Adobe PDF - Managers Guidance - Long Term Sick _ Return to Work by tyndale


Keep in touch with the employee
Ensure this is done in a non-intrusive way. LCC policy states that this should
be done by the employee’s line manager or another appropriate person on at
least a monthly basis. This can be carried out face to face or by telephone.

It may be appropriate to use the receipt of the GP’s medical certificate as a
trigger for this contact.

Employees who are sick should also be sent copies of any communications
that are sent to staff, for example bulletins, unless they have specifically
requested that they do not wish to receive such items.

Any changes in sick pay entitlement should be communicated to the
employee in good time, i.e. when full sick pay reduces to half or from half to

Ensure employees are aware that they can access the Employee Support and
Counselling Service or
01522 836198. Employee Support and Counselling is also able to signpost
employees to services such as bereavement counselling, Relate, and
financial advice.

Occupational Health (OH)
If an employee is referred to OH, the manager needs to clearly explain to the
employee why this is being done. An employee information leaflet is
available, which explains the medical referral process and the role of
Occupational Health.

Where employees have difficulties in arranging transport to Occupational
Health appointments, managers need to think of alternative travel
arrangements such as a taxi or a colleague giving a lift.

Physiotherapy is also available through WellWork see G10.11 Physiotherapy

All meetings with employees at all stages about the way forward and/or as a
result of medical advice from OH should be recorded in writing either by letter
or copied notes of the meeting.

Employees will be advised of their right to be accompanied at such meetings
by an LCC work colleague or recognised trade union rep. The manager may
ask HR to be present.
Assisting employees on their return to work

Planning and co-ordinating a ‘return to work’
A return to work plan must be agreed by the line manager and employee and
other staff likely to be affected. Regular reviews to check progress between
manager and employee should be undertaken.

Some examples of reasonable adjustments are:
 allocating a ‘buddy’ to support the employee and co-ordinate the return to
  work process
 keeping employees informed of progress and changes within an
 easing the transition back to work and maintaining working relationships;
 modified working hours
 phased return to work i.e. a gradual build up of hours/duties usually over a
  four week period
 using annual leave to extend a phased return
 providing a ‘proxy’ so that a colleague can go in and clear out any
  unnecessary emails from in-boxes and leaving ones that are pertinent
 allocating alternative duties
 assigning a different place of work
 providing specialist equipment
 ensuring that employees who are “lone workers” are aware of the Health
  and Safety executive website at; and
 considering how any accrued leave will be planned around service delivery

Further details can be found in G10.12 Rehabilitation following Long Term Ill-

Support services that may help the employee

Shaw Trust
Shaw Trust is a national charity that provides training and work opportunities
for people who are disadvantaged in the labour market due to disability, ill
health or other social circumstances.

Access to Work
Access to Work can help employees if their disability affects the way they do
their job. It gives both employee and employer support with extra costs.
Access to Work might pay towards any specialist equipment that might be
required at work or for adapting premises to meet the employee’s needs.
Initial contact needs to be made by the employee themselves. The grant is up
to 80 per cent of approved costs over the first £300.
Workstep provides support to disabled people facing complex barriers to
getting and keeping a job and also offers practical assistance to employers.

Trade unions
Trade unions offer support to employees. Further information is available
within the employment manual.

Health promotion initiatives
Information on the following LCC initiatives can be found on the county
council’s website or intranet:

Walk your Way to Health events
Health Information Leaflets
Phoenix Stop Smoking Service
Employee benefits, for example discounted gyms
Tax Free Bikes for Work Cyclescheme
Lincs2Learn (also provides information on LCC’s well-being initiatives)

All managers need to familiarise themselves with the Managing Attendance
Policy and Procedure and ensure that staff are aware of the trigger points and
review procedures.

There are also a number of other policies that can be used to support
employees at work, for example disability leave, annual leave, family care,
flexible working hours, v-time, etc.

Managers may also wish to recognise good attendance by personal letters, or
mentions in staff briefings and bulletins.

Created January 2010

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