Chicago Police DepartmentEmployee Resource E03-01-04
Civilian Injured on Duty Status
Issue Date:18 March 1998Effective Date:01 April 1998
Rescinds:G98-02-04
Index Category:Medical, Health, and Wellness
I.Purpose
This directive outlines Department policy and defines procedures for a civilian Department member to be classified as injured on duty.
II.Preparation of an Injury on Duty Report
A City of Chicago Report of Occupational Injury or Illness (City of Chicago DPGS 1460-1) will be prepared when the injury occurs in the course of employment:
  • A.during assigned duty hours, or
  • B.during authorized overtime hours, and
  • C.the member was performing regular duties expected of his position, and
  • D.the injury/illness did not occur during the member's break or lunch time periods.
III.Reporting an Injury on Duty
An injured civilian Department member will:
  • A.notify his supervisor as soon as possible after sustaining an injury or, if his supervisor is not available, another supervisor within his unit of assignment.
  • B.request that the supervisor prepare a City of Chicago Report of Occupational Injury or Illness, even if medical treatment is not required.
  • C.identify witnesses for the investigating supervisor whenever possible.
  • D.if able, sign the City of Chicago Report of Occupational Injury or Illness.
IV.Treatment for an Injury on Duty
Civilian members injured on duty will:
  • A.obtain treatment in all situations requiring emergency medical care at the nearest hospital approved by the Illinois Department of Public Health to provide comprehensive emergency room service.
    NOTE:
    An employee obtaining emergency medical treatment at an approved hospital will report as soon as possible to Mercy Works for appropriate follow-up care.
  • B.report directly to Mercy Works for treatment of less serious injuries not requiring emergency medical care after obtaining a Mercy Works Treatment Authorization (blue card) from his supervisor.
  • C.report to Mercy Works for follow-up treatment as directed. The injured member will forward (within three days) each Work Status Discharge Sheet received from Mercy Works to his watch commander/supervisor.
V.Placement on Occupational Injury/Illness on Duty Status
  • A.A member excused before the end of his tour of duty by a supervisor due to an occupational injury/illness on duty will not be placed on the occupational injury/illness status for that day.
  • B.A member who is unable to report for duty on his next scheduled work day due to a reported occupational injury/illness will notify a supervisor in his unit of assignment or detail at least one hour prior to his 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 a specific reason for the absence and any other information requested by the supervisor.
  • C.A member placed in occupational injury/illness on duty status will not be allowed to use accumulated sick leave in lieu of injury on duty status.
    NOTE:
    A member who uses accumulated sick leave days in lieu of injury on duty status violates Department policy and could place his Worker's Compensation Benefits in jeopardy of forfeiture.
VI.Release from Occupational Injury/Illness on Duty Status and Retrun to Duty
  • A.A civilian member will report to Mercy Works, obtain a Work Status Discharge Sheet, and return to duty.
  • B.A civilian member released by Mercy Works will report and submit the Work Status Discharge Sheet to:
    • 1.the watch commander/supervisor in the unit of assignment when:
      • a.not more than five consecutive calendar days have passed since being placed in an occupational injury/illness duty status, and
      • b.the Work Status Discharge Sheet does not contain work restrictions.
    • 2.the Administrative Services Officer, Employment Section, Human Resources Division when:
      • a.more than five consecutive calendar days have passed since being placed in an occupational injury/illness duty status, or
      • b.the Work Status Discharge Sheet contains work restrictions.
VII.Injured Member's Responsibilities
A civilian member will:
  • A.be responsible for paying insurance premium co-payments as outlined in the City of Chicago Employee Benefit Handbook when off work and in an IOD payroll status.
  • B.report for duty on the date specified for release from occupational injury/illness status or on the member's next regularly scheduled tour of duty subject to provisions of Item V.
  • C.immediately notify the Administrative Services Officer, Employment Section, Human Resources Division for further instructions, if notified that an injury on duty claim is denied by the Committee on Finance.
  • D.complete a Notification of Legal Action to Recover Damages (CPD-62.388).
  • E.notify the City of Chicago, Corporation Counsel Law 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.reimburse the City for all medical expenses paid upon receiving a cash settlement from a responsible third party for an injury sustained.
VIII.Timekeeper's Responsibilities
The timekeeper will:
  • A.file the Supervisor's Report of Medical Absence (CPD-62.401).
  • B.attach a photocopy of the Mercy Works - Work Status Discharge Sheet to the injured member's Supervisor's Report of Medical Absence.
  • C.forward the Mercy Works - Work Status Discharge Sheet to the Human Resources Division, Records Section, Injury on Duty Desk.
  • D.notify the Finance Division when a civilian member is placed in a occupational injury/illness duty status.
IX.Supervisor's Responsibilities and Procedures
  • A.When notified of a member's occupational injury/illness on duty, a supervisor will:
    • 1.ensure the injured member receives medical treatment by:
      • a.arranging prompt emergency medical care in serious medical situation, or
      • b.providing transport (as necessary) to Mercy Works for less serious injuries not requiring emergency medical care.
    • 2.provide the member with a Mercy Works Treatment Authorization (blue card).
    • 3.notify the watch commander or for a detailed member, the member's district/unit of assignment.
    • 4.prepare the City of Chicago, Report of Occupational Injury or Illness even if the member does not receive medical treatment.
    • 5.complete the City of Chicago, Report of Occupational Injury or Illness in its entirety, paying special attention to:
      • a.all boxes on the upper left corner and entering the unit number in the box designated "Ward/District."
      • b.the boxed section of the upper right corner, entering only the member's Social Security number.
      • c.box nineteen (Lost Time Box). If marking yes, have the timekeeper of the injured member's unit of assignment or (if unavailable) another authorized member complete box twenty.
      • d.box twenty-seven (Notification to City Medical Provider), always check "NO" and enter the words "by report."
      • e.box thirty-two (First Person Notified Box), by entering the name, unit number, address and bell telephone number of the first person notified of the incident.
      • f.box thirty-five (Signature of Supervisor), by signing the report and placing an "X" on the line if further investigation is suggested.
    • 6.forward the completed City of Chicago, Report of Occupational Injury or Illness to the district/unit command staff officer to whom the injured member is normally assigned.
    • 7.complete a new City of Chicago, Report of Occupational Injury or Illness whenever a member reports a recurrence of a previously reported injury on duty.
  • B.A supervisor receiving a notification of a medical absence due to an occupational injury/illness on duty or recurrence of a previously reported injury on duty will:
    • 1.complete the Supervisor's Report of Medical Absence (CPD-62.401).
    • 2.state the reason for the absence, as injury on duty or recurrence of previously reported injury on duty in the box entitled "Nature of Sickness or Injury."
    • 3.forward the Supervisor's Report of Medical Absence to the district/unit watch commander for review and signature.
    • 4.submit a corrected Supervisor's Report of Medical Absence if an error was discovered in the original. The corrected report will be marked with the item that was in error circled in red.
    • 5.submit a To/From/Subject report requesting destruction of the Supervisor's Report of Medical Absence if it is discovered that the original report was submitted in error. This report will include the member's name, employee number, date of the original report and the reason for the error.
  • C.A watch commander/supervisor will:
    • 1.forward the Supervisor's Report of Medical Absence to the district/unit timekeeper.
    • 2.forward a Work Status Discharge Sheet to the district/unit timekeeper.
    • 3.ensure that the proper notifications are made when the sick or injured member is unable to appear in court or other assignment/detail.
    • 4.accept a Mercy Works - Work Status Discharge Sheet allowing a civilian member to return to duty when:
      • a.the member has not been on occupational injury/illness duty status for more than five consecutive calendar days, and
      • b.the Work Status Discharge Sheet does not contain work restrictions.
        NOTE:
        All other members must report to the Administrative Services Officer, Employment Section, Human Resources Division.
  • D.A district/unit command staff officer will:
    • 1.complete box 36 of the City of Chicago, Report of Occupational Injury or Illness indicating whether or not the investigation has established that the injury was sustained:
      • a.as described in the report, or
      • b.that he is unable to determine based on the available information that the injury was sustained.
    • 2.ensure that there are no discrepancies between the City of Chicago, Report of Occupational Injury or Illness and the supporting documentation.
    • 3.be responsible for any additional reports required.
    • 4.sign the City of Chicago, Report of Occupational Injury or Illness in the space marked "Commissioner's Signature."
    • 5.ensure the City of Chicago, Report of Occupational Injury or Illness is faxed to the Finance Division, Payroll Section.
    • 6.forward the first three pages of the City of Chicago, Report of Occupational Injury or Illness, to the Human Resources Division-Employment/Records Section injury on duty desk.
    • 7.retain the fourth page (goldenrod copy) of the City of Chicago, Report of Occupational Injury or Illness.
    • 8.ensure that each watch commander maintains a supply of Mercy Works Treatment Authorization cards (blue card).
Terry G. Hillard
Acting Superintendent of Police
94-109 MER(HEH)