Incident Management Module Part 3: Injury Management Plans
SOP: Create, Update, and Close an Injury Management Plan in the Incident Register
Objective
To document the process for creating, reviewing, updating, and completing an Injury Management Plan linked to an incident. This SOP ensures injured workers’ duties, medical information, supporting documents, and approvals are tracked accurately until the plan is signed off and closed.
Key Steps
1. Open the incident and start a new Injury Management Plan 0:00
Navigate to the Incident Register and open the relevant incident record.
Confirm the incident you are working on is the correct one (e.g., the incident already under investigation).
If no Injury Management Plan was created during the investigation, create one now.
Use either:
Create from the incident record, or
New Plan from the Injury Management Plans section.
Ensure the plan is linked to the correct injured person and incident number.
2. Enter the initial plan details and worker restrictions 0:40
Select the appropriate plan type (for example, a workers’ compensation-related plan).
Complete the plan fields step by step.
Record the worker’s current status, such as:
Fit for modified duties
Expiry period for the current restriction
Enter the worker’s temporary duties and limits, such as:
Reduced hours per day
Restricted tasks
Areas only / protective duties
Add any relevant notes about the injury or restrictions.
3. Upload supporting documents and save the plan 0:56
Upload supporting evidence such as a medical certificate.
Attach any other relevant documents that support the injury management arrangement.
Confirm the worker’s name, duties, and hours are correct.
Save the plan so the initial version is recorded in the system.
4. Review the plan and add notes or expenses 1:58
Open the plan in View mode to check the current version.
Add notes as needed, such as:
Medical updates
Transport or taxi expenses
Invoice details
If attaching an expense, select the relevant note type and upload the receipt or invoice.
Save the note so it is stored against the plan.
Use this section to keep all supporting information in one place.
5. Edit the plan and create a new version when duties change 2:40
When the worker’s condition improves or duties change, return to the plan and select Edit.
Create a new version rather than overwriting the original plan.
Update the worker’s status, such as:
Return to normal duties
Return to normal hours
Enter the effective date for the change.
Publish the updated version so the new duties are visible and active.
6. Confirm version history and complete the plan 3:27
Review the version history to confirm all changes are recorded correctly.
Check that each version reflects the worker’s progression, such as:
Version 1: light duties
Version 2: normal duties
Once the worker has returned to full duties and the plan is no longer needed, select Complete.
Confirm the injury management plan status changes to Complete.
7. Verify sign-off and close out the incident workflow 3:40
Confirm the worker has returned to full duties before closing the plan.
Return to the Incident Dashboard / Incident Register to check the investigation and injury management status.
Review outstanding approvals or sign-offs.
If required sign-offs are still pending, follow up with the relevant managers (for example, safety manager or operations manager).
Once all approvals are complete, the plan can be finalized and the investigation workflow closed.
Cautionary Notes
Do not overwrite an existing plan when duties change; always create a new version.
Ensure all dates, hours, and duty restrictions are accurate before publishing.
Only mark the plan as complete when the worker has genuinely returned to full duties.
Keep supporting documents, invoices, and medical certificates attached to the correct plan version.
Check that all required sign-offs are completed before closing the incident workflow.
Tips for Efficiency
Create the Injury Management Plan as soon as possible after the incident if it was not completed during the investigation.
Use clear, consistent notes so future reviewers can quickly understand the worker’s progress.
Upload documents immediately to avoid missing evidence later.
Review the plan regularly so updates can be published promptly when the worker’s duties change.
Keep version names and dates consistent to make the plan history easy to follow.
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