How to Manage Employee Absences Due to Illness: Best Practices from The HR Company.

The starting point is to ensure that your sickness policy is up to date and all employees are aware of the same. The sickness policy will be detailed in both the contract of employment and the employee handbook. It will include details on:

· Whether there is a sick pay scheme;

· The notification and certification requirements when an employee is out sick, and;

· The option of sending the employee to a doctor nominated by the Company.

A clear and concise policy will enable Management to deal with absenteeism much more effectively as all parties concerned are clear on their obligations.

Dealing with Sickness

When dealing with sickness absences, it is important to note that not all illness absences can be treated the same and depending on the circumstances, this will usually dictate how the Company will manage such absences. It is essential to establish the following:

  •  Whether the sickness has been brought on by work or otherwise.

  •  The second area the Employer will need to establish is whether the absence will be long-term or short-term, and the nature of the Illness.

  • In some cases, the Employer can look to gain further clarity through occupational health support. The most important aspect of using a nominated doctor is to inform the provider of the background and what you as the Employer need to gain clarity on. Besides, it can be beneficial to have specific questions modified to the individual’s circumstances to make the most out of the Company Doctor appointment.

Most employee’s sickness absence will be genuine, however, there are occasions when the employee will pull a “sickie”. In these circumstances, the Company will need to rely on their absence reporting policy and after that, and if necessary, the disciplinary procedure.

Consider Disability

If the Company opts in favour of taking disciplinary action, it is critical that you consider the likelihood of the employee taking a disability claim with the WRC. It is essential for the business to consider if the employee’s absence is due to an underlying condition that could amount to a potential disability claim.

On some occasions, it may be necessary to temporarily change the employees’ duties upon request from their Doctor or a Company Doctor. For example, this is a common recommendation from Doctors where the employee’s daily duties include hard labour, and lighter duties for a period would support the employee’s recovery. There is no legal obligation on the Employer to provide alternative light work. However, it is important that the Company makes a reasonable effort to facilitate the same to get the employee back to the workplace. This is considered good practice, and in the event of a potential disability claim, it will help in the prevention of the same.

Dealing with a long-term sickness

To comply with Employment legislation, Employers should ensure they take the following steps:

  • Seek to properly ascertain the nature, extent and likely duration of the employee’s illness and incapacity

  • Medical evidence should be obtained prior to making any decision through an assessment by a doctor / occupational health specialist nominated by the Company

  • Make every effort to establish how the Company can accommodate the employee’s return to work phased return to work.

  • Consider all alternatives to any other duties that the employee can be assigned on a temporary basis.

  • The employee should be aware of their sick entitlement and be fully involved in all the processes the Company my take.

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