0410.00, Injury, Illness, and Disability
Refer:
• ORS Chapter 656, Workers’ Compensation
• City of Portland Charter, Chapter 5: Fire and Police Disability, Retirement and Death Benefit Plan
• City of Portland Human Resources Administrative Rule 1.06, Employee Medical Files
• City of Portland Human Resources Administrative Rule 2.06, Reasonable Employment Accommodations
• City of Portland Human Resources Administrative Rules 6.01 – 6.14 (Leaves)
• City of Portland Human Resources Administrative Rule 7.08, Injured Employee Return to Work
• City of Portland Human Resources Administrative Rule 7.09, Medical Layoff
• DIR 0060.40, Personnel Orders
• DIR 0210.21, Leaves from Service
• DIR 0210.70, Secondary Employment
• DIR 0210.80, Extra Employment
• DIR 0414.00, Pregnancy and Lactation Accommodations
• DIR 0415.00, Return to Work, Modified Assignments, and Accommodations
• DIR 0416.00, Critical Incidents
• Fire & Police Disability & Retirement (FPDR) Member Forms:
o Attending Physician’s Report
o Disability in Line of Duty Report
o Non-Service Disability Report
o Work Status Report
• Workers’ Compensation Member Forms:
o City of Portland Employee Incident Report
o Form 801: Report of Job Injury or Illness
o Form 827: Worker’s and Health Care Provider’s Report for Workers’ Compensation Claims
o Managed Care Organization (MCO) Election Form
Definitions:
• Fire & Police Disability & Retirement (FPDR) Members: All sworn members who have qualified for FPDR disability coverage, typically after 6 months of employment as a sworn member, excluding sworn members in the retire-rehire program.
• Injury Log: A database for reporting and archiving on-duty Bureau member injuries and illnesses, available on the Bureau’s secure intranet.
• Reasonable Accommodation: Reasonable accommodation may include, but need not be limited to acquisition or modification of equipment or devices; more frequent or longer periods or periodic rest; assistance with manual labor; or modification of work schedule or job assignments.
• Risk Management: The City’s Office or Division responsible for the administration and payment of Workers’ Compensation benefits required by Oregon Law.
• Workers’ Compensation Members: All non-sworn members, including Public Safety Support Specialists, sworn members within their first six (6) consecutive months of service, and sworn members in the retire-rehire program.
Policy:
1. The purpose of this directive is to inform members about reporting procedures for illness and injury and how to access potential benefits.
2. How injury, illness, or disability is documented and how claims are processed depends on several factors including but not limited to: whether a member is covered by FPDR or Workers’ Compensation, whether the injury, illness, or disability occurred on duty or is service-related, claim timeliness, and whether the member is in a probationary status. This directive applies to all members and aims to provide information about reporting and potential benefits in multiple circumstances.
Procedure:
1. On-Duty and Service-Related Injury, Illness, and Disability.
1.1. Member Responsibilities.
1.1.1. All members shall report on-duty injuries involving medical treatment or absence from work to a supervisor as soon as feasible, and shall complete an Injury Log entry before the end of their shift/work day.
1.1.1.1. For FPDR members, on-duty includes Bureau-approved work related to secondary employment.
1.1.2. FPDR Members.
1.1.2.1. Members who receive medical treatment or leave work early for injury shall complete a Disability in Line of Duty (DILD) Report before the end of their shift and give it to their supervisor.
1.1.2.2. Members who receive medical treatment shall have their provider complete the Attending Physician’s Report and the Work Status Report.
1.1.2.2.1. Both forms instruct the medical provider to send the form directly to FPDR. The Work Status Report instructs the provider to give a copy to the member for their records.
1.1.3. Workers’ Compensation Members.
1.1.3.1. Members who receive medical treatment or leave work early for injury shall complete Form 801 and a City of Portland Employee Incident Report and give them to their supervisor.
1.1.3.2. Members who receive medical treatment shall complete Form 827, a form provided by medical providers.
1.1.3.3. Members shall refer to City of Portland Human Administrative Rule 6.13, Supplemental Workers’ Compensation Benefits, for further guidance.
1.2. Supervisor Responsibilities.
1.2.1. Investigation and Notifications.
1.2.1.1. When feasible, supervisors shall respond to the location where member injury occurred to identify and interview witnesses and photograph visible member injuries.
1.2.1.2. Supervisors shall notify the Branch Assistant Chief and Chief of Police, through channels, of any member injury resulting in hospital admission or death, as well as the FPDR Liaison.
1.2.1.3. Supervisors shall complete an After Action Report for all member injuries resulting in hospital admission or death and forward the report to the FPDR Liaison.
1.2.2. Injury Log.
1.2.2.1. Supervisors shall review Injury Log entries and write a supervisor statement including their observations and recommendations.
1.2.2.2. Injury log entries shall be treated as confidential and shall be reviewed within the Bureau only by the investigating supervisor, chain of command, and Personnel Division.
1.2.2.3. Supervisors shall complete Injury Logs entries before the end of their shift/work day for any members who are unable to complete the entry.
1.2.3. FPDR Member Supervisors.
1.2.3.1. Supervisors shall complete DILD Reports before the end of their shift for any sworn members who want to file a claim with FPDR but are unable to complete the report.
1.2.4. FPDR Documentation and Routing.
1.2.4.1. DILD Reports.
1.2.4.1.1. Supervisors shall review and approve DILD Reports and send a copy to FPDR before the end of their shift.
1.2.4.1.2. Supervisors shall route the report through chain of command and send a copy to Personnel Division.
1.2.4.2. Attending Physician’s Report.
1.2.4.2.1. Attending Physician’s Report is for FPDR purposes only. Supervisors should not accept receipt of these reports and should give them back to members who provide them.
1.2.4.3. Work Status Report.
1.2.4.3.1. Supervisors shall route the report through chain of command and send a copy to Personnel Division.
1.3. Notifications.
1.3.1. When members are unable to make their own notifications, the Bureau’s Employee Assistance Program (EAP) Coordinator shall be responsible for arranging family member notifications of member injury resulting in hospital admission or death.
2. Personnel Division Responsibilities.
2.1. Personnel Division shall be responsible for:
2.1.1. Managing and retaining Injury Log entries, DILD Reports, Oregon workers’ compensation forms, and Work Status Reports.
2.1.2. Coordinating modified assignments.
2.1.3. Supervising members on LOS status.
2.1.4. Providing resources and support for injured and disabled members seeking accommodations, benefits, or leave.
2.1.5. Acting as a liaison between Bureau members, FPDR, and Bureau of Human Resources (BHR).
3. Non-Service-Related Injury, Illness, or Disability.
3.1. Members seeking accommodations, benefits, or leave for a non-service-related injury, illness, or disability can contact Personnel Division or BHR for resources.
• Effective: 11/30/2024
• Next Review: 11/30/2026