Long Term Absence

To handle long-term absence appropriately, a balance needs to be struck between meeting the needs of the business and dealing sensitively with the employee and their particular circumstances.

It is important to be sympathetic and understanding as the employee may already be concerned about their absence

Regular contact with the employee on a long-term absence is vital. It provides managers with an opportunity to review the nature and progress of the illness and recovery and provide appropriate support. Regular contact will depend on the circumstances but will normally involve a phone call or a meeting with the employee and a member of the HR team. In some cases a referral to Medigold for a medical report will be necessary.

When an employee has been absent for 10 days or more, it is classed as a long term absence and is reviewed accordingly. A member of the HR team will make contact with the employee, via letter asking them to call the manager to give an update on their absence. Manager is informed via email that the letter has been issued.

When employee makes contact remember the following:

• Be understanding and do not make a judgement on the medical condition…you are not a doctor.
• Try to evaluate how the symptoms of the employee render them unfit to do the job
• If you believe there are other duties they could carry out, suggest that the employee comes in to discuss
• Discuss a return to work date if feasible.
• If absence is linked to mental health (depression, stress, anxiety), ask them to explain what treatment they are having and do they need support from us.
• If a Fit note has not been submitted, ask employee to do so
• End the conversation on a positive and supportive note

HR will fully support the manager dealing with a long term absence so please keep them informed of any developments and send copies of any notes taken.