Procedure
Technical aids make it possible to adapt the workplace and working environment to individual limitations. They are also used for early prevention, for example if there is a risk of disability due to a prolonged illness. The following is an ideal-typical sequence of a disability-appropriate work organisation with technical aids.
Procedure for disability-friendly work organisation with techical aids
Procedure for disability-friendly work organisation with techical aids
The process in steps
1. Determine requirements
Various signs may indicate that employees are physically or mentally impaired. This may result in necessary adjustments to the work.
Indications of a need for action
For example:
- Accident or illness diagnosis
- Findings as part of a rehabilitation programme
- More frequent absences
- Declining productivity or motivation
- Information in the appraisal interview
- Results from the risk assessment
- Findings in the context of company integration management
Employees may not recognise health impairments themselves or conceal them for fear of negative consequences. If reduced performance or unusual behaviour is observed, the direct manager should seek a discussion and signal support in order to avoid a deterioration in health and higher follow-up costs.
Depending on the size and type of company, there are also other company stakeholders who can recognise a need for support.
Who can recognise a need for support?
For example:
- Direct manager
- Representative body for severely disabled employees
- Staff or works council
- Inclusion officer of the employer
- Occupational safety specialists
- Company doctors
- BEM officers
- Company ergonomics officers
- Disability management
A trusting and open working atmosphere is crucial for addressing problems and initiating supportive measures.
2. Use external advice
Employers are often unsettled when they are confronted with a health problem of one of their employees. It is advisable to seek advice from external experts, such as technical counselling services or specialist integration services. Small and medium-sized companies in particular can benefit from this.
3. Check workplace and assess risks
In order to identify suitable support measures, it is necessary to compare the job-related requirements with the individual's abilities.
An on-site workplace inspection is crucial and should be carried out with the involvement of the person concerned and key stakeholders such as line managers and the technical advisory service.
In addition, profiling methods are available to determine whether the employee's skills and knowledge are suitable for the workplace. These include standardised tests and profile comparison procedures such as IMBA or MELBA.
Assessing risks (risk assessment)
Under the Occupational Health and Safety Act, companies are obliged to assess the working conditions and hazards of all employees and to derive, implement and possibly adapt the necessary protective measures. This applies in particular to vulnerable employees, such as people with disabilities. For example, specific risks, such as the danger of driving a forklift truck for employees with epilepsy, can be identified.
4. Plan and test measures
A systematic approach based on the REHADAT-tops principle has proven its worth for disability-friendly work organisation.
REHADAT-tops
- technical
- organisational
- person-centred
- socially centred
It makes sense to start with technical measures, as the aids used can also have an impact on the organisation and the qualifications required for this. All solution approaches are accompanied from the outset by social measures designed to contribute to a supportive, open and communicative team and working atmosphere.
When inspecting and testing the workplace, it often becomes apparent that simple adjustments (e.g. rearranging the furniture) and organisational measures (e.g. flexible working hours) are already sufficient to effectively support employees with health impairments. For more extensive technical design measures, it is possible to trial aids and technical work aids before they are purchased. Some vocational training centres offer this service, as do the manufacturers or distributors of the products on request.
5. Submit funding application
As soon as it has been determined which technical aids are to be ordered or which construction measures are to be carried out, employees or employers can apply for funding before the purchase or the start of construction. Application forms are provided by the rehabilitation organisations and integration/inclusion offices.
What documents are required for the funding application?
The documents to be enclosed may vary depending on the federal state or service provider.
- Medical certificate or discharge report from the rehabilitation clinic on the nature and extent of the disability
- Details of the doctors providing treatment
- Expert opinion
- Proof of recognised severe disability or equal status
- Personal details as well as educational and professional background
- Job or activity description showing the professional relevance of the disability
- Copy of the employment contract
- Cost estimates for planned measures (for technical aids, structural alterations); the number may vary from region to region
- Proof of social insurance, health insurance card
- Notification from the relevant employers' liability insurance association
- Declaration of non-disclosure from the doctor, the medical service or the employers' liability insurance association
6. Implement and monitor measures
The process is not yet complete once the workplace or working environment has been adapted to meet the needs of the employee. All those involved in the work organisation, in particular the employee concerned and the immediate manager, should check whether the adjustments are effective and do not entail any further health risks. This also applies to immediate colleagues.
Further optimisation steps such as software updates, technical upgrades or training in the use of technical aids may then be necessary.
With good and forward-looking planning, positive effects on the performance of employees can be expected.