Procedure
Technical aids make it possible to adapt the workplace and working environment to individual adaptations. They also serve as early prevention, for example if there is a risk of disability due to a prolonged illness.
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Procedure for the provision of job-related aids
Procedure for the provision of job-related aids
The following is a typical sequence of a work design measure from the determination of requirements to the final follow-up check.
The process in steps
Various signs may indicate that employees are physically or mentally impaired and that their work should be adapted to their needs:
- Accident or illness diagnosis
- Findings as part of a rehabilitation measure
- More frequent absences
- Declining productivity or motivation
- Information in the employee appraisal
- Results from the risk assessment
- Findings in the context of company integration management
Employees may not be aware of their health impairments themselves or may conceal them for fear of negative consequences. If reduced performance or unusual behavior 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, other company agents may also be able to recognize whether support is needed. These include, among others
- Representative body for severely disabled employees
- Staff or works council
- Inclusion officer of the employer
- Occupational safety specialists
- Company doctors
- Disability management
A trusting and open working atmosphere is crucial for addressing problems and initiating supportive measures.
Employers are often unsettled when they are confronted with a health problem of one of their employees. Advice from external experts, such as technical advisory services or specialist integration services, is recommended. Small and medium-sized companies in particular can benefit from this.
Consulting
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 participation of the people concerned and key agents such as supervisors 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 standardized tests and profile comparison procedures such as IMBA, MELBA or ERGOS.
When inspecting and testing the workplace, it often turns out that simple adaptations (e.g. rearranging the furniture) and organizational measures (e.g. flexible working hours) are already satisfactory to effectively support employees with health impairments.
For more extensive technical design measures, it is possible to test assistive products 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.
As soon as it has been determined which technical aids are to be ordered or which construction measures are to be carried out, the employees or employers must submit an application for funding before the purchase or start of construction and wait for approval.
The rehabilitation providers and integration/inclusion offices provide application forms for funding.
What is included in the funding application?
The underlays to be attached 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 recognized severe disability or equal status
- Information about the people and their educational and job history
- 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 release from confidentiality from the doctor, the medical service or the employers' liability insurance association
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More about expiry and deadlines
to the application and opposition page > Application proceedings -
Application package for benefits for participation in working life
Pension insurance sample forms -
Application forms for accompanying assistance in working life
Sample forms of the Hesse Integration Office
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 design, in particular the employee concerned and the direct manager, must check whether the adaptations are effective and do not entail any further health risks. This also applies to direct colleagues.
After the evaluation, further optimization steps may be necessary, such as software updates, technical retrofits or training in the use of technical assistive products.
With good and forward-looking planning, positive effects on employee performance can be expected.