PREPARE BEFORE IT'S TOO LATE: NAVIGATING IOD TREATMENT & COMPLIANCE FOR EMPLOYERS

Injury on Duty (IOD) cases require compliance, care, clarity, and accountability. Many employers assume that registration with the Compensation Fund under COIDA covers all responsibilities. However, recent events have highlighted a critical gap that is often overlooked: knowing exactly where to send an injured employee for treatment.

This gap became apparent when a concerned employer reached out, unsure where to send an employee who had sustained an injury at work. Despite having flowcharts and step-by-step guidance from the EOHCB outlining the regulatory process, the reality on the ground proved far more complex. Not all doctors or hospitals accept IOD patients—and this is not just inconvenient, it is potentially non-compliant.

Research conducted with private practitioners revealed varying approaches to IOD cases. One practitioner confirmed they assist with IOD cases, but only if upfront payment is made. Another plainly stated they do not accept IOD patients at all, as their practice is not registered with the Compensation Fund, and without payment, the injured employee would not be seen.

This situation demonstrates that employers need more than just procedural knowledge. They require a practical, localised plan. When an injury occurs, there is no time to scramble. Employers need to know, with certainty, which facilities will accept their employee and initiate the required documentation.

Follow-up enquiries with two general hospitals in the area confirmed they accept IOD patients as part of their public mandate. Even if an employee chooses to go to a private institution, the general hospital will document the first medical report, which is essential for COIDA claims.

Clarifying Context

The example referenced in this article reflects a member's experience navigating the IOD treatment process. The concern raised was not about the injury itself, but about the emotional stress caused when a private medical practice, whilst willing to provide clinical care, was unable to assist with IOD documentation due to its non-registration with the Compensation Fund. This situation highlights a broader challenge for employers: ensuring that treatment and reporting pathways are clear, compliant, and accessible. This article aims to address this systemic gap, not to critique individual practitioners or facilities.

Understanding IOD Assessment and Treatment Centres

What are they, and why do they exist?

IOD assessment and treatment centres are specialised facilities where employees who suffer injuries or diseases whilst on duty receive medical evaluation, treatment, rehabilitation, and follow-up care. These centres exist to ensure prompt, expert clinical care and proper documentation for workplace injury claims.

What is their purpose?

• To provide quality emergency and specialised medical care

• To manage rehabilitation and referrals

• To ensure correct documentation for COIDA claims

• To support safe return to work

• To assist employers in fulfilling legal obligations

Why do doctors get to choose whether they belong to this system or not, even though COIDA is an Act?

COIDA is a legal framework, but participation by medical practitioners is voluntary. Private doctors and hospitals have autonomy over their practice. They may choose not to register with the Compensation Fund, which means they are not obligated to treat IOD patients or follow COIDA protocols. This creates a gap that employers must proactively manage.

What Happens If an Employee Is Sent to a Non-Registered Facility?

If an injured employee is treated by a practitioner or facility not registered or recognised as an IOD centre, complications may arise:

• The necessary medical and administrative documentation required by COIDA may not be completed or submitted properly

• The compensation claim could be delayed or rejected

• Treatment may not align with occupational injury protocols, delaying recovery

• The employer may face compliance risks for not following injury reporting and treatment regulations

Why Employers Must Use IOD-Registered Centres

It is critical because:

• IOD centres have the expertise to diagnose, treat, and manage occupational injuries in compliance with legal and medical standards

• Accurate and timely medical reports and compensation documentation are ensured

• Employees receive comprehensive care including emergency treatment, specialist referrals, rehabilitation, and follow-up

• Employers avoid legal and financial penalties for non-compliance

• IOD centres facilitate communication with the Compensation Fund and ensure claims proceed efficiently

What If an Employee Chooses a Non-Registered Provider?

Employees generally have the right to choose where they seek medical treatment after an injury on duty, including selecting private or public practitioners and hospitals. However, not all healthcare providers are registered as IOD centres, which poses challenges.

If an employee chooses a private or other facility that is not registered:

• The employer must still ensure the injury is properly reported and documented

• All necessary IOD forms and medical reports must be submitted to the Compensation Fund

• The employer may need to direct or request the employee to attend an accredited IOD centre for proper assessment and treatment

• Claims may be delayed or rejected if documentation and follow-up care do not meet COIDA standards

Employers should educate employees about the benefits and necessity of using IOD-registered practitioners and have policies in place to handle such situations. Treatment and claims must comply with COIDA to protect both employee benefits and employer compliance.

Create an IOD Referral List

• Compile a list of nearby general hospitals, clinics, and private doctors who accept IOD cases

• Include contact details, operating hours, and any payment requirements

• Share this list with management teams and keep it updated

• Display it in accessible areas for staff reference

Protect Employees and Businesses

When an injury occurs, the response must be swift, compliant, and compassionate. Employees deserve to be treated with dignity and urgency. Employers deserve clarity and protection from liability.

This article serves as both a caution and a call to action. It is essential to move beyond theoretical compliance and build practical systems that work. When the unexpected happens, preparation is everything.