This procedure is designed to assist an employee experiencing musculoskeletal discomfort at work, in order to prevent a disabling injury.
- STEP 1: Employee preventive actions
- STEP 2: Supervisor/Department preventive actions
- STEP 3: OHS assessment
- APPENDIX (Process Overview)
STEP 1: Employee preventive actions
Example: An employee reduced their discomfort by varying activities more frequently and making some ergonomic adjustments to a frequently used piece of equipment.
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Important: While undertaking and/or scheduling the steps below, the employee should keep their supervisor up to date on their progress. In addition, the employee should not delay proceeding to Step 2 if the discomfort:
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The employee may be able to address the concern on their own. Examples:
- consulting with a health care professional (HCP)
- improving their physical fitness (healthy eating, exercise, etc)
- reviewing ergonomics/MSD prevention information
- attending an ergonomics/MSD prevention workshop
Before discussing the concern with their supervisor or an HCP, the employee will find it helpful to review the Musculoskeletal Discomfort Description (PDF). This worksheet will help the employee prepare for a meeting/appointment, as it contains many of the questions likely to be asked by a supervisor or an HCP.
1.1. Computer Use
The Computer User MSD Prevention Checklist will help an employee address discomfort related to computer use.
STEP 2: Supervisor/Department preventive actions
Example: A supervisor provided an alternate tool to reduce the discomfort associated with a particular activity.
If the employee is not able to resolve the concern on their own, s/he should discuss the concern and possible corrective measures with their supervisor as soon as possible. Supervisors are encouraged to discuss the concern with their managers, if additional advice is required.
In addition to Occupational Health and Safety (OHS), other groups and individuals who are also available for consultation by all stakeholders throughout this process include:
- Employee Well-Being Office (EWO)
- Health and Safety Officers (HSOs)
- Joint Health and Safety Committee (JHSC) members & Health and Safety Representatives (HSRs)
2.1. Supervisor’s Accident Investigation Report (SAIR)
Assistance will be provided regardless of whether the discomfort is due to work-related or non-work-related causes.
However, if the employee believes that the discomfort is due to a work-related injury/illness (“injury”), they should make their supervisor aware of this belief, as a SAIR may need to be completed in addition to the steps outlined below.
If the employee is unsure of the cause of their discomfort, they may find it helpful to seek advice from a health care professional, before reporting it to their supervisor as a work-related injury.
After investigating, if the supervisor decides that the discomfort could be due to a work related injury, a SAIR should be completed. NOTE: a SAIR must be completed if the employee has sought healthcare or missed time from work for a work-related injury.
Questions about whether or not a SAIR should be completed can be addressed by EWO. More information about the SAIR is available on their website (under the WSIB heading):
2.2. Computer Use
The Computer Workstation Checklist is a resource for supervisors or area designates (e.g. HSOs) to identify and correct basic ergonomics problems for discomfort related to computer use.
2.3. Non-Computer Use
For discomfort that is NOT related to computer use, Responding to Reports of Musculoskeletal Discomfort is a resource for supervisors or area designates (e.g. HSOs) to generate ideas on how to prevent injury or to prevent aggravating a pre-existing condition.
2.4. Supervisor/Department follow up
If changes have been made to reduce the discomfort, follow up is important to see if the changes helped.
The supervisor (or other designated individual) should check in with the employee the day after changes were made.
Depending on the outcome of this initial follow up, daily or weekly follow ups should be scheduled until the concern is resolved.
The Ergonomics Change Evaluation (PDF) (DOC) can be used for this purpose.
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Proceed to Step 3 in the following situations:
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If a more in depth investigation is required, proceed as follows:
3.1. The worker, supervisor or HSO submits all the applicable worksheets mentioned previously to OHS. These worksheets are also available in Appendix 4 and 5.
3.2. OHS investigates with the employee and the supervisor or HSO and possible interventions are discussed.
3.3. If supervisor follow up is required (e.g. to order new equipment), OHS provides written recommendations to the supervisor, HSO and/or appropriate senior manager.
3.4. The employee completes an Ergonomics Change Evaluation (PDF) (DOC) . The worksheet is returned by the employee or their supervisor within a mutually agreed upon time period (usually 2 weeks).
3.5. If the Ergonomics Change Evaluation (PDF) (DOC) indicates that the problem has not been resolved, steps 3.2-3.5 are repeated. In addition, OHS will notify EWO to prepare for the possible need for a workplace accommodation. More information about accommodation is available on their website (under the “Return to Work and At Work Accommodation” heading):
APPENDIX (Overview of Musculoskeletal Discomfort Response Procedure)
A.1) Flowchart of process (PDF)
A.2) Ergonomics/MSD Prevention Information (from Step 1)
A.3) Workshop Schedule (from Step 1)
A.4) Computer-Related Resources/Worksheets/Checklists/Forms
DOC documents can be saved and completed electronically. Use PDFs for printing and handwritten responses. Using PDFs will be faster than using DOCs.
For the worker (from Step 1):
A.4.1) Musculoskeletal Discomfort Description (PDF)
A.4.2) Computer User MSD Prevention Checklist
For the supervisor/HSO (from Step 2):
A.4.3) Computer Workstation Checklist
For the worker after changes are made (from Step 2):
A.4.4) Ergonomics Change Evaluation (PDF) (DOC)
A.5) Non-Computer Resources/Worksheets/Checklists/Forms
For the worker (from Step 1):
A.5.1) Musculoskeletal Discomfort Description (PDF)
For the supervisor (from Step 2):
A.5.2) Responding to Reports of Musculoskeletal Discomfort
For the worker after changes are made (from Step 2):
A.5.3) Ergonomics Change Evaluation (PDF) (DOC) (same as Appendix 4)