Forms mentioned in this section can be found here: S:\Grace Eyre Shared Folder\FORMS – ONE FRONT DOOR\STAFF FORMS\Sickness Absence and Wellbeing
Following an employee’s absence, a return to work should be completed as soon as possible on their return. A copy of the completed form should be sent to Human Resources.
All absence should be recorded on Salesforce with as much detail as possible.
Where an employee is off across two or more months, a separate entry for each month should be made on Salesforce. Otherwise, a continuous absence should be one entry.
If the employee is off for more than 7 calendar days, the employee must provide a GP Certificate (Statement of Fitness to Work). A copy of this should be sent to Human Resources.
Where an employee reaches an absence review point, you should document this on the return to work. An absence review meeting should then be arranged in line with the policy.
Long term absence is an absence that lasts over 28 days. When you know an employee is going to be long term absent you should keep in regular informal contact as well as the formal meetings.
You should discuss with your staff member how often you will keep in contact (e.g. weekly/set a date) and how (e.g. emails/phone calls).
GP’s and other medical professionals may offer advice in in letters and or ‘fit notes’. Fit notes are advisory and we should also consider the information the employee is telling us.
Fit notes may contain recommendations or advice. We should consider if they are reasonable to make.
Employees can come back to work at any time, even if this is before their fit note expires. They do not need to go back to their healthcare professional first. We should consider complete a risk assessment if this happens.
Occupational health referrals can be used:
You can ask specific questions on the referral about any concerns you may have.
Occupational health will not be able to diagnose an employee. Occupational health referrals usually take around 1-2 weeks.
We have a referral form in the templates folder.
Medical reports can be requested from a GP or consultant and offered a more in depth view of an employees health and they may be able to offer a future prognosis. They can also offer advice about the type of support we can offer.
Medical reports can sometimes take a few months to receive.
Please discuss with Human Resources if you are unsure of which the best option. We always need employees’ consent to make a referral to either service.
Managers should check with employees whether or not there is anything in the workplace is causing or contributing to their health and absences. This should be done sympathetically. You should reassure the employee it is a genuine wish to provide support with a view to resolving the problem if the employee is experiencing problems at work.
Where a workplace problem is identified, steps should be taken to remove or reduce any factors that are causing the problem, if this is at all possible. A failure to take steps to support an employee who is known to be experiencing health problems as a result of factors in the workplace may have serious consequences. Grace Eyre could be held liable in law if the employee subsequently has a mental breakdown as a result.
If it is identified an employee is showing signs of stress/anxiety or depression or an employee asks for help, the following options should be explored:
