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Independent Medical Evaluation (IlVIE) <br /> An employee may be required to complete a medical and/or psychological examination whenever the law permits or <br /> at any time that the City determines that there us a risk of incapacitation or injury to the employee, co-workers, or the <br /> public as a result of the individual's actions. The purpose of the examination is to determine the employee's physical <br /> ~ and/or mental capacity to perform assigned duties. " <br /> ~ ~ <br /> Independent medical examinations are used only as a last resort when other avenues such as performance management <br /> ' and voluntary EAP referral have been explored. In such an extreme situation where the use of an ]ME is considered, <br /> the supervisor must first confer with HRRS before taking action. <br /> When a reasonable basis for the 1ME has been established, the City may place an employee on administrative leave <br /> ~ with m tbe outcome of the evaluation. The City will beaz the cost of the initial evaluation. <br /> ley Imo' g <br /> <br /> i If an employee is found to be unfit for assigned duties, tbe City may make reasonable accommodations to provide <br /> modified duty assignments. Modified duty may be available when tbe prognosis for return to full duty or another <br /> suitable and available job is predicted within a reasonable time frame by the treating medical provider. <br /> Medical and/or psychological records generated as a result of the lME are confidential and will be handled in <br /> accordance with all applicable state and federal laws. Records will be maintained in a secured, confidential file <br /> separate from the individual's personnel file. Access will be under the control of the Human Resource and Risk <br /> Services Director in the Htunan Resource and Risk Services office. <br /> Procedures <br /> Documentation <br /> Independent medical evaluations are rarely used and often controversial, therefore, a supervisor who requires an <br /> e to ee to tom et <br /> I e an IIvIE must su <br /> mP y p pport his/her decision with careful documentation. All observable behaviors <br /> that lead the supervisor to believe that an individual may be incapable of safely performing his/her job duties, must be <br /> fully documented prior to requiring an IME. The documented behaviors must objectively relate to the individual's <br /> assi 'ob dut' <br /> geed ~ ies. Documentation should be detailed, dated and si b the em to ee s su is t <br /> , gned y p y perv or. I should <br /> also include names and signatures of any witnesses to the specific behaviors descn`bed. Contact HRRS (Human <br /> Resource Director, Employee Relations Director or the Risk and Benefits Manager) to review the documentation and <br /> to discuss the process of intervention with the employee. <br /> Setting the Appointment <br /> Contact HRRS to set the appointment for the lME with the Occupational Medicine Section of the Eugene Clinic. <br /> Inform the employee of the appointment date, tune, anti location. The HRRS contact person will need a copy of all of <br /> your documentation relating to the request of the IME. All documentation, a list of specific questions regarding the <br /> employee's fitness for work, and a current job description will be forwanled to the IME physician prior to the <br /> employee's appointment. <br /> Intervention - <br /> Make an appointment with the employee to discuss the documented, observed behaviors, anti to inform himlher that <br /> you will be contacting the City Physician to set up an IME. This should be a formal meeting, not a hallway <br /> conversation. During the meeting, no statements should be made by the supervisor regazding the cause or diagnosis <br /> Supervisor's Guide January. jy~ <br /> Employee Relations Page 30 <br /> <br />