Independent Medical Examinations (IMEs): A Guide for Professionals Supporting Teams

Starting a new role in 2026 as a case manager, health and safety manager, or HR professional can be exciting - but supporting your team through workplace injuries, claims, and medical assessments can feel complex if you’re new to Independent Medical Examinations (IMEs).

IMEs are a key tool for leaders and managers responsible for the health, safety, and productivity of their teams. When used effectively, they provide objective insights that help you make informed decisions about workplace accommodations, return-to-work plans, and claim management, all while ensuring fairness and clarity for your employees.

What is an IME?

An Independent Medical Examination (IME) is an assessment conducted by a qualified, independent medical professional. Its purpose is to provide an unbiased evaluation of an employee’s medical condition, functional abilities, and prognosis.

For managers and HR professionals, IMEs help answer questions such as:

• What is the employee’s capacity to perform their role?
• Are workplace accommodations required?
• How long might recovery take?
• Are there any risks associated with returning to work?

IMEs provide information to guide team and organizational decisions, rather than treating the employee directly.

Why IMEs Matter for Teams

IMEs are valuable tools for anyone responsible for the wellbeing and productivity of their team:

• They ensure fair and objective assessment of workplace injuries or claims.
• They inform safe and sustainable return-to-work plans.
• They provide clarity for managers navigating complex cases, reducing uncertainty.
• They support evidence-based decisions in collaboration with legal or insurance teams.

Using IMEs effectively helps maintain trust with employees while balancing organizational responsibilities.

When to Consider an IME

You might consider requesting an IME when:

• There is uncertainty about an employee’s medical status or ability to perform their role.
• Treatment documentation is incomplete or unclear.
• Decisions about return-to-work plans, accommodations, or leave require an objective medical perspective.
• Evidence-based information is needed for insurance, legal, or compliance purposes.

Being proactive with IMEs ensures timely support for employees and smooth team management.

How to Request an IME

Here are steps for managers and HR professionals new to IMEs:

5. Identify the purpose: Understand why the IME is needed and what questions must be answered for your team.
   
   
6. Select the right expert: Choose a medical professional with experience relevant to the employee’s condition and role.
   
   
7. Provide complete information: Share medical records, job descriptions, and specific questions to guide the assessment.
   
   
8. Plan logistics: Confirm timelines, location, and any accommodations needed for the employee.
   
   
9. Communicate clearly: Explain the process and purpose to the employee to ensure transparency and understanding.

Using IME Reports to Support Your Team

• Plan safe and effective return-to-work programs.
  
  
• Implement accommodations that align with the employee’s functional capacity.
  
  
• Make informed decisions about leave, claims, or job modifications.
  
  
• Maintain open communication with employees while respecting privacy and confidentiality.
  
  

Remember, an IME report is a tool to guide decision-making - it complements, rather than replaces, your leadership judgment.

Tips for Managers and HR Professionals

• Start early: Schedule IMEs promptly to prevent delays in decision-making.
  
  
• Focus on the employee: Approach IMEs as a way to support your team’s recovery and safety.
  
  
• Document everything: Keep clear records of referrals, reports, and follow-ups.
  
  
• Collaborate: Work closely with occupational health, legal, and insurance teams to ensure consistency and compliance.
  
  

For those responsible for managing teams, understanding and using IMEs effectively is essential for ensuring employee safety, supporting recovery, and maintaining team productivity. By knowing when and how to use IMEs, you can make evidence-based decisions that balance organizational needs with employee wellbeing.

In 2026, starting your role with clarity about IMEs will help you manage workplace injuries and claims confidently, while fostering a supportive environment for your team.

Want to learn more about how IMEs can help you support your team? Follow SOMA on LinkedIn for practical guidance and insights for case managers, HR, and health and safety professionals.