When an employee needs to step away from work due to illness or injury, managing a disability claim can feel unfamiliar and overwhelming.  There are forms to complete, timelines to follow, and sensitive conversations to navigate – all while trying to do the right thing for your employee and your organization. 

The good news? You don't have to figure it out alone. As your disability management partner, DMI helps simplify the disability claims process, offering guidance at every step so claims feel more manageable and less stressful for everyone involved.  

Below are practical, easy-to-follow tips to help employers confidently support employees through a disability claim – from preparation to return-to-work planning.  

1. Know your disability benefits before a claim occurs 

When a disability claim begins, uncertainty can create stress for both employers and employees. Having a basic understanding of your disability benefits ahead of time allows you to provide clarity and reassurance when it matters most.  

We understand that disability claims may arise infrequently and may not be top of mind in your day-to-day work. However, knowing what information is required, who to contact, and when forms need to be submitted can make a significant difference in avoiding delays.  

Pro Tip: Don't wait until a claim occurs to familiarize yourself with your claims process. Understanding submission timelines, required documentation, and key contacts can prevent unnecessary delays. Claims submitted more than 30 days after the employee's absence may be considered late, which could result in penalties or disruption to benefits.  

DMI is here to help you prepare. Take the next step – we're happy to walk you through the process in advance so you're never caught off guard.  

2. Gather complete and accurate information 

One of the most common reasons disability claims are delayed is missing or incorrect information. Before submitting a claim, take time to confirm employment details, salary information, and job descriptions are accurate and complete.  

It's also helpful to assign one main point of contact – often someone in HR or management – to coordinate communication and ensure consistency.  

Pro Tip: Keep all claim-related documents organized and secure so you can respond quickly to insurer requests. If you're unsure how to answer a question, write it down and discuss it with your DMI Case Manager. They understand your plan and are there to guide you through the process.  

3. Respect privacy and handle conversations with care 

Disability claims involve personal health information, and privacy is essential. Under Canadian privacy laws, employees are not required to share medical details with their employer. For this reason, insurers also cannot disclose specific medical information to you.  

Instead, discussions will focus on non-sensitive topics such as claim status, benefit duration, and any work-related restrictions or limitations.  

Pro Tip: Ensure managers are trained on confidentiality protocols and understand their role in protecting employee privacy. Knowing what can and cannot be shared helps protect both the employee and your organization.  

4. Stay connected and supportive 

Submitting a claim isn't the end of your role. Many employees value ongoing, respectful check-ins that show support without pressure. At the same time, insurers may request clarification or additional information along the way.  

Pro Tip: Document all communication and respond promptly to insurer requests. Clear records help avoid misunderstandings and keep the process moving smoothly.  

5. Prepare for a thoughtful return to work 

When an employee is medically ready, returning to work is often a gradual process. This may involve accommodations or modified duties to support a safe and sustainable transition.  

Your DMI Case Manager will guide discussions around return-to-work planning when appropriate, helping align medical recommendations with workplace capabilities.  

Pro Tip: Before a claim occurs, consider how your organization identifies and supports modified or accommodated duties. DMI can assist by sharing best practices and connecting you with helpful resources to support both your team and your employee.  

Supporting employees with confidence 

Navigating a disability claim doesn't have to be complicated. With clear communication, timely documentation, and a supportive approach, employers can ease what is often a challenging time for employees.  

With DMI as your partner, you'll have the guidance, expertise, and reassurance needed to manage disability claims with confidence – while strengthening your trust and care within your workplace.