Chicago Police DepartmentEmployee Resource E03-01-01
Sworn Medical Roll - Injury on Duty Status
Issue Date:27 August 2009Effective Date:27 August 2009
Rescinds:G98-02-01A
Index Category:Medical, Health, and Wellness
I.Purpose
This directive outlines Department policy and defines procedures for a sworn member to be classified as injured on duty.
II.Department Injury on Duty Policy
A sworn member who has been injured on duty will be allowed medical absences as set forth in Chapter 2-84-480 of the Municipal Code of Chicago and the appropriate collective bargaining agreement.
III.Preparation of an Injury on Duty Report
An Injury on Duty Report will be prepared when the injury occurs in the course of employment:
  • A.during assigned duty or overtime hours, or
  • B.arising out of the performance of a necessary police function, during off duty hours, or
  • C.within a unit facility or other designated reporting location when the member is reporting to work or going off duty.
IV.Reporting an Injury/Illness on Duty
An injured sworn Department member will:
  • A.notify their supervisor, or if their supervisor is not available, a supervisor from the district in which the injury occurred, as soon as possible, but no later than the end of their tour of duty when sustaining or becoming aware of an injury.
  • B.notify their supervisor again, if not contacted by their supervisor or another supervisor within twenty-four hours of the injury/illness.
  • C.identify witnesses for the investigating supervisor whenever possible.
  • D.be provided with a printed copy of the completed Injury on Duty Report.
V.Treatment for an Injury on Duty
A member injured on duty will obtain:
  • A.treatment in all situations requiring emergency first aid, at the nearest hospital approved by the Illinois Department of Public Health to provide comprehensive emergency room service.
    NOTE:
    A member who is injured on duty but refuses emergency medical care during their tour of duty must contact the Medical Services Section before obtaining non-emergency medical treatment at a later date.
  • B.the approval of the Medical Services Section in every instance prior to receiving follow-up medical care.
VI.Placement on the Medical Roll - Injury on Duty Status
  • A.A member excused before the end of their tour of duty by the watch commander due to an injury on duty will not be placed on the Medical Roll-injury on duty status for that day. The member will however, comply with the provisions of the Stationary Recuperation category, as identified in the Department directive entitled “Medical Policy.”
  • B.A member who is unable to report for duty on the next scheduled work day due to their injury will notify a supervisor in the unit of assignment or detail at least one hour prior to their scheduled reporting time; in units not staffed until the member’s reporting time, within fifteen minutes after the scheduled reporting time. The member will give the reason for the absence and any other information requested by the supervisor.
  • C.A member will contact or cause the Medical Services Section to be contacted within twenty-four hours of placement upon the medical roll.
    NOTE:
    A member will be placed initially in either the Stationary Recuperation or Hospital Recuperation category. Only Medical Services Section personnel may change a member’s status to Ambulatory Recuperation .
  • D.A member will report to the Medical Services Section or other identified medical service provider as directed during the initial phone consultation.
    NOTE:
    A member failing to report as scheduled to the Medical Services Section or the identified medical service provider will have their medical certification withheld.
VII.Release from the Medical Roll-Injury on Duty Status and Return to Duty
  • A.A member will report to the Medical Services Section to obtain a Return to Duty Notice releasing them from the Medical Roll. The Medical Service Section will be responsible for submitting the Return to Duty Notice via the CLEAR Automated Medical Application.
    NOTE:
    No Department member can be released from the Medical Roll - injury on duty status without authorization from the Medical Services Section.
  • B.When a member has been granted return to duty status per the Medical Service Section, the member will notify the watch commander of their unit of assignment/detail before leaving the Medical Services Section. The Return to Duty Notice will be verified through the CLEAR Automated Medical Application by the member’s unit of assignment or detail prior to the member’s actual return to duty.
VIII.Exposure to Communicable Disease / Hazardous Materials
A member exposed to a communicable disease / hazardous material will:
  • A.immediately report the exposure to their supervisor, or a supervisor in the district of occurrence and follow the procedures outlined in the Department directive entitled “Communicable Disease and Infection Control.”
  • B.request that the supervisor investigate the exposure and prepare a Report of Exposure to Communicable Disease / Hazardous Material.
    NOTE:
    All Department members assigned to the scene of a Hazardous Material incident will have a Report of Exposure to Communicable Disease / Hazardous Material prepared.
  • C.request that the supervisor complete an Injury on Duty Report, in addition, if an injury occurs along with the exposure incident or if a member obtained medical care for the exposure.
  • D.contact or cause the Medical Services Section to be contacted within twenty-four hours of placement upon the medical roll.
  • E.promptly notify the Medical Services Section by telephone in the event they contract a disease as a result of the exposure incident.
IX.Injured Member’s Responsibilities and Procedures
An Injured Department member:
  • A.will comply with the instructions provided by the Medical Services Section.
  • B.will obtain the approval of the Medical Services Section before wearing special apparel or equipment for medical reasons while on duty. The apparel or equipment must be prescribed, in writing, by the member’s treating physician.
  • C.who is scheduled to appear in court, grand jury proceeding, or other governmental hearing and is unable to do so because of an injury or illness will:
    • 1.when feasible, notify a supervisor in the district/unit of assignment as soon the member becomes aware of the inability to appear, or
    • 2.when not feasible, notify a supervisor in the district/unit of assignment at least one hour before the scheduled appearance, to allow for the notification of another member to appear.
      NOTE:
      An officer on the medical roll will be granted overtime for an appearance in court or other governmental hearing only when the appearance exceeds eight (8) hours.
  • D.wishing to leave the state while on the medical roll will submit a To-From-Subject report to the Medical Administrator. A member will not leave the state without the written approval of the Medical Administrator. A member requesting permission to leave the state for a period greater than fifteen (15) days must also obtain the written approval of the Deputy Superintendent, Bureau of Administrative Services.
  • E.will prepare and submit a Notification of Legal Action to Recover Damages (CPD-62.388) to the Medical Services Section upon request or within 72 hours of:
    • 1.taking legal action to recover damages.
    • 2.negotiating for a settlement of a damage claim.
    • 3.being contacted by an insurance company or any other interested party.
  • F.will reimburse the City for medical expenses paid upon receiving a cash settlement from a responsible third party for an injury sustained.
X.Supervisor's Responsibilities and Procedures
  • A.When notified of a member’s injury on duty, a supervisor will:
    • 1.ensure that the injured member receives emergency first aid, when necessary.
    • 2.for a detailed member, notify the member’s district/unit of assignment by telephone.
    • 3.prepare an Injury on Duty Report using the automated application even if the member does not receive medical treatment.
  • B.A supervisor preparing an Injury on Duty Report will:
    • 1.complete an Injury on Duty Report using the automated application.
    • 2.investigate conditions under which the injury occurred including careful inspection of:
      • a.the site of the incident, and
      • b.any mechanical device which contributed to the injury.
        NOTE:
        The assigned supervisor will request photographs of scene or device, if necessary.
    • 3.clearly and carefully explain the result of the investigation.
    • 4.obtain a description of the injury from the treating physician if medical attention was required or fully describe the injury.
    • 5.describe in detail how, when, and where the injury occurred.
    • 6.indicate if the injured member remained on duty after the incident.
    • 7.include all report numbers (i.e., Record Division, Central Booking, Complaint Log, etc.).
    • 8.obtain written statements and signatures of any witnesses to the incident.
    • 9.obtain a copy of the hospital emergency room report, when available.
    • 10.verify that they have investigated the incident and that all facts and circumstances are accurate and true to the best of their knowledge and belief by submitting the Injury on Duty Report using the automated application.
    • 11.scan any supplemental reports (e.g., Arrest Report, case report, witness statement, hospital emergency room report) and any other pertinent documents and send the documents via an email attachment to iod@chicagopolice.org.
    • 12.provide the injured member with a printed copy of the Injury on Duty Report.
    • 13.forward a printed copy of the completed Injury on Duty Report, accompanied by all supporting documentation and reports, to the commanding officer of the injured member’s district/unit of assignment or detail.
    • 14.if necessary, respond to follow-up telephone calls from the Committee on Finance Case Manager regarding the specifics of the reported injury on duty.
  • C.A supervisor receiving a report of a medical absence due to an injury on duty or recurrence of a previously reported injury on duty will complete a Medical Absence Report via the CLEAR Automated Medical Application.
  • D.The watch commander will ensure that:
    • 1.Medical Absence Reports are approved and submitted via the CLEAR Automated Medical Application.
    • 2.proper notifications are made when the sick or injured member is unable to appear in court or other assignment/detail.
  • E.A district/unit commanding officer will:
    • 1.ensure that there are no discrepancies between the Injury on Duty Report and the supporting documentation.
    • 2.be responsible for forwarding any additional reports required by the Medical Services Section.
Jody P. Weis
Superintendent of Police
08-202 SEP
GLOSSARY TERMS:
1. -
A member recuperating from an injury or illness that may be remedied by short term rest and/or medication will remain in his or her residence. The member may leave his or her residence for a reasonable period of time to acquire medical services or products, obtain food, vote, attend religious services or attend to an emergency situation. When leaving his or her residence, the member is required to notify an on-duty supervisor in his or her unit of assignment or detail and provide them with the information required to complete the Sickness Report/Absence from Home Log (CPD-62.409). In the event the unit of assignment or detail is not staffed at the time of the required notification, the notification will be made to the Crime Prevention and Information Center (CPIC).
2. -
A member who is recuperating in a hospital as the result of their illness/injuries.
3. -
Allows a member who is recuperatinglness or injury to leave their residence without notifying their unit of assignment or detail. A member assigned to this category will be given appointment dates for review of their illness or injury.
4. -
A finding by the Medical Section that use of the medical roll is appropriate as a result of an illness/injury and the member is in compliance with applicable rules and directions.