Sickness Absence Management and Promoting by liaoqinmei


									           Sickness Absence Management and Promoting
                    Good Health at Work Policy

Chris Born
Chief Executive

Date Approved: 17 July 2007
Review Date:   17 July 2010
Approved by: Human Resources Committee on behalf of the Board

Statement of Policy

North Somerset Primary Care Trust recognises that all our staff wish to enjoy and maintain good
health whilst at work and the PCT is committed to providing a healthy working environment through
its policies, systems and procedures.

The PCT also recognises that, on occasions, a member of staff may feel unwell or may suffer from
an ill-health condition which prevents them from being able to fulfil their full duties or come to work.
When this occurs, the PCT will offer support throughout any period of ill health, treating people
appropriately to the circumstances and with sensitivity and respect for the individual.

To protect and support all our workforce, the PCT will balance individual sickness absence with
minimal disruption to its services to patients through adopting a fair monitoring and review system
that will also contribute to sustaining a healthy workforce.

  Contents of this document

Section      Subject                                                             Page
1            What is sickness absence?                                           4
2            What are your responsibilities?                                     4
3            What is the role of my manager?                                     5
4            What is the role of my Human Resources department?                  5
5            What does the Occupational Health service do?                       6
6            Why might I be asked to attend the Occupational Health service?     6
7            What happens if I need to attend the Occupational Health service?   7
8            What is sickness monitoring?                                        7
9            What is a sickness review?                                          8
10           What is long term sickness and what happens to my job ?             9
11           What happens when I return to work?                                 9
12           What is a phased return to work or temporary rehabilitation         10
13           What happens if I cannot return to my job or work?                  10
14           What happens if I don‟t follow or if I abuse the procedure?         12
15           How will this policy be reviewed                                    12
Appendix 1   Contact with an Infectious Disease                                  13
Appendix 2   Industrial Injuries                                                 14
Appendix 3   The Disability Discrimination Act                                   15
Appendix 4   Sickness Reporting Procedure                                        16
Appendix 5   Sickness Absence Report                                             17

                           The Policy and Procedures
                            Definitions and responsibilities

1. What is Sickness Absence?

   Sickness Absence is a period of hours, day or days when you cannot attend your work
    because you are ill or you have been advised to remain away from work for health reasons
    by a medical practitioner.
   Your absence from work for reasons of ill-health should not be confused with other types of
    leave. If you need to be absent from work for reasons not related to your personal health,
    (for example; to care for your sick child or deal with a family crisis) you should discuss
    these reasons with your team leader, supervisor or line manager and use the most
    appropriate leave arrangement available within PCT policies.

2. What are your responsibilities relating to your health at work?

   You employment contract requires you to attend your place of work and perform the duties
    of your post unless you have a legitimate reason for absence, for example - sickness
    absence, parental leave, annual leave etc.

   Should you have a secondary job, you must refrain from work in the secondary role whilst
    reporting sick in your primary PCT role unless prior permission has been granted by your
    line manager in writing. Failure to do so is likely to result in a disciplinary investigation
    and/or a criminal investigation and could result in your dismissal.

   You should not attend work if you are unwell or unfit, if in so doing you would affect your
    health and the health of your colleagues and others with whom you come into contact in the
    course of your work.

   You should make sure you know who to contact in the event of your being unwell and being
    unable to attend for work. Your contact person will usually be your immediate line manager
    i.e. team leader, line manager or department manager, not a secretary.

   To protect yourself and your colleagues, you must immediately inform your contact person
    if you think your sickness absence is work related, for example as a result of an incident or
    accident at work or if you have come in to contact with an infectious disease.

   You must not undertake or partake in any activity that may hinder your recovery or delay
    your return to work.

   You must personally notify your contact person about your sickness absence and you must
    keep in touch with them on a regular basis throughout any period of ill-health. It is not
    acceptable to ask a third party to call in on your behalf unless circumstances prevent you
    from using a telephone eg you are hospitalised. Depending on the circumstances, you may
    be required to attend confidential meetings with PCT managers throughout your sickness

   To make sure the PCT can minimise disruption to services and support you in any period of
    ill health, you need to be aware of the details of this policy document and follow the
    procedures set down and any locally agreed sickness absence reporting arrangements
    within your department or service. Your locally agreed reporting arrangements are
    attached in Appendix 4 and where appropriate, displayed within your department.

   As part of these arrangements, upon your return to work after a period of sickness absence
    of any length you must complete a sickness absence report which is shown in appendix 5
    of this policy.

      If you are unfortunate enough to experience a period of sickness absence of 7 days
       (including rest days) or more, in addition to the sickness absence report (appendix 5) you
       must obtain and submit a formal doctor‟s medical certificate from your GP or hospital
       doctor. You must send timely medical certificates to your contact person as soon as you
       receive one from a doctor.

      The PCT has a service arrangement with an independent, local NHS Occupational Health
       Service to assist with its support for members of staff who are unwell. The PCT may require
       you to attend Occupational Health if we believe it would help us understand the nature of
       your ill-health and the support the PCT could give to ensure an early return to good health
       and well-being.

3. What is the role of my line manager?

  Your line manager will:

      Ensure that the details and nature of your ill health are kept confidential at all times.

      Ensure that all staff in the department or team are aware of the local arrangements for
       reporting sickness absence and the relevant contact person.

      Ensure that you are aware of your personal responsibility for communicating with the PCT
       about your sickness absence.

      Arrange for the receipt and safe-keeping of all medical certificates submitted by you.

      Maintain regular contact with you to offer support during any period of extended sickness,
       eg a telephone call once a week.

      Discuss with HR when a member of staff is, or suspected to be off work with stress.

      Arrange to meet you if the absence is stress related, is of four weeks‟ duration or in any
       other circumstance that the line manager feels that a visit is necessary. An HR rep may
       accompany the line manager

      Arrange a return-to-work discussion when you return to work following any period of
       sickness absence within two days of your return to work.

      Ensure that all sickness absence is properly and promptly recorded in the agreed format
       and is sent to the HR Department as part of the PCT monitoring process on a monthly

      Ensure that the health record of all members of staff are reviewed regularly and where
       necessary, take appropriate action within the overall policy of the PCT.

      Discuss with you any proposal to refer you to Occupational Health Ensure so that you are
       made fully aware of any reasons for the referral and, wherever practicable, will act upon
       advice received from them.

4. What is the role of my Human Resource Department?

   Staff of your HR Department will:

      Advise managers and staff on the consistent and fair management of sickness absence
       and encourage effective action under this policy and procedure.

      Protect the confidentiality of individuals at all times and advise on the management of
       individual cases.
         Proactively support managers in close liaison with the independent Occupational Health
          service in adopting recommended action to facilitate healthy workplace and return to work

         Make contact with the appropriate line manager where the cause of sickness is cited as
          “stress” to ensure that any workplace stressors are appropriately managed and where
          possibly reduced.

         Make contact with the appropriate line manager when the Bradford Total reaches 250
          points in any rolling 12 month period. See section 8.

         Collate and record sickness absence information from line managers on a monthly basis.

         Provide anonymised, summary information relating to sickness absence, for individuals,
          Departments and Directorates and the Trust Board as required.

                                  The Occupational Health Service

5.       What does the Occupational Health Service do?

         The PCT has an agreement with an independent NHS Occupational Health service who are
          a team of nurses and doctors with expertise in assessing the ability of an employee to work
          effectively if they are suffering from a medical condition. They are also there to support
          members of staff so that they can return to work and can advise on suitable alternatives to
          their current job role if this is affected by their ill-health. Members of Paycare can also
          access a 24 hour confidential counselling service.

         The Occupational Health service protects confidential medical information about you and
          will only provide non-clinical information to your manager on specific areas of concern
          relating solely to your ability to perform your work role. They provide your manager with
          advice to make decisions on relating to your work role and employment arrangements

         With your permission, an Occupational Health doctor may seek further information about
          your ill-health condition from your GP, hospital specialist or other clinical specialist working
          with you to improve your ill-health.

6. Why might I be asked to attend the Occupational Health service?

     There are many reasons, for example, you may be asked to attend:

         If you or your manager have any questions or concerns regarding your health at work.

         To check if you have any underlying health problems affecting your ability to attend and/or
          perform your work duties.

         For advice if you have recurring periods of sickness absence with a serious or long term
          health problem.

         For advice if you have been, or are expected to be, absent for a lengthy period of time.

         For a return to work assessment following a lengthy absence or a serious health problem.

         If you have become disabled through your ill-health

         If you have suffered an industrial injury at work. Further information about industrial injuries
          may be found in Appendix 2.

      If you have come in to contact with an infectious disease. Further information about
       infectious diseases may be found in Appendix 1.

      At any appropriate time during a period of lengthy sickness absence. If however, you are
       absent for 6 consecutive weeks, your manager will automatically request that you attend
       the Occupational Health service for advice about your return to work.

      If you are making an application for ill health retirement.

      You may also wish to self-refer.

7. What happens if I need to attend the Occupational Health service?

      You will always have the reasons for attending the Occupational Health service explained
       to you by your line manager before you attend.

      The staff of the Occupational Health service are always happy to discuss any concerns you
       may have about attending an appointment and you are always welcome to take your
       partner or a friend with you.

      If you choose not to attend an arranged appointment then you will be disadvantaged when
       your line manager is considering your return to work. Your line manager can only act upon
       the information he/she has available to them.

      You can always self refer to Occupational Health if you are concerned about your health.
       You do not have to wait to be referred by your line manager.

      Occupational Health can be contacted at Weston Hospital. Tel 01934 636363.

                               Sickness Monitoring and Review

   8. What is sickness monitoring?

      Your manager or contact person systematically monitors all sickness absence. Details of
       your sickness absence will be noted on your sickness record which is kept in the strictest of
       confidence. Sickness absence dates are also entered on to a computer database within
       the payroll & HR departments to ensure correct salary/wages payments are made.

      Monitoring sickness absence helps your manager to identify any work related health
       problems and other concerns in order that they may maintain a healthy workplace and
       manage your services efficiently for you and others.

      The Trust will use the “Bradford Formula” as a tool to identify in a timely manner whether
       there may be an underlying problem or issue resulting in absence from work. The Bradford
       Formula is calculated on a points system using the following formula F X F X T, where F is
       the frequency of sickness absence and T is the total number of days. As an example a
       person who has 6 periods of absence with a total number of 11 days‟ sickness absence will
       have a Bradford score of 6 x 6 x 11 = 396 points. A person who has one period of absence
       totally 40 days will have a Bradford score of 1 x 1 x 40 = 40 points.

      The PCT is also required by the Department of Health to monitor the levels of sickness
       absence and submit this for national coordination. In order to help us record the real levels
       of sickness absence, you and your manager will work within all PCT policies (e.g. Special

        or Carers Leave) which may be more appropriate depending on the specific circumstances
        you are facing.

       The Electronic Staff Records (ESR) system provides the same entitlement for both full and
        part-time staff. Therefore a part-time member of staff‟s entitlement is not calculated on a
        pro-rata basis.

       Sickness absence on the ESR system is recorded to include both working and non-working
        days. For example if someone normally works Monday to Friday (5 working days) and their
        first day of absence is on a Monday and they return to work two weeks later on the
        Monday, their absence will be recorded as 14 days, not 10 days. However, if they inform
        their line manager that they were well enough to return on a non-working day eg Saturday
        and record this on their self certification/return to work form, then this is the date that will be
        recorded and the number of days recorded as if the person returned on the Saturday.

       The same rule applies to part-time workers. For example if someone works part-time eg
        Monday to Wednesday and they were absent from Monday to the following Monday, this
        would be recorded as 7 days unless they inform their manager that they were fit to return
        on, say Thursday, and then this would be recorded as 3 days, not 7 days.

       The table below shows that the employee does not suffer any detriment in relation to the
        recording of non working days as the sickness absence paid entitlement provides pay for
        the employee‟s “normal” working month or months as appropriate.

Full and Half Pay Sickness Absence Entitlement

No of           No of years’ No of days’         No of           No of days’      No of
months’         service      full pay            months’ full    half pay         months’
service                      entitlement         pay             entitlement      half pay
                                                 entitlement                      entitlement
1-12            Up to 1         31               1               61               2
13-24           1 up to 2       61               2               61               2
25-36           2 up to 3       122              4               122              4
37-60           3 up to 5       152              5               152              5
61+             5+              183              6               182              6

   9. What is a sickness review?

       Reviewing sickness absence helps your manager to identify any areas for individual
        concern requiring support or further investigation.

       On occasions your manager may need to hold a formal, confidential meeting with you to
        discuss your sickness absence and or any other concerns they may have regarding your
        health at work. This is a sickness review meeting and should not be confused with the brief
        return-to-work discussion which follows all periods of sickness absence (see above).

       Your manager will always call you to a sickness review meeting:

           if you have sickness absence on 3 or more occasions in a rolling 6 month period.

           if you have recurrent periods of time off with a serious health problem.

           your Bradford score exceeds 250 points in any 12 month rolling period.

           if you have had/or are still off on long term sickness.
            there appears to be a regular pattern to your sickness absence.

       You can request a review meeting, particularly if you are worried about your own health.

       The sickness review meeting will be held in confidence between you and your line
        manager. You may wish to be accompanied by a Trade Union representative (or NHS work
        colleague) and a HR Representative may be invited at your or your manager‟s request.

       At the end of the meeting your manager will agree with you a personal health action plan
        which may include a further formal review meeting date if necessary. This will be recorded
        and a copy sent you.

       Your discussion and any action agreed will depend upon the nature of your sickness
        absence or health concern. At times, however, there may be a need to talk about:

        * A referral to the Occupational Health service      * Specific help and support
        * Return to work arrangements                        * Disability registration and support
        * Your attendance and performance at work            * Industrial injuries

Your manager will explain these items and answer any questions you may have at the time.

           If frequent episodes of short term sickness are not resolved through the sickness review
            process and, following support of Occupational Health or other agencies, the line manager
            will consider taking action under the PCT Capability Procedure.

                            Long Term Sickness Absence

10. What is long term sickness absence and what happens to my job?

   Long-term sickness absence is usually a period of sickness absence which lasts or is
    expected to last for 4 weeks or more.

   Your manager or contact person should be aware of your ill health and you should already
    be in regular contact under the other requirements of this policy. If for any reason this has
    not happened, then you should make contact as soon as possible to discuss any concerns,
    the support available to you and to make any necessary arrangements.

   You should continue to keep in contact during long-term sickness absence and send in
    your medical certificates at the relevant frequency.

   In cases where long term sickness absence is identified, your manager should refer you to
    the Occupational Health service at the earliest possible opportunity to ensure that you
    receive the help, advice and support you require and that your manager can make any
    necessary arrangements to support you and minimise disruption to patient services. This
    might include employing someone on a temporary basis to cover your job role whilst you
    are away from work.

   You or your manager may request a meeting at any time during your absence to discuss
    your situation, concerns and any support you may need. An appropriate discussion or
    meeting will be held in any case where sickness absence extends beyond 6 weeks.

   This meeting will normally have available the advice arising from the referral to the
    Occupational Health service, available to both you and your line manager

   The meeting will normally be held at your place of work, but may be held at your home or
    other agreed location if appropriate. You may choose to be accompanied at the meeting by
    a Trade Union Representative or NHS work colleague not acting in a legal capacity.

   The purpose of this meeting is for a health recovery plan to be developed to support your
    effective return to work and your improving health and well being.

   Entitlement to occupational sick pay is as follows:

       o   During the first year of service, one month‟s full pay and two months‟ half pay
       o   During the second year of service, two months‟ full pay and two months‟ half pay
       o   During the third year of service, four months‟ full pay and four months‟ half pay
       o   During the fourth and fifth years of service, five months‟ full pay and five months‟
           half pay
       o   After completing five years of service, six months‟ full pay and six months‟ half pay

Entitlement to sick pay is based on a rolling 12 month period. On returning to NHS
employment, a previous period or periods of NHS service will be counted towards your
entitlement to sick leave provided there has been a break in service of 12 months or less.

11. What happens when I return to work?

   When you believe that your long term sickness absence will be ending, often through the
    advice of your GP, hospital specialist or the Occupational Health service, you must contact
    your manager as soon as possible to arrange your return to work. You will need to agree a
    clear return to work date, any support arrangements at work (including adaptations to your
    work environment), refreshment to your job skills or knowledge and a clear review plan to
    make sure your return to work is going according to the agreed plan. This will also enable

    your manager to make any adjustments to rotas, cover, patient services etc where
    temporary arrangements have been made during your sickness absence.

   If appropriate, your manager will arrange for you to attend the Occupational Health service
    for a “return to work” assessment to confirm that you are fit to return to your work role and
    advise on any support that will assist your return to good health.

   If you are advised that you will not be fit to return to your full duties straight away then your
    manager will advise you of the options available to you. These will be based on the need of
    the individual but could include a phased return to work, or temporary rehabilitation or
    permanent redeployment as described in the following sections. Your return to work plan
    will then take account of the advice and the arrangements agreed with your manager.

12. What is a phased return to work or a temporary rehabilitation redeployment?

   A phased return to work is a temporary arrangement and is a graduated return to the full
    duties and responsibilities of your post. It could involve temporary changes to your hours
    and/or the duties of your post and it might also involve a temporary change to your normal
    place of work. All such temporary arrangements will be arranged with you before your
    return to work and will assist your return to work plan.

   The arrangements for your return to work will be made with advice from the Occupational
    Health service and your Human Resource department and the options fully discussed with
    you before making final arrangements. Any phased return will be agreed in accordance
    with advice obtained from your GP or Occupational Health

   Every effort will be made to support you to return to your existing job. Where it is possible,
    your manager will make reasonable adjustments to your job arrangements to assist you to
    return to good health. Adjustments may be on a temporary or permanent basis and may
    include modifications to your hours or duties as well as to equipment or premises. If you are
    unfortunate enough to have suffered some disablement as a result of your ill health, there is
    guidance in the NHS policy and in the Disability Discrimination Act. Outline guidance and
    source of further information is found in Appendix 3. It may be also be helpful for the PCT to
    seek help through a referral to the government‟s Employment Service who can advise on
    physical adjustments in the workplace.

   If you return to work on a reduced hours basis, you will continue to receive payment for
    your full contracted hours for a finite period in accordance with medical advice. This period
    will last no longer than three months or the date when your entitlement to half sickness pay
    would have expired if you had remained on sickness absence rather than returned to work,
    if earlier. After this time, your pay will be based on the actual hours that you work.

   If you return to work with a temporary reduction in the responsibilities of your job, working at
    a lower level of responsibility or in a supernumerary capacity, this would also be for a finite
    period and the above pay arrangements would apply

13. What happens if I cannot return to my job at all?

    Permanent redeployment

   If it is agreed that the best solution for you is to permanently re-deploy you, then the policy,
    guidance and procedures of the PCT‟s Redeployment Policy will be applied. Copies and
    advice are available on the PCT website, from your line manager or from the HR

    Ending your employment because of ill health

        Where all options for your return to work (including permanent redeployment) have been
         exhausted and it becomes clear you are likely to be permanently unfit to return to work for
         the PCT for the foreseeable future, the PCT may decide that your employment will be
         ended because of your ill health. The action taken will depend on the specific
         circumstances of the individual but one or more of the following may apply:

     a) If you are a member of the NHS Pension Scheme, you may be eligible to apply for an ill
        health retirement pension. Full advice on this process and the requirement for
        Occupational Health support will be explained to you. If you decide to make a formal
        application, you will receive support and guidance through the details of the process.

     b) Where appropriate, the Trust will seek to maximise benefits payable to you. This could
        mean for example, payment in lieu of notice or, forfeiting any remaining Occupational
        sick pay to enable payment of your ill health retirement lump sum and pension. In such
        circumstances, the options available will be discussed fully with you. Advice will also be
        available from HR staff and the NHS Pensions Agency.

     c) After investigation, consultation and consideration of other alternative posts, and where
        there is no reasonable prospect of you returning to work, the Trust will have the option
        to terminate employment before you have reached the end of contractual paid sick
        absence. This decision will not be taken until you enter half pay.

         Your Human Resources staff will explain the procedures to you. You will be advised
          and supported throughout any applications by your Human Resources staff and Trade
          Union representative where this is applicable.

Ending your employment – other arrangements

         Where all options for your return to work have been considered and discounted and ill
          health retirement/early payment (as above) does not apply, the PCT may still decide to
          end your employment. Before this point is reached, your entitlement to occupational
          sick pay at full pay will have ended.

         If the PCT chooses to take this step, it will be an employment-related decision, not a
          medical decision. The appropriate Director will discuss fully the reasons for the PCT‟s
          decision with you at a formal meeting and you may bring a Trade Union representative
          or NHS work colleague not acting in a legal capacity with you

         Where the PCT chooses to take this decision, your contract will be ended in
          accordance with your terms and conditions of employment. You will be paid for of any
          outstanding annual leave in accordance with the annual leave regulations and will
          receive contractural notice or payment in lieu of notice. The PCT‟s Termination of
          Employment Policy and Procedure has further details of the arrangements.

          If the PCT chooses to make this decision you have a formal right of appeal against the
           decision and your rights of appeal and procedure are set out in the PCT‟s Appeals

                            Abuse of this policy and procedure

14. What happens if I don’t follow or if I abuse this policy and procedure?

         If you fail to notify your nominated person of your absence or fail to provide a Medical
          Certificate without a satisfactory reason, you will not be paid for those days of absence
          and your absence will be recorded as „unauthorised‟.

         Unless there are exceptional circumstances, if you abuse this policy or fail to follow
          these and any local guidelines, your Manager will investigate the reasons and, where
          appropriate will instigate a disciplinary investigation under the PCT‟s Disciplinary Policy
          and Procedure.

         You must not do or partake in anything which is likely to hinder your return to work.
          This includes attending any secondary employment without the express permission of
          your manager (see section 2).

         This policy and procedure is designed to promote health at work and assist staff who
          suffer ill-health to regain their good health as successfully as possible. Achieving these
          results within this policy depends on individuals carrying out agreed health action plans
          as set out in the relevant sections of this policy. If you fail to carry out an action plan
          agreed under this policy without good reason, then your manager will consider applying
          the arrangements set out in the PCT‟s Capability policy and procedure.

         If frequent episodes of short term sickness are not resolved through the sickness review
          process and, following support of Occupational Health or other services, the line
          manager will consider taking action under the PCT Capability Procedure.


15.   How will this policy be reviewed?

         This policy and procedure will be reviewed after 2 years or earlier at the request of
          either the staff or management members of the relevant forum.

                                                                                       Appendix 1

                           Contact with an Infectious Disease

1.       What happens if I have been in contact with an infectious disease?

        If you come into contact with an infectious disease (for example, chicken pox, measles,
         mumps, etc), you must notify your Manager immediately. You may also contact the
         Occupational Health service for advice if you are unsure about the nature of any
         illness/disease that you may have come into contact with.

        You will normally be asked by your manager to attend the Occupational Health service for
         assessment and advice.

        If, following such contact, you are required by the PCT to refrain from work you will be
         placed on special leave with pay in accordance with your terms and conditions of

        Unless you become ill with the infectious disease in question, your leave will not be
         regarded as sick leave.

        Your Manager should also contact the Infection Control Department.

        No action must be taken either by you or your manager under this Sickness Absence Policy
         which might conflict with the need to protect patients and staff from cross-infection.

                                                                                       Appendix 2
                                      Industrial Injuries

1. What is an industrial injury/incident?
      An industrial injury is an accident or incident that has occurred at or as a result of your
       work. You must always report an industrial injury. Incident/ Accident Report Forms are
       available to you within your department.

      If you believe your sickness absence is as a result of an injury or incident at work, then you
       must let your manager or nominated person know. They will advise and help you and will
       make any investigations and take appropriate action to prevent such an incident from
       occurring again.

      Your manager will also inform payroll in order that you may receive any entitlements to
       industrial injury benefit for which you are eligible.

      Your manager may refer you to the Occupational Health service for advice.

2. What is Industrial Injury Benefit?
      It is a scheme which provides a guaranteed level of earnings for an individual suffering from
       an industrial injury. All NHS employees are covered by the NHS Industrial Injury benefit

3. How do I qualify for Industrial Injury Benefit?
      To qualify for Injury Benefit, the injury or disease must have happened at work, i.e. the
       injury, disease or condition must be contracted or attributable to your employment - that is
       either during your employment or due to your employment. Additionally, it must not have
       occurred as a result of your own serious negligence or misconduct.
      You must have filled in and sent an accident/incident reporting form to the appropriate
       manager at the time of the accident/injury.
      You will have been referred to the Occupational Health service for independent advice and
       /or assessment.
      You will be on sick leave with reduced or no pay
      Your earning ability will be permanently reduced by 11%
      Your manager will have informed the payroll department that you are eligible for Industrial
       Injury payment in order that they may arrange for the appropriate payments.

3.1 Temporary Injury Benefit
    This allowance tops up your income (i.e. pay, NHS Pension and Social Security Benefits) to
   85% of the average pay you were receiving immediately before your pay was reduced.

      It is paid by your employer if there is a reduction of pay or no pay in your sick leave.

      If your occupational and statutory sickness benefit falls below 85% of your normal weekly
       pay, then it will be topped up byTemporary Injury Benefit to this amount.

      The payment of Temporary Injury Benefit ceases on your return to work, unless your
       earning ability is permanently reduced by 11% or your employment is terminated. In these
       cases a Permanent Allowance may be payable.

3.2 Permanent Allowance
   If your earning ability is permanently reduced by 11% or more a Permanent Allowance may be
   applicable. More information on Permanent Injury Allowance is available in booklet SDIB.

                                                                                     Appendix 3

                           The Disability Discrimination Act

1.    The Disability Discrimination Act

1.1   The Disability Discrimination Act (DDA) 1995 defines disability as being:-

          „a physical or mental impairment which has a substantial and long term
           adverse effect on a person‟s ability to carry out normal day to day activities‟.

1.2   The Act states that an employer discrimates against a disabled person if :-

          „for reasons which relates to the disabled person‟s disability, s/he treats them less
           favourably than s/he treats or would treat others to whom that reason does not or would
           not apply;


          s/he cannot show that the treatment in question is justified‟.

1.3   An employer also discriminates against a disabled person if he fails to comply with his duty to
      make reasonable adjustments and he cannot show that failure to be justified.

2.    What is a reasonable adjustment?

      Examples of adjustments include:

          Making adjustments to the premises

          Allocating some of the disabled person‟s duties to another person.

          Redeployment

          Altering the person‟s working hours

          Allowing the person to be absent during working hours for rehabilitation

          Giving/arranging training

          Acquiring or modifying equipment

          Providing a reader or interpreter

          Assistance from various bodies such as the Employment Service can be obtained to
           provide advice and to help with the financial cost of some of the above.

      Managers should seek advice on the application of this Act from their Human Resource staff,
      who will ensure that the Act is fairly applied across the PCT.

      It may also be appropriate to involve a Disability Employment Advisor in assessing ways of
      supporting an employee on their return to work.

     Sickness Reporting Procedure                                              Appendix 4
What do I do if I cannot attend work for sickness or health reasons?

                                     1. Make Contact
   Your nominated contact person is :- _______________________________________

   Make contact with your nominated person on your first day of absence or earlier if possible
    This should be before your start time and not later than 1 hour after your start time.

   If it is possible, let your nominated person know how long you believe you will be away from
    work and arrange to make contact again at an appropriate time.

   Let your contact person know if you think your sickness absence is work related, for
    example due to an incident or accident at work or following contact with an infectious
    disease, as detailed in Appendix 1 and 2 of the Sickness Absence Policy and Procedure

                                    2. Keep in Contact
   Do contact your nominated person at the agreed times.

   Keep in regular contact and let your nominated person know when you are likely to return
    to work and of any changes to your circumstances, for example if you are not able to return
    on your previously stated date.

                 3. Complete the appropriate Sickness Certificates

 Give or send the appropriate sickness certificates to your nominated person as follows:

    Less than 7 days absence                         More than 7 days absence

    Sickness Absence Report – (appendix 5)           Sickness Absence Report – (appendix 5)
                                                     and a GP’s Medical Certificate
    .            .
    Provided by your line manager                    Provided by your line manager and
                                                     provided by your GP or hospital.

    On your return to work                        If you think you may be absent for a
                                                  long time or have a serious ill health
Let your nominated person know
when you have returned to work.
                                                  Please read the Sickness Absence
Your line manager will conduct a                          Policy and Procedure :
return to work interview with you.                Including
complete the                                      * Long term sickness & return to work
sickness absence report and will provide           * Your responsibilities
you with any help and support.                     * Sickness reviews and monitoring
you may need.                                      * Frequent short term sickness
The necessary forms for the payroll                * Disability
department will also be completed                  * What happens if you abuse the policy

You can ask for help and support from your line manager, any member of staff you feel
  appropriate, your Trade Union Representative or your Human Resources staff.

                                                    STRICTLY PRIVATE & CONFIDENTIAL                                     Appendix 5

                                                         SICKNESS ABSENCE REPORT

This report should be completed for all periods of sickness absence and forwarded to your line manager for completion.
For periods of sickness of 7 calendar days and over, you are also required to submit a medical certificate to your line
manager. Following completion by the line manager, this report must be sent to your Human Resources department.

Part A – To be completed by the Employee

Name: ………………………………………                                   Dept/Location: ………………………………….

Dates of Absence

From (first day of absence): …………………………………To (last day of absence): …………………………………………

Number of Working Days absent from work: …………… days

What was the nature of the sickness? ie headache, upset stomach (stating sickness or unwell is not sufficient)



                                                                                         Circle Correct Response

Did you consult a Doctor/Nurse?                                                          Yes                       No

Was the absence due to an accident at work?                                              Yes                       No
(if yes, you must complete an incident form)

I declare that the above information is correct and that I have not worked during this period of absence.

Signed: ………………………………………………………… Date: ……………………………………

Part B - For completion by Manager in Consultation with Employee
Please circle correct response.

Was the sickness correctly notified and certificated?                                    Yes                       No

Was the sickness absence due to an accident at work?                                     Yes                       No

Have you completed a return to work discussion?                                          Yes                       No

Is the employee fit to return to work?                                                   Yes                       No

Have you referred the individual to Occupational Health?                                 Yes                       No

Return to work discussion notes:



(Continue on separate sheet if necessary)

Signed: …………………………………………… Print Name: ………………………………………….. Date: ……………..

Return this form to the Sickness Reporting Officer in your Department responsible for the collation of sickness.


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