members may be responsible for medical expenses incurred if Worker’s Compensation procedures are not followed and/or Workers Compensation does not accept the claim.

2. An MPD member injured while at work shall:

1. Seek a medical examination, if appropriate. The member may be seen by the MPD’s healthcare provider or his/her own healthcare provider. In an emergency situation the member should seek medical treatment at the nearest hospital’s Emergency Room.

2. Complete the Supervisor’s Report of Injury form and forward to immediate supervisor within 24 hours of incurring the injury.

3. Comply with the Checklist for Work-Related Injury.
4. Provide a Report of Work Ability form, completed by a physician/healthcare provider, to his/her supervisor, the Health and Wellness Coordinator and Worker’s Compensation Claim Coordinator.

5. Provide updated Report of Work Ability forms, completed by a physician/healthcare provider, to his/her supervisor, the Health and Wellness Coordinator and Worker’s Compensation Claim Coordinator as work restrictions change or expire, until the member is cleared to return to work with no restrictions.

3. Supervisor responsibility of a member injured at work:

1. Upon receipt of the Supervisor’s Report of Injury form, sign and immediately forward via e-mail to “MPD-IOD Reporting”.

2. If the injured member is unable to complete the Supervisor’s Report of Injury form, the supervisor shall complete it and forward via e-mail to “MPD-IOD Reporting” within 24 hours of the injury.
3. Comply with the Checklist for Work-Related Injury.
4. Forward all medical documentation received to the Health and Wellness Coordinator.

Returning to Work After Injury/Illness (Work Related and Non-Work Related)

1. Prior to returning to work on full or limited duty, a member may be referred to the MPD’s healthcare provider (City doctor) by the Health and Wellness Coordinator.

2. A referral may be made to the MPD’s healthcare provider if circumstances meet but are not limited to one or more of the following:

1. Member has had any major illness or injury or major surgery.

2. Member has been off duty due to illness or injury for thirty calendar days or more.
3. Member has been away from work, even for one day, for any diagnosed cardiac condition.
4. Member has been away from work for any bone fracture.
5. Member has been placed on restrictions for more than seven calendar days by their personal healthcare provider.

3. The Health and Wellness Coordinator may direct a member returning to work after an absence caused by one or more of the circumstances outlined above, to have a Report of Work Ability completed by their physician in addition to, or in lieu of, a referral to the MPD’s healthcare provider.

Limited Duty: Work-Related

1. A member with work restrictions verified by a physician may be reassigned temporarily to a limited-duty assignment.

2. Member responsibility when requesting a limited duty assignment:

1. Notify immediate supervisor and the Health and Wellness Coordinator prior to returning to work.
2. Provide all forms and statements necessary to substantiate work limitations/restrictions.
3. Provide Work Ability forms requested by the supervisor and Health and Wellness Coordinator.

4. During the period of the temporary reassignment, the Affected Member is expected to perform all of the duties of the limited duty assignment; and
5. Sworn members working a limited duty assignment shall not work off-duty employment. (See section 3-800, Off-Duty Employment.)

3. Supervisor responsibility related to limited duty members:

1. Identify a limited duty work assignment that meets the Affected Member’s work restriction. If an assignment that meets the member’s work restrictions cannot be identified, contact the Health and Wellness Coordinator for additional assistance.

2. Notify precinct/division commander and Health and Wellness Coordinator of the temporary limited duty assignment.
3. Ensure the Affected Member does not work outside his/her work restrictions.
4. Forward all medical documentation received to the Health and Wellness Coordinator.

4. The MPD Health and Wellness Coordinator will coordinate with the MPD healthcare provider, the appropriate supervisors and Worker’s Compensation to monitor limited duty personnel and ensure work restrictions indicated by the healthcare provider are met.
5. Returning to full duty after a limited-duty assignment:

1. Prior to returning to full duty status, a completed Report of Work Ability form signed by a physician stating that the affected member may return to work with no work restrictions/limitations shall be submitted to the Health and Wellness Coordinator and the affected member’s supervisor.

2. When the member is released to work full duty with no restrictions by his/her primary health care provider, a referral to the MPD’s healthcare provider may be made, if circumstances meet but are not limited to:

1. Member has had any major illness or injury or major surgery

2. Member has been off duty due to illness or injury for thirty days or more
3. Member has been away from work, even for one day, for any diagnosed cardiac condition
4. Member has been away from work for any bone fracture
5. Member has been placed on restrictions for more than seven calendar days by their personal healthcare provider

3. The Health and Wellness Coordinator may direct a member returning to work after an absence caused by one or more of the circumstances outlined above, to have a Report of Work Ability completed by their physician in addition to, or in lieu of, a referral to the MPD’s healthcare provider.

Limited Duty: Non-Work Related

1. A member placed on work restrictions by a physician as the result of a non-work-related injury may be reassigned temporarily to a limited-duty assignment for a period of up to six months.

2. If the Affected Member is not ready to return to full duty without restrictions within six months after such limited duty restrictions were imposed, the Department may terminate the limited duty assignment and offer the member a medical layoff.
3. Member responsibility when requesting a limited duty assignment:

1. Notify the immediate supervisor prior to returning to work.
2. Provide all forms and statements necessary to substantiate work limitations/restrictions.
3. Provide Report of Work Ability forms as requested by the Health and Wellness Coordinator and supervisor.

4. During a period of temporary reassignment, the Affected Member will be expected to perform all of the duties of the limited duty assignment.
5. Sworn members working a limited duty assignment shall not work off-duty employment. (See section 3-800, Off-Duty Employment.)

4. Supervisor responsibility related to limited duty members:

1. Gain approval from respective precinct/division commander to temporarily reassign the affected member to a limited duty assignment.

2. Identify a limited duty work assignment that meets the Affected Member’s work restriction. If an assignment that meets the member’s work restrictions cannot be identified, contact the Health and Wellness Coordinator for additional assistance.
3. Notify Health and Wellness Coordinator of the temporary limited duty assignment.
4. Ensure the Affected Member does not work outside his/her work restrictions.
5. Forward all medical documentation received to the Health and Wellness Coordinator.

5. The MPD Health and Wellness Coordinator will coordinate with the MPD healthcare provider and the appropriate supervisors to monitor limited duty personnel and ensure work restrictions indicated by the healthcare provider are met.
6. Returning to full duty after a limited-duty assignment:

1. Prior to returning to full duty status, a completed Report of Work Ability form shall be completed by the Affected Member’s physician and provided to the Health and Wellness Coordinator. The Work Ability form must be signed by a physician and state that the member may return to work with no work restrictions/limitations.

2. When the member is released to work full duty with no restrictions by his/her primary health care provider, a referral to the MPD’s healthcare provider may be made, if circumstances meet but are not limited to:

1. Member has had any major illness or injury or major surgery

2. Member has been off duty due to illness or injury for thirty days or more
3. Member has been away from work, even for one day, for any diagnosed cardiac condition
4. Member has been away from work for any bone fracture
5. Member has been placed on restrictions for more than seven calendar days by their personal healthcare provider

Prescription and Over-the-Counter Medication

1. It is the member’s responsibility to report for work able to perform the essential duties of his/her job.

2. A member who is taking medication(s) which may interfere with the safe and effective performance of his/her essential job functions and/or job duties or the operation of City equipment, shall notify his/her supervisor and/or Health and Wellness Coordinator prior to the beginning of his/her next assigned shift.

1. If a question exists regarding a member’s ability to safely and effectively perform his/her essential job functions while using such medications, clearance to work from a qualified physician may be required.

2. The supervisor should contact the Health and Wellness Coordinator for assistance.

3. If the MPD determines that a member failed to make the appropriate notifications regarding medication use or that the member is working outside of the scope of the modified work assignment, disciplinary action may be taken.

• Affected Member: A member who has experienced or been impacted by a critical incident, traumatic event or other work-related stressor.
• Essential Job Functions: The fundamental duties of a position.
• Limited Duty: A temporary work assignment as the result of the affected member not being able to perform their essential job functions, according to a health care provider. Also known as "light duty."
• MPD Healthcare Provider: The occupational medicine clinic selected by the MPD (City doctor).
• Worker’s Compensation: Benefits for medical care and lost time prescribed by state law for members who are injured while on the job. Submission of a Supervisor's Report of Injury form is required for work-related injuries as directed by State law and MPD policy. NOTE: Worker's Compensation is separate from the Injured on Duty (IOD) program (refer to POFM labor agreement)