How to manage recurring sickness absence
Katya Halsall , 06 Jan 2014
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The annual cost of sickness absence has climbed to almost £29 billion for UK organisations, according to a study published recently by the CIPD. Vocational rehabilitation consultant Katya Halsall offers advice on how to manage this costly problem
As a vocational rehabilitation consultant with more than 10 years of experience, I am often asked by HR practitioners and line managers to provide advice and guidance on managing sickness absence. It seems that one of the most common problems is recurring sickness absence.
Those in charge of managing workplace absence frequently tell me about a dilemma they are facing. On the one hand, they do not wish to appear 'too pushy', pressurising the absent individual to return to work too soon. This often results in an unnecessary dramatic increase of the length of the sickness absence, as well as in recurring absences.
On the other hand, HR practitioners and line managers may be sceptical about the reasons for absence or possibly too eager to engage the individual in the return to work process. As a result, the absent employee may feel no one cares, taking even more time off work as sick leave, or they may feel pressurised while genuinely unable to return to work, and their working relationship with their employer may crumble.
What is the answer?
For me, there are some fundamental things HR practitioners and line managers should demonstrate to ensure they are fair and consistent when it comes to managing sickness absence, particularly recurring sickness absence.
In the first instance, a robust sickness absence management policy needs to be in place. This includes absence reporting and recording procedures, applied equally to all staff. You cannot manage sickness absence if you do not record it.
The frequency and methods of contact between the absent employee and their employer should be agreed between all parties. The employer needs to propose regular reviews to discuss the individual's progress, problems and their return to work plans.
If there is a concern about the length or frequency of the individual's absences from work, there is a possibility that there may be an underlying medical condition, and the employer may wish to engage the employee's treating practitioners or arrange an independent medical assessment.
Return to work interviews
Return to work interviews should be used when managing sickness absence. Some of the topics to discuss with the individual concerned during the interview are:
• Any medication taken or are there any side effects of the medication that might affect the individual's ability to work.
• Whether the individual's treating practitioners have approved their return to work and made any recommendations regarding workplace support required.
• To enquire the employee, what help they may benefit from.
• Any concerns about outstanding workplace issues, such as problems with workplace relationships, outstanding grievances, complaints, etc.
Recurring absences
If sickness absence is recurring, consider if there is a particular pattern or underlying issues:
• Consult the company's alcohol and drug use policy, if required.
• Consider if the individual may have an underlying medical condition that may be causing them to take time off work repeatedly.
• Initiate an open discussion with the individual concerned, enquiring about problems and offering support.
• Suggest requesting their treating practitioners' opinion, if you have concerns about the employee's wellbeing, health or the duration of their sickness absence.
Support mechanisms
Exploring what sort of workplace support may be appropriate includes the following:
• Considering what sort of workplace adaptations may be required, to suit the individual's limitations.
• Offering a phased return to work plan, based on the individual's reported capabilities and limitations.
• Considering amending the individual's duties whilst on a phased return to work
• Identifying an alternative suitable role, if required.
• Arranging regular one-to-one reviews, to discuss progress, support and any problems.
My advice to HR practitioners and line managers is not to be afraid of honest discussions with the absent employees, particularly when sickness absence is recurring.
These discussions help to identify return to work barriers and underlying issues, initiating open conversations about any problems and support required. They also help to outline the expectations of all parties involved.
The open discussions encourage employees to voice their concerns and request help. From the employer's point of view, these discussions help to effectively manage and monitor sickness absence, particularly in most complex cases such as recurring absences. It also helps to ensure that the sickness management process is structured, consistent, clear and fair.
Katya Halsall is a vocational rehabilitation consultant at Unum
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Recurring sickness absence
Peter Marno 06 Jan 2014
This article appears to make managing recurring sickness absence quite a complex duty for managers - well, it can be, in much the same way IT systems can have complex problems as well as 'easy to sort' problems! The key, as is stated, is to have a good, robust and dedicated reporting and early decision making process that informs managers when time barriers are reached. Such a system will only work, however, if the employer has identified the necessary 'health management tools' to deal with the issues in much the same way as IT systems will need expertise to deal with adverse issues. These 'tools' will be recorded in the employer's policies and procedures and will include some of the items mentioned such as return to work interviews. They might also include occupational health, case management, insurance, sick pay schemes, counselling programmes etc. as well as having an open attitude to managing ill-health - after all we are all 'second hand goods'!
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Record before you manage
Richard Chandler 06 Jan 2014
For many organisations it would seem that the consistent recording of sickness absence is as much of a challenge of actually managing / reducing absence. With recurring sickness absence, the organisation must have in place robust, easy to use policies and procedures that ensure that all absence is recorded. That none slips under the radar, and that all employees are treated the same. Consistent absence recording will allow the organisation to clearly see trends, be that at any level of the organisation, location, site, departmental. Of course, with all of the data to hand the line manager must then be prepared to have 'difficult' conversations with the employee from time to time, this is for many organisation is another challenge! Early intervention to OH can really help minimise the endless cycle that can be part of recurring sickness absence. Refer earlier and all benefit. Have a very happy, healthy 2014. Regards Richard
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Doesn't do what it says on the tin
Mark Gill 10 Jan 2014
The advice given is well and good, but it doesn't actually address the common problem of managers feeling unable to do anything about a staff member having a lot of repeated absence.
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ill-treatment by employer
ANNA KELLY 13 Mar 2014
Great article and should be practised by HR departments. I know a case whereby the employee had an excellent attendance record. Took sick leave and on the third day salary was suspended. No contact was made to the genuinely sick employee. Sick certificates not forwarded to pay roll on time. The sick employee never returned to the workplace. HR refused to discuss the matter and allowed false information to be entered on the employee's personal records. Employer was RBS !!
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Good basics, but doesn't cover the difficult areas
Victoria Anderson 08 Jan 2015
I agree with Mark, the article tells you all the need to know basics of managing sickness which to be honest most HR people know, however it doesn't address issues outside of these, for example when the employee refuses to make contact and attend meetings, at the advice from their doctor and then union.