Sickness absence Management

Most people will experience some sickness in the course of their employment and every organization will have a different view of what it considers to be acceptable and unacceptable levels of attendance.

Sickness absence will negatively affect your organization whether you are small or large organisation.

People are usually absent for one of three reasons: – Short-term and long-term sickness, e.g. colds, stomach problems or sickness due to a complicated medical problem.

Unauthorised absences, such as bogus sick days, persistent lateness.
Authorised absence, such as holidays, hospital appointments, and compassionate leave which will be related to HR.

Short-term sickness absence is often characterised by periods of absence which are short enough to be uncertified. Every organisation has a different definition as to what constitutes frequent short-term absence. Often there are trigger points, such as:

One to five days in length, with an identifiable pattern which gives the manager cause for concern, e.g. frequent absences on the same day of the week, before/after Bank Holidays, during school holidays, etc.
Three or more episodes in a rolling six-month period.

Continuous sickness absence of more than four weeks or recurrent short-term absences related to one condition will be regarded as long term sickness absence.

COST IMPLICATIONS OF ABSENCE

Costs to the organization may include:

Having to pay the employee whilst absent.
Paying for temporary staff or paying overtime to remaining staff.
Possibility of future litigation costs if the staff member is not supported whilst absent.
Increased insurance premiums.
Extra cost for bought-in healthcare schemes or rehabilitation services and reasonable adjustments.

Costs to the individual may include:

Possible loss of earnings which could lead to their experiencing a debt crisis, loss of assets, etc.
Impact on pension.
Costs for adjustments at home.
Utilizing private rehabilitation services such as physiotherapy rather than waiting for Public services should they wish to return to work more quickly.
Increased insurance costs if they have health-care insurance.

Sickness Absence is the role of the employee; managers; the human resources department; and occupational health and other professionals such as the onsite physician.

The main role of the onsite physician in the management of sickness and absence is to liaise with the employer in an attempt to ensure the employee remains in work or returns to work when they are fit to do so, and to suggest ways of helping an employee get back to work. Physician now issue a medical statement which focuses on what an employee is able to do at work, rather than what they are not able to do.

An important part of managing sickness absence is the quality of the communication between the GP and the employer. A physician can provide advice that may enable the employee to remain in work or return to work. If Physicians are aware of what is available in the workplace they are less likely to sign an employee off as ‘not fit for work’ and more likely to say that they are fit for work if relevant adjustments or support are available in the workplace. Open and honest relationships between all parties will enable arrangements to be made that will benefit both the employer and the employee.

The benefits to the employer would be a reduction in associated sickness absence costs and the retention of their skilled workers.

For the employee it will mean they are less likely to lose pay, will have a supportive environment in which to recover, and will be less likely to end up on long-term sickness absence which can lead to unemployment, social isolation, de-skilling and long-term mental health problems.

The Statement of Fitness for work will be given by physician.

The Fit note will be

Not fit for work – the doctor’s assessment of the employee is that they have a health condition that prevents them from working for the stated period of time. (This is similar to the old system where the doctor advised the employee to “refrain from work”).

May be fit for work taking account of the following advice – the doctor’s assessment of the employee is that their condition does not necessarily stop them from returning to work. There are four examples on the Fit Note of possible ways that an employee can be supported back to work: – A phased return to work. – Altered hours. – Amended duties. – Workplace adaptations. The doctor may add further comments regarding these options, e.g. suggesting no night duties or minimal driving. In addition, the doctor may comment on the functional effects of the illness, e.g. that the condition might cause dizziness which may be a problem if the worker needs to climb ladders.