Functional Workplace Assessments

An Occupational Therapy (OT) Functional Workplace Assessment evaluates an individual worker’s functional abilities in relation to the demands of their job or a specific job task. The assessment may focus on duties that are challenging for the worker or that may present an increased risk of injury or re-injury.

An assessment can be completed before or during a return-to-work program, when workplace accommodations are being considered, or when an underlying health condition or change in functional status raises concerns about the worker’s ability to safely perform specific job demands.

The assessment considers the worker’s functional abilities relative to their actual job demands. From a functional perspective, the Occupational Therapist assesses potential safety concerns, physical, psychological or cognitive barriers, and relevant ergonomic risk factors.

The goal is to support a safe and sustainable return to work and help the employer determine whether job modifications, workplace accommodations, equipment, supports or other strategies may be required.

The assessment is completed by a qualified healthcare professional, a Registered Occupational Therapist (OT).

Depending on the worker, job and reason for referral, the assessment may include:

• Review of the job description, Job Demands Analysis (JDA) and/or Physical Demands Analysis (PDA), if available 
• Review of relevant medical documentation, where available and applicable 
• Interview with the employer and supervisor to understand the job requirements and concerns 
• Interview with the worker to review relevant medical history, underlying health conditions, current medically advised restrictions or limitations, including information documented through a Functional Abilities Form (FAF), Functional Abilities Evaluation (FAE) or other available documentation 
• Discussion with the worker about concerns related to the physical work environment, equipment, tools and job tasks 
• Pain assessment and relevant questionnaires, where appropriate 
• Standardized functional testing, where appropriate, which may assess: 
  • Strength, including manual muscle testing, grip strength using a hand-held dynamometer and pinch strength 
  • Flexibility and range of motion 
  • Endurance, which may include a 6-Minute Walk Test 
  • Coordination 
• Cognitive screening, where appropriate 
• Observation of the worker performing essential job tasks, with observation of another worker in the same role for comparison where helpful 
• Assessment of ergonomic risk factors associated with lifting, carrying, pushing, pulling and reaching, which may include standardized tools such as the Rapid Upper Limb Assessment (RULA), Strain Index and NIOSH Lifting Equation 
• Observation and review of posture and body mechanics during manual handling tasks 
• Objective measurements using appropriate tools, such as force gauges, weight scales, measuring wheels, tape measures and stopwatches, to assess lifting, carrying, pushing, pulling and mobility requirements 
• A detailed report provided to the employer outlining clinical observations, assessment findings and recommendations, with photographs where appropriate 
• Recommendations for workplace accommodations or job modifications, where possible and practical 
• Follow-up assessment or education, where appropriate, to determine whether recommended accommodations or modifications are effective and whether the worker is functioning successfully in the role 

An OT Functional Workplace Assessment provides both quantitative and qualitative information to help determine, from a functional perspective:

• The worker’s ability to perform the essential tasks of the job 
• The supports, strategies, accommodations or equipment that may facilitate functional success 
• Whether changes to job tasks or the work environment may be required 
• Whether an alternative role may be more suitable when there has been a change in physical or cognitive status 

Based on the assessment findings, the Occupational Therapist may provide recommendations to:

• Facilitate a safe return to work 
• Support workplace accommodation planning 
• Guide injury-prevention strategies 
• Adjust specific job demands or tasks 
• Modify the design or layout of the workplace or work environment 
• Recommend appropriate accommodations, where necessary 
• Identify training or education needs, including whether additional instruction, supervision, body-mechanics education or safe manual-handling training may be beneficial 
• Identify when further clarification from a medical specialist may be required regarding the employee’s capacity to return to or perform their pre-injury position 

For an assessment involving an individual worker, informed consent is required before participation and before personal health information is collected from or shared with the employer.

The assessment evaluates the worker’s ability to perform job demands from a functional perspective. Diagnosis, prognosis and determination of medical causation are outside the scope of the assessment and are deferred to the appropriate medical specialist.