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SE3.2 Sickness Absence Policy

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SE3.2 Sickness Absence Policy Powered By Docstoc
					                                                    POLICY CONTROL SHEET
                                                                 (updated Jan 2009)


Policy Title
                                   Policy and Procedure for Management of Employee Sickness and Absence –
And ID number
                                   ID: SE3.2
Sponsoring Director:               Director of Human Resources and Organisational Development
Implementation Lead:               Deputy Director of Human Resources and Organisational Development
                                   (a)   To patients
                                   (b)   To Staff                                     Yes
                                   (c)   Financial
Impact:
                                   (d)   Equality Impact Assessment (EIA)             Completed: Yes
                                   (e) Counter Fraud assessment                       Completed: Yes / Not required (delete as appropriate)
                                   (f) Other
                                                                                                                                    Revenue
                                                                                                        Budget Code
                                                                                                                                or Non Revenue
                                   (a)   Training:                  £
Additional Costs:
                                   (b)   Implementation:            £
                                   (c)   Capital:                   £
                                   (d) Other                       £
                                    To be incorporated into induction:                              Other:
Training implications:                       Yes / No (delete as applicable)
                                   Board of Directors
                                   Executive Team                                                   25 February 2010
                                   Divisional Medical Directors/Clinical Directors
                                   Assistant Divisional Directors/Heads of Department
                                   Board Committee
Date of consultation at:
                                   Joint Partnership Forum: JTUC                                    PRG December 2009
                                   Local Negotiating Committee
                                   Infection Control Committee:
                                   Health & Safety Committee
                                   Other (state name/s): Policy Group
                                   HR:                                                                                   /
                                   Strategic Direction:                                                                  /
Alignment
                                   Board Assurance:                                                                      /
                                   Clinical Governance:                                                                  /
Date of Final Draft:               February 2010                                                    Issue Number:                     2
Date of Final Approval:            June 2009                                                        Approved by:             Board of Directors
Implementation Date:               August 2009
Date of last review:               February 2010                         Date of next review:                       June 2011
Circulation Date:
Circulation:                                                                                                 Yes                  Comment
                                   Directors
                                   Non Executive Directors
                                   Divisional Medical Directors/Clinical Directors
                                   Medical Staff Committee/SMSF
                                   Assistant Divisional Directors
                                   Assistant Nursing Directors
                                   Heads of Department
                                   H&S Committee Members                                                      x
                                   Policy database/warehouse
                                   Others (to be listed):


          Policy & Procedure for Management of Employee Sickness and Absence                                                      1
          BHNFT ID –SE3.2        Date; February 2010
          Sponsoring Director: Director of Human Resources
                POLICY AND PROCEDURE FOR THE MANAGEMENT OF
                       EMPLOYEE SICKNESS AND ABSENCE


                                         DOCUMENT ID: SE3.2



                                                  April 2009



          SPONSORING DIRECTOR: DIRECTOR OF HUMAN RESOURCES
                  AND ORGANISATIONAL DEVELOPMENT




Policy & Procedure for Management of Employee Sickness and Absence   2
BHNFT ID –SE3.2        Date; February 2010
Sponsoring Director: Director of Human Resources
      Policy and Procedure for the Management of Employee Sickness Absence

      PROCEDURE ID: SE3.2

      POLICY

      1.       Statement of Intent                                   Page 4

      2.       Implementation                                        Page 5

      3.       Management Arrangement                                Page 5 – 9

      4.       Procedure and Guidelines                              Page 9 - 22

      APPENDICES

      A)         National Agreement on Sickness Absence
                (Agenda for Change)                                  Page 23 - 25

      B)      Sickness/ Absence Notification form                    Page 26 - 27

      C)      Return to work proforma                                Page 28

      D)     Flowchart – Formal Procedure Managing Short
             Term Absence                                            Page 30


      ABBREVIATIONS




Policy & Procedure for Management of Employee Sickness and Absence                  3
BHNFT ID –SE3.2        Date; February 2010
Sponsoring Director: Director of Human Resources
PROCEDURE ID: SE3.2
POLICY FOR THE MANAGEMENT OF EMPLOYEE SICKNESS AND ABSENCE
1.       STATEMENT OF INTENT
           1.1      It is the intention of the Trust to promote a framework, which ensures
                    a consistent and equitable approach in the management of sickness absence
                    of all Trust staff, and to ensure optimum attendance at work.
           1.2      All employees have a responsibility to attend work and fulfil their contract of
                    employment. The purpose of this policy is to address attendance issues that
                    relate to sickness absence that restrict an employee’s ability to fulfil their
                    contract. Maximising attendance will enhance service delivery of patient care.
           1.3      This policy applies to all employees of the Trust. When dealing with medical
                    staff sickness, this policy should be read in conjunction with “Part 6 of the
                    Trust’s Maintaining Professional Standards in the NHS” procedure relating to ill
                    health.
           1.4      This document replaces the following policies, procedure and
                    Guidance.
                    •   Procedure for Reporting Sickness Absence
                    •   Absence Reporting - Catering and Portering Staff
                    •   Policy for Managing Attendance at Work
                    •   Managing Sickness Absence
                    •   Guidance Notes for Managing Sickness Absence
                    •   Rehabilitation Leave Procedure
2.         APPLICATION
           N.B. THIS POLICY AND PROCEDURE APPLIES TO ALL EMPLOYEES (FOR
                MEDICAL STAFF PLEASE READ IN CONJUNCTION WITH PART 6 OF
                THE TRUST’S MAINTAINING PROFESSIONAL STANDARDS IN THE
                NHS PROCEDURE RELATING TO ILL HEALTH)
           2.1      In addition the policy also covers handling sickness absence, monitoring
                    sickness absence, management reporting of sickness absence and management
                    support initiatives.
           2.2      The Trust aims to ensure that employees who work for Barnsley Hospital NHS
                    Foundation Trust are able to make the best possible contribution, individually
                    and collectively to improving the services that the Trust provides.
           2.3      The Trust, through its pledge to “Improving Working Lives” is striving to improve
                    the quality of working life for staff. The Trust is also committed to providing cost
                    efficient services to the communities it serves. Managing sickness absence and
                    improving sickness absence rates is an indicator of creating both a healthier and
                    more efficient workplace.




     Policy & Procedure for Management of Employee Sickness and Absence                          4
     BHNFT ID –SE3.2        Date; February 2010
     Sponsoring Director: Director of Human Resources
3.         PURPOSE
           The purpose of this policy is to secure a fair and consistent approach to the
           management of sickness absence throughout the Trust, ensuring that the following
           aims are met: -
           •     The promotion of employees’ health, safety and welfare.
           •     The efficient use of resources
           •     The identification of changes necessary in working practices or environment
           The compliance of the Trust with relevant employment legislation
           e.g. Disability Discrimination Act
4.         IMPLEMENTATION
           It is the role of the Human Resources Department (HR) to ensure that the policy is
           fully implemented and that managers/supervisors develop an understanding of the
           aims of the procedure and their role within it.
5.         MANAGEMENT ARRANGEMENTS & DUTIES OF THOSE INVOLVED IN
           MANAGING SICKNESS ABSENCE
           5.1      Director of Human Resources and Organisational Development
                    Overall responsibility for development, implementation and review of this
                    policy in Partnership with members of the Joint Trade Union Committee.
           5.2      Directors/Managers/Supervisors
                    The monitoring and control of sickness absence is a managerial/supervisory
                    function. Each ward/ department must determine how it will organise its
                    internal management arrangements and sickness absence in the most
                    effective way. The structure must be explicit and understood by all staff
                    within the ward/department. Managers have a prime managerial
                    responsibility for promoting the health and safety and welfare of their staff
                    whilst at work and undertaking regular risk assessments.
                    It is the responsibility of all Directors/Managers/Supervisors to familiarise
                    themselves with the content of this procedure and to proactively manage
                    sickness and absence issues to ensure that staff who are suffering ill health
                    are provided with support and assistance.
                    Directors, managers and supervisors should ensure that, staff who are
                    suffering ill health, are dealt with in accordance with this procedure are
                    managed in a fair and consistent manner, with appropriate support and
                    direction given to employees who are affected.
                    The Assistant Divisional Director/Departmental Head will be responsible for
                    determining which managers will be responsible for managing sickness and
                    absence and for implementing the policy. These designated people will be
                    described throughout the policy as ‘Managers’
           5.3      Role of Managers
                    It is the responsibility of managers to ensure that appropriate attendance
                    standards are explained and maintained throughout their department as
                    follows: -


     Policy & Procedure for Management of Employee Sickness and Absence                        5
     BHNFT ID –SE3.2        Date; February 2010
     Sponsoring Director: Director of Human Resources
               The principal management responsibilities are:
               •    Ensuring that all staff are aware of the requirements of the “Procedure
                    for Managing Attendance Issues Related to Sickness Absence” so that
                    they can comply with it.
               •    To ensure that staff are, wherever possible, able to continue to attend
                    work (e.g. through re-deployment or alternative duties facilitating return)
                    through support and appropriate counselling.
               ● Completion of the Sickness Absence Notification Form accurately and in
                 a timely manner and forwarded to Payroll department to action.
               ● To report and monitor sickness levels within their own department
                 though this information must be notified to the Payroll Department in a
                 timely manner ensuring paperwork is completed accurately to avoid pay
                 discrepancies
               •    Seeking the appropriate specialist advice (Human Resources or
                    Occupational Health) at the right time and in a manner that supports the
                    managerial process but does not remove the manager’s responsibility.
               ● To undertake risk assessments so that a safe and conducive working
                 environment is maintained.
               ● To ensure that any work related accidents are reported on an IR1 form
                 (even if the accident does not lead to sickness)
               ● To notify Human Resources of any work related accidents or
                 occupational diseases that have caused sickness so that the NHS
                 temporary injury benefits allowance can be applied for if applicable, also
                 to notify the employee of their entitlement to this benefit.
               •    Consistently ensuring that all staff that have been absent from work
                    through sickness and have reached the “trigger” point are seen formally
                    under the procedure.
               •    Ensuring that management and supervisory staff involved with
                    attendance management and sickness absence issues have attended
                    appropriate training/updates to enable them to apply the procedures in a
                    fair, consistent and appropriate manner with all staff.
               ● To demonstrate effective management of sickness within their own remit
                 of responsibility.
               ● Maintaining and co-ordinating communication with employee during
                 sickness absence in an agreed manner acceptable to the manager and
                 member of staff. The involvement of HR and staff representatives may
                 be useful to facilitate such arrangements in particular cases.
               ● To document any informal discussions that may take place between
                 themselves and an employee.
               ● To inform staff of the availability of Occupational Health for impartial
                 advice and support during any stage of this procedure.
               ● Responsibility for managing sickness absence lies with line managers.


Policy & Procedure for Management of Employee Sickness and Absence                           6
BHNFT ID –SE3.2        Date; February 2010
Sponsoring Director: Director of Human Resources
               •   It should be emphasised that employees have the right to confidentiality
                   regarding illness therefore considerable care should be given to the
                   security of records. Those responsible for maintaining sickness records
                   must ensure that absence records are held in the strictest of confidence
                   within the employee’s personal file.
      5.4      Role of Employees
               It is the responsibility of employees to:
               •    Be familiar with and understand their obligations under the “Procedure
                    for Managing Attendance Issues Related to Sickness Absence” by
                   o Attending briefing sessions as arranged by HR/Managers
                   o Reading documents provided
                   o Asking questions and seeking further clarification if unclear
                   Ensure that they comply with the appropriate procedure for reporting
                   sickness absence within their department. Ensure that they work with
                   managers and Occupational Health to regain their fitness and
                   availability for work.
               •    To be available to be contacted by the Trust during a period of absence
                    and advise their manager/supervisor as soon as appropriate it they
                    temporarily move to another address e g a hospital or a relative.
               •    Share/inform their manager of any work related issues, which may
                    impact adversely on their health. Comply with their obligations under
                    this procedure and to assist in endeavours to aid their return to work by
                    providing management with full information on their sickness problems,
                    unless deemed to be confidential in which case the employee must
                    report to Occupational Health who will maintain communication in strict
                    confidence.
               •    This will include making reasonable effort to attend all meetings where
                    dates have been agreed between the manager, Human Resources,
                    member of staff and where appropriate staff representatives, in order to
                    find a resolution to their attendance. Such meetings include those with
                    members of the Occupational Health Service.
               •    To make every effort when off sick to aid their own recovery and not
                    undertake activities that could run contrary to medical advice or
                    aggravate any health conditions which have been identified.
      5.5      Role of Human Resources
               ● The Human Resources Department will provide advice and support to
                 managers and employees who are dealing with issues in accordance
                 with this procedure.
                   The HR Department has the following principal responsibilities:
               •   To ensure that sickness absence reporting and attendance
                   management procedures of the Trust are applied fairly and consistently
                   so that both management and staff have full confidence in the process.
               •   To ensure that managers have fully utilised all routine and informal
                   procedures before entering the formal procedure.

Policy & Procedure for Management of Employee Sickness and Absence                         7
BHNFT ID –SE3.2        Date; February 2010
Sponsoring Director: Director of Human Resources
               •    To provide managers with up-to-date advice in the management of
                    attendance problems to assist at the earliest and best resolution.
               •    To work closely with staff side and the Occupational Health department
                    in order to provide training for all individuals involved in managing
                    sickness absence so that they have a full understanding of their role
                    and responsibility in the process and can provide proper support and
                    counselling to staff.
               •    To provide advice to managers on the best way to resolve attendance
                    problems at work through promoting good employment practice in
                    compliance with legislation.
      5.6      Staff Side
               Staff representatives (trade union officials) have the role of ensuring that
               these procedures are applied fairly and appropriately in all circumstances.
      5.7      Occupational Health
               The role of the Occupational Health Department is:
               To provide impartial professional advice to managers/members of staff,
               such as fitness to attend work and perform duties, adjustments to work
               environment, ill health retirements etc.
               To communicate via telephone, letter and case conference with individual
               managers and Human Resources to ensure that appropriate support and
               advice is provided.
               To provide confidential advice to staff who have concerns about the impact
               of their health on work and work on health. Independent approaches to
               Occupational Health will remain confidential.
               To provide advice and support to line managers and staff members
               regarding referral procedure.
               Please refer to Section 11 (page 16) for further information on the role of
               Occupational Health.


      6.0      Process for Analysing Sickness Absence Data
               The Trust uses the Electronic Staff Record (ESR) system to record all
               sickness absence data.       The completion of the Sickness Absence
               Notification Form (SAN) is the responsibility of the Manager, details input
               into ESR and once a month reports or as required are generated on a
               Divisional/Departmental/Ward individual level to identify trends in the
               long/short term absence, by staff groupings and types of sickness absence.
               These reports are made available to HR Managers within
               Divisions/Departments for action.
      7.0      Arrangements for the Organisational Overview of Sickness Absence
               The Trust Board is responsible for setting, on an annual basis, the target
               rate for sickness absence within the Trust. The Operational Performance
               Team (OPT) monitors the performance of the Divisions/Departments
               towards this target on a monthly basis.
                The Executive Team (ET) approves the Trust Sickness Absence Policy and
                any amendments and the policy and ensures Equality Impact Assessments
Policy & Procedure for Management of Employee Sickness and Absence                   8
BHNFT ID –SE3.2        Date; February 2010
Sponsoring Director: Director of Human Resources
               are carried out. Any reviews of the policy are conducted in partnership with
               staff side through the Policy Review Group (PRG) and HR policies are
               approved at the Partnership Forum. Appropriate sickness absence reports
               devised from ESR are also made available at Trust Board, OPT, ET and
               Partnership Forum on all occasions that they meet.
      8.0      Monitoring Compliance
               The Trust ensures compliance with its obligations under this policy via
               reports derived from ESR alongside pro-active HR Managers engagement
               with line managers to ensure compliance with procedure and through the
               time sheet audit undertaken by the HR projects team and payroll to test the
               rigor of the of the sickness absence data provided by line managers.
               Internal Trust Audit also undertake assessment of the performance of the
               policy. Any concerns are reported to Divisional/Director level for action.

      9.0      Other Related Trust Policies/Documents

               Procedure for the employment and retention of people with Disabilities.

              Infection Prevention and Control Policy.


               Protection of Earnings Policy.


               Appeals Procedure


      10.0     Legislation
               Disability Discrimination Act 1995.




Policy & Procedure for Management of Employee Sickness and Absence                       9
BHNFT ID –SE3.2        Date; February 2010
Sponsoring Director: Director of Human Resources
           SICKNESS & ABSENCE PROCEDURES AND GUIDANCE
1.         REPORTING PROCEDURE
           1.1      Managers should ensure that employees are made aware of the sickness
                    absence notification procedure. Notification of absence due to sickness
                    should be reported to the appropriate person in charge as soon as
                    practicable.
           1.2      When you are sick and incapable of work you must keep your line manager
                    informed as follows:
                    •   On the first day of sickness you must notify your manager or nominated
                        Deputy (as specified by your department) AS SOON AS POSSIBLE
                    •   All clinical staff should telephone at the earliest possible opportunity, at
                        least 3 hours before the shift starts
                    •   For medical staff, they should contact their clinical supervisor or the on-
                        call Manager during out-of-hours. (Bleep 219)
           1.3      If you become unwell on your day off or whilst on holiday, and you feel that
                    this may affect your ability to return to your normal duties, you must notify
                    your manager or nominated duty (as specified by your department) AS
                    SOON AS POSSIBLE.
           1.4      Exceptions are to 1.2 above for non-clinical staff: -
                    •   In the case of daytime-only departments, you must telephone when the
                        department opens or before 9am at the latest
                    •   In the case of non-clinical staff starting a shift before 8.00 am, then at
                        least 1 hour before the commencement of the shift.
                        Exception to 1.2 above for all staff:
                    •   Unforeseen accidents occurring immediately before the start of the shift.
           1.5      You should telephone personally unless you are too ill to do so, in which
                    case ask a reliable person to telephone on your behalf. You must ring on
                    the first day of your sickness.
           1.6      You will be asked a set of questions this will include reason for absence
                    and probable date of return to work.
           1.7      If circumstances change and the absence is likely to continue beyond the
                    date indicated above then you should contact your manager as soon as
                    this is known to inform him or her of a revised return date.
           1.8      If you do not wish to disclose the nature of your illness and it is deemed to
                    be confidential, you must report to Occupational Health who will maintain
                    communication in strict confidence.
           1.9      You must tell the person you are informing of the following facts if your
                    absence is a result of any of the following:
                    •   An accident (e.g. motoring) where you may be lodging a claim for
                        damages against a third party
                    •   An injury sustained while playing a sport professionally
     Policy & Procedure for Management of Employee Sickness and Absence                          10
     BHNFT ID –SE3.2        Date; February 2010
     Sponsoring Director: Director of Human Resources
                    •   An accident when working for another employer
                    •   An incident being investigated by the police
           1.10     If you fail to follow the correct reporting procedure you will be deemed to
                    have taken unauthorised absence and YOU WILL NOT RECEIVE
                    PAYMENT and you may be subject to the Trust’s Disciplinary Procedures.
           1.11     Managers will have the responsibility/authority to make the decision to stop
                    payment and will be required to justify this decision by recording this action
                    on appropriate Trust documentation and advising the employee in writing.
           1.12     Reporting sickness absence                       due   to   industrial   injury   or   an
                    occupational disease
                    Notify manager straight away (when accident occurs)
                    When you are absent from work due to work related sickness or industrial
                    injury you have a duty to notify your employer. Subject to certain rules, in
                    place of your normal earnings, you will be entitled to receive sick pay.
                    You should ensure that any work related accident is recorded on IR1 form.
                    If you are absent due to an industrial injury you should obtain a certificate
                    of registration from the Payroll Department or your local DSS office and
                    forward this to your manager or nominated deputy.
                    If you are absent from work due to an industrial injury or an occupational
                    disease you may be entitled to receive the NHS Temporary Injury Benefits
                    Allowance. You should contact the HR Department for further information.
2.         MEDICAL EVIDENCE OF YOUR ILLNESS/INJURY
           It is your responsibility to obtain and submit promptly to your manager or
           nominated deputy (as specified by your department) appropriate medical evidence
           of your illness/injury.
           The three part Sickness Absence Notification forms are available from the HR
           Recruitment Office
           2.1      Absence of 1 to 7 Days (this will include days you do not normally
                    work)
                    Your manager will complete a Sickness Absence Notification Form on your
                    first day of sickness and forward the yellow copy to Payroll (Staff Services)
                    for inputting on to ESR. This is to ensure we maintain accurate and up to
                    date information. You are required to confirm the details on the form on
                    your first day return to work (terms such as sick and unwell are
                    unacceptable). Your manager will also interview you on your return to
                    work.
           2.2      Absence of 8 Days or more (this will include days you do not normally
                    work)
                    You must have a doctor’s statement from either your GP or Hospital
                    Consultant to cover your absence. The statement(s) must be sent to your
                    manager without delay. Where the final Doctors statement has been
                    issued then this must state the employee’s fitness to resume duties before
                    a return to work is permitted. Continuing absence must be supported by
                    the submission of further Doctor’s Statements, which must be consecutive.
                    When you are aware of the date you will be returning to work you must
     Policy & Procedure for Management of Employee Sickness and Absence                                    11
     BHNFT ID –SE3.2        Date; February 2010
     Sponsoring Director: Director of Human Resources
                    telephone your manager or nominated deputy by 12 noon at the latest the
                    day before you intend to return to work after any period of sickness
                    absence.
                    On return to work you must report to your manager or nominated Deputy as
                    appropriate and confirm the details submitted by your manager on the
                    Sickness Absence Notification Form in respect of any absence(* see return
                    to work interview below).
                    Failure to submit the required documentation to cover the full length
                    of absence will result in your absence being deemed as unauthorised
                    and you will NOT RECEIVE PAYMENT.
                    Managers will have the responsibility/authority to make the decision to stop
                    payment and will be required to justify this decision.
                    Student Nurses and Student Midwives should report to the suitable
                    person responsible of the area from which they were absent to
                    complete the Absence Notification Form. Copies will be forwarded to
                    the employing authority.
3.       RECORDING PROCEDURE
         3.1        The Trust has established procedures for recording absence and general
                    monitoring of sickness absence. All absence from work due to short or
                    long term sickness must be recorded.
         3.2        Irrespective of length of absence, a return to work interview will be
                    conducted either on the employee’s first day back at work or as soon as
                    possible thereafter.      The interview should be carried out
                    sympathetically, in private and should be aimed at confirming the cause
                    of the absence, indicating the Trusts interest in the welfare of the
                    employees and establishing whether any support can prevent the type of
                    absence from impacting upon the employee’s continuity of attendance.
         3.3        The pro-forma for return to work interviews (appendix c) must be completed
                    and signed by both the manager and employee before being placed on the
                    personal file.
4.       SICKNESS AND ANNUAL LEAVE
         4.1        If you become unwell whilst on annual leave, you should let your manager
                    know by telephone as soon as possible. Your manager will then ask you to
                    complete a Sickness Absence Notification Form on your return to work or
                    provide a Doctors Statement from your first day of illness, and will arrange
                    for you to take your annual leave at a later date (subject to the rules about
                    carrying annual leave forward from one leave year to another).
                    If you are sick on bank holidays or statutory days you are not entitled
                    to reclaim these days.
                     As you are under a contractual obligation to be contactable whilst on sick
                    leave, if you plan to go away on holiday (whether in the UK or abroad)
                    while you are off sick, to help your convalescence, you must let your
                    manager know in advance.
5.         EXCLUDED ABSENCE
           5.1      Absences such as Carer Leave or absence agreed under the special leave
                    policy should NOT be recorded as sickness absence.
     Policy & Procedure for Management of Employee Sickness and Absence                       12
     BHNFT ID –SE3.2        Date; February 2010
     Sponsoring Director: Director of Human Resources
                    Periods of sickness absence that are pregnancy-related should not be
                    counted for the purposes of inclusion in the rolling percentage targets for
                    managing attendance. However, any such periods should be recorded for
                    the purpose of paying occupational sick pay.
                    Periods of sickness that relate to a disability should be recorded separately
                    in order that management can consider ongoing reasonable adjustments
                    for an individual, but should still form part of the overall sickness absence
                    percentage targets.
6.         MAINTAINING CONTACT WITH ABSENT EMPLOYEES
           6.1      An employee has a contractual obligation to maintain communication
                    throughout their sickness, this includes:
                    •    Correct Reporting
                    •    Attending Review Meetings
                    •    Attending Occupational Health Appointments
           6.2      Employees and managers should agree how they intend to
                    communicate during the period of sickness absence. Where there is
                    no opportunity to speak to the employee directly, the manager should
                    write to the employee to agree a method of communication.
                    Failure to maintain contact will result in NO PAYMENT.
           6.3      Managers will have the authority to make contact with the individual if they
                    fail to maintain communication. This will be conducted sensitively and in
                    liaison with the HR Department and /or Occupational Health Department.
7.         MANAGEMENT PROCEDURE
           7.1      In dealing with sickness absence, the Trust must ensure a consistent
                    approach between departments and various categories of staff. In order to
                    ensure this consistent approach the following should be applied for all
                    employees.     In each instance, the particular type of absence is
                    accompanied by a trigger point at which managerial action should be
                    instigated.
           7.2      Regular reviews should be carried out to assess and monitor staff when
                    they are off sick, and determine what action is needed at each stage. Where
                    a member of staff is unlikely to return to work this would culminate in a final
                    review where a decision on the appropriate way forward is made i.e. return
                    to substantive employment / redeployment / termination of contract.
                    Reasonable adjustments when appropriate should be considered. Medical
                    evidence should be made available to support the review process and
                    occupational health advice should be sought on the likelihood of:
                    •    the prospects of a likely return to the previous employment with or
                    •    without adjustments
                    •    a phased return with or without a need for adjustments
                    •    redeployment
                    •    a successful ill health retirement application.
            7.3      For the purpose of this procedure, absences are identified as falling into
                     one of two categories:
     Policy & Procedure for Management of Employee Sickness and Absence                     13
     BHNFT ID –SE3.2        Date; February 2010
     Sponsoring Director: Director of Human Resources
                    7.3.1 Managing Short Term Sickness/Absence
                             The ‘Trigger Point’ for management action is a sickness absence rate
                             at, or above, the Trust’s sickness absence percentage target in any
                             twelve month rolling period, and this percentage target is set
                             annually. The Trust wishes to emphasise that a single day or a few
                             days taken add significantly to the overall sickness rate and often
                             incur agency costs in last minute replacements.
                             Payment for sickness absence is conditional upon an employee
                             complying with the Trust’s procedure for notifying his/her manager of
                             the absence, attending an interview with his/her manager on request
                             to discuss the absence, completing a self-certification form, providing
                             doctors certifications and agreeing to attend an occupational health
                             assessment with the Trust’s Occupational Health Department when
                             applicable.
                             Employees should be seen by their immediate manager or
                             nominated deputy on their return to work following sickness absence.
                             This is for the purpose of completing the sickness absence
                             notification form and recording an explanation of the absence. Such
                             an occasion provides the opportunity for the member of staff to
                             discuss any problems they are experiencing and for the manager to
                             offer support.
                             Such meetings would include a review of their attendance record and
                             a further explanation of the notification procedure under section 5, if
                             appropriate.
                             The manager should make a file note of any discussions over the
                             individual’s attendance record and reporting of absence.
                             Specialist advice from Human Resources should be sought at an
                             early stage if the manager feels specialist advice may be appropriate
                             in the circumstances.
8.         THE FORMAL PROCEDURE
           Please refer to the flowchart in Appendix D
           8.1    Stage 1 Meeting
                    8.1.1 The employee (who may be represented by an accredited
                          representative, full-time officer or friend who is not acting in a legal
                          capacity) will be seen by the manager who may be supported by a
                          Human Resources representative and the situation discussed. Clear
                          advice of the standard of attendance expected of the employee will
                          be given. According to the circumstances of the case, a formal review
                          period will be stipulated in line with the Trust’s target and monitoring
                          period. This review is designed to allow for support, advice and
                          assistance to the employee, and to give the employee the opportunity
                          to improve. The review period process for all stages is demonstrated
                          in Appendix D.
                    8.1.2 Consideration should be given to the reasons, the frequency and
                          whether any pattern is present. For example, do the absences
                          always occur on the same day of the week or are there any

     Policy & Procedure for Management of Employee Sickness and Absence                         14
     BHNFT ID –SE3.2        Date; February 2010
     Sponsoring Director: Director of Human Resources
                        underlying reasons not connected to ill health. Managers should seek
                        advice from HR as appropriate.
               8.1.3 the manager will confirm the outcome of the meeting in writing, the
                      period given for improvement reiterated and the employee advised
                      that if the required improvement is not forthcoming, further action
                      may be taken in accordance with the policy.
               8.1.4 Correspondence issued by managers must clearly state the targets
                     set and the consequences of failing to reach this target. This is to
                     ensure that the employee will be fully aware of likely management
                     action if a Stage 2 meeting is required and can arrange suitable
                     representation. The target and consequences to be explicit in
                     correspondence for meetings also applies to such meetings at Stage
                     2 and 3 meetings of the procedure.
               8.1.5 If an underlying medical condition is suspected, or if agreement
                     cannot be reached with the member of staff that a condition exists at
                     Stage 1, the employee should be asked if he/she is willing to be
                     referred to the Occupational Health Service for assessment and
                     advice on fitness to work. The request for an opinion on fitness to
                     work should be made by the manager in writing or using the
                     Occupational Health Referral form. Such a request for an opinion
                     should not prevent a target being set.
               8.1.6 If the employee achieves the Stage 1 target or less at each
                     checkpoint in the review period then the employee will come off
                     formal review and be monitored in the normal way
               8.1.7 If the employee fails to achieve the percentage target set at Stage 1
                     at any of the checkpoints during the review period then Stage 2 of the
                     procedure may be invoked and a meeting at Stage 2 arranged within
                     14 days.
      8.2    Stage 2 Meeting
               8.2.1 A meeting with the employee will be arranged. The employee (who
                     may be represented by an accredited representative, full time officer
                     or friend) will be seen by the manager with support from HR and the
                     situation discussed.
               8.2.2 All reasonable efforts will be made to provide further support and
                     guidance which may include referral to the Occupational Health
                     Physician.
               8.2.3 Advice on the standard expected of the employee will be restated. A
                     further formal review period of four months will be set and the Trust’s
                     target will be stipulated and during this period sickness absence will
                     continue to be formally monitored. No further stage of the procedure
                     (i.e. Stage 3) will be invoked provided there is no deterioration in
                     attendance levels at the checkpoint reviews. The manager will
                     confirm the outcome of the meeting in writing.
               8.2.4 If the percentage target has been achieved at the end of the Stage 2
                     following a review at the checkpoint, then the employee will come off
                     formal review and be monitored in the normal way.


Policy & Procedure for Management of Employee Sickness and Absence                      15
BHNFT ID –SE3.2        Date; February 2010
Sponsoring Director: Director of Human Resources
                    8.2.5 If the employee fails to achieve the percentage target set at Stage 2
                          of the procedure at the 4 months checkpoint then Stage 3 of the
                          procedure may be invoked and a meeting arranged within 14 days. If
                          the employee exceeds the Trust’s target in an 18 months period
                          following formally coming off Stage 2, he/she will be placed back on
                          Stage 2 of the procedure.
           8.3      Stage 3 meeting
                    8.3.1 If the employee fails to meet the percentage target at the 4 months
                          checkpoint then consideration will be given to terminating the
                          employee’s contract of employment. The employee (who may be
                          represented by an accredited representative, full-time officer or friend
                          not acting in a legal capacity) will be invited to a hearing before a
                          senior officer approved by the Trust Board to handle dismissals with
                          support from a member of the Human Resources department. The
                          senior officer will consider all the evidence available and reach a
                          decision whether or not to terminate the contract of employment. The
                          decision and reasons for dismissal will be confirmed in writing.
                    8.3.2 Exceptional Circumstances for Delaying Progression
                             In sickness cases of exceptional circumstances, a manager, following
                             written agreement with the Human Resources Manager, may defer
                             progression to commence, or a move to the next stage of the
                             sickness absence procedure. This decision will be recorded in writing
                             and shared with the appropriate staff side member.
9.         Right of Appeal
           9.1      A single stage right of appeal exists at all stages of the above procedure. To
                    exercise this right the employee must write to the appropriate individual
                    described below within ten working days of the receipt of the confirmation of
                    the outcome of any of the three stages. There is no right of appeal (except
                    as provided for by employment legislation) beyond this single stage appeal,
                    nor can appeals against action taken under this procedure be treated as
                    ‘grievances’ under any other procedure.
                    The right of appeal at:-
                    Stage 1 is to the manager to whom the decision maker is responsible. Any
                    appeal should be made in writing within the timescale noted above.
                    Stage 2 is to the manager to whom the decision maker is responsible. Any
                    appeal should be made in writing within the timescale noted above.
                    Dismissal is to the Director of Human Resources and Organisational
                    Development. The Trust will convene a panel, which will include three
                    members of the Trust Board (one or two Executive Directors and one or two
                    Non-Executive Directors) and a senior member of the Human Resources
                    department to support the panel in the hearing of the appeal against
                    dismissal. No member of the panel will have had any previous knowledge of
                    the case.


           9.2      Managing Long-Term Sickness and Absence
                    9.2.1 Trigger Point
     Policy & Procedure for Management of Employee Sickness and Absence                       16
     BHNFT ID –SE3.2        Date; February 2010
     Sponsoring Director: Director of Human Resources
                          Following a 4 weeks continuous absence the manager will meet with
                          the employee along with HR to discuss the appropriate course of
                          action.
                          The employee will be advised that he/she may be accompanied by a
                          person of his/her choice, who may be an accredited representative at
                          any meeting.
                          Following a 4 weeks absence the manager, if appropriate, will refer
                          the employee to Occupational Health. In certain circumstances this
                          referral may be requested earlier than 4 weeks.
                          The employee will be required to meet with the manager and a HR
                          representative on a regular basis to discuss and assess the situation,
                          such arrangements will be confirmed in writing giving at least 7
                          working days notice.
                          If after 6 months the employee is not making significant progress or
                          has not returned to work, serious consideration will be given as to the
                          capability of the individual to continue their employment with the
                          Trust.
10.     ROLE OF OCCUPATIONAL HEALTH
        10.1     The Occupational Health Department is attended to provide support to the
                 Trust and its employees by offering advice on ways to address occupational
                 health problems. It is not expected to take on the management role but to
                 provide an objective assessment from its clinical perspective of any situation
                 brought to its attention.
                 10.1.1 Referrals to Occupational Health
                          Prior to a referral being made it is best practice to discuss the referral
                          and the reasons to the employee concerned. The employee has a
                          contractual obligation to attend an Occupational Health appointment
                          made through the managers referral, however they should be aware
                          that:
                          If the employee express’s concern about the medical opinion of the
                          OH physician or OH Practitioner, then they have the right to seek a
                          second opinion (and by agreement) seek referral for a second
                          opinion, as long as that opinion is shared with the Trust, and the OH
                          Department. The cost of any referral should be borne by the
                          employee’s Directorate.       In exceptional circumstances, if the
                          employee has a legitimate objection to the initial referral to the OH
                          Department, and by agreement with the Director of Human
                          Resources and Organisational Development, an alternative referral
                          may be sought. There are a number of areas in which you may wish
                          to seek Occupational Health advice concerning a member of staff:-
                          •    Newly diagnosed medical condition or deterioration of condition;
                          •    Prognosis of medical condition;
                          •    The relationship of the condition to work. This may be a
                               personal/social problem but if work is affected referral is
                               appropriate;
                          •    Fitness for work
  Policy & Procedure for Management of Employee Sickness and Absence                            17
  BHNFT ID –SE3.2        Date; February 2010
  Sponsoring Director: Director of Human Resources
                         Strict guidelines are not possible due to employee and work situation
                         variables but a good ‘rule of the thumb’ for triggering referrals to the
                         Occupational Health Service would be a concern that the health of a
                         member of staff has altered so as to pose a significant danger to
                         him/herself or others, or indication that work performance is seriously
                         impaired, or that work is adversely affecting their health.
Examples (it must be emphasised that these are only some examples of many
situations which may cause concern).
       1        Repeated short spells of absence attributed to sickness or injury.
       2        Long-term sickness absence, four weeks or more; (to clarify degree of
                disability, progress, prognosis etc.)
       3        Before proposed return to work, if a manager has concerns about any
                change in an employee’s mental or physical work capabilities (e.g. major
                injuries, major surgery, acute new medical condition such as stroke, heart
                attack or severe mental disturbance).
       4        In order to ascertain whether an individual’s medical condition means that
                they fall within the scope of the Disability Discrimination Act 1995.
       5        Development of new chronic medical conditions (e.g. asthma, eczema,
                psoriasis, angina, epilepsy, diabetes, MS, chronic bowel disorders
                (especially in food handlers), cancers, vertigo.
       6        Deterioration in established known chronic medical conditions (as outlined
                in (5)).
       7        New or deterioration in established muscular skeletal disorders (backs,
                limbs etc.).
       8        Altered or impaired work performance without absence from work (e.g.
                behaviour changes, interpersonal difficulties).
       9        Significant psychological signs of upset suggestive of stress whether
                domestic, occupational, post traumatic or of unknown origin.
       10       Any reason to suspect the presence of alcohol, medication or other
                substance abuse.
       11       Where workplace assessments have identified a hazard, which could have
                an adverse effect of the health of any employee.
       12       In line with the Infection Prevention and Control Policy
       The above list is not exhaustive, and whilst referrals to the Occupational Health
       Service should be made in writing, using the referral pro forma, in any doubtful
       situation informal advice can be obtained from the Occupational Health Service
       staff. The most important point to focus upon is any unexplained change in a
       member of staff.



                10.1.2 Outcomes of Referrals
                         Following an Occupational Health referral and subsequent
                         appointment(s) the manager will be notified in the form of a medical
                         report, which will provide the following information. Either:
 Policy & Procedure for Management of Employee Sickness and Absence                          18
 BHNFT ID –SE3.2        Date; February 2010
 Sponsoring Director: Director of Human Resources
                          FIT
                        The employee is now considered fit to undertake normal duties.
                          OR
                                 Employee Fit to Return to Work with Adjustments
                        Managers should consider reasonable adjustments to the working
                        environment that would enable a member of staff to continue in
                        employment. These could include:
                        • Permanent/Temporary reduction in hours
                        • Permanent/Temporary change of shift pattern
                        • Adjustments to physical working environment
                        • Re-allocation of duties where this is reasonable and practical
                        In all cases the involvement of the Occupational Health Department
                        is essential. The Occupational Health Service has a particularly
                        important role to undertake in the monitoring and review of any
                        adjustments. The Human Resources Department and the
                        Occupational Health Department also have a key role in advising
                        managers in respect of reasonable adjustments for those staff
                        declared as having a disability under the Disability Discrimination Act
                        1995.
                        Employee fit to carry out alternative work
                        If the medical report from the Occupational Health Physician
                        indicates that the employee is unfit to carry out his/her own duties,
                        but fit to undertake alternative employment, a meeting will be
                        arranged by the manager, to include a member of the Human
                        Resources Department.
                        If the employee wishes to continue in the employment of the Trust
                        then every effort will be made to accommodate him/her. Employees
                        will be given preferential treatment and be classed as being at risk
                        when seeking alternative employment.
                        He/she will be counselled at regular intervals and advised of any
                        progress that is made, the outcome of meetings being confirmed in
                        writing. Support will be available from the HR Department in
                        application and interview techniques.
                        A selection interview is guaranteed whenever the individual meets
                        the essential requirements of the person specification or, with
                        appropriate support and development, could do so within a three-
                        month period. This interview will take place in advance of any open
                        competition for the post, excluding employees who are at risk under
                        Trust procedures. Employees will be interviewed against the person
                        specification and the most suitable candidate will be offered the post.
                        Unsuccessful candidates will have a right to request the reasons for
                        non-selection. If the manager is unable to make an appointment they
                        must be able to justify this decision before the recruitment process
                        can continue.
                        Suitable Alternative Employment
Policy & Procedure for Management of Employee Sickness and Absence                         19
BHNFT ID –SE3.2        Date; February 2010
Sponsoring Director: Director of Human Resources
                        Any suitable alternative employment will be identified by the Trust.
                        Where suitable alternative employment is at a lower grade this will be
                        subject to protection under the Trust’s Policy for Protection of
                        Earnings. If the position is not identified as being a suitable
                        alternative but the individual still wishes to pursue the role then
                        protection arrangements will not apply.
                        Suitable alternative employment will be defined in terms of pay,
                        working hours, status, grade, duties and responsibilities, the way the
                        work is carried out and location. It must also be suitable to the
                        individual’s circumstances, skills and experience.
                        If the employee wishes to be considered for an alternative post and is
                        considered to be the most suitable candidate, an offer of the post will
                        be made subject to Occupational Health clearance.
                        Employees should be made aware of the provisions within the NHS
                        Pension scheme to assist this process through “step down and wind
                        down” arrangements.
                        If after three months no suitable alternative post is available then the
                        same procedure will be applied as in the case where the employee is
                        unfit to continue working.
                        Employee unfit to continue working
                        If the medical report indicates that the employee is permanently unfit
                        or will remain unfit for the foreseeable future to return to work, a
                        meeting will be arranged by his/her manager, or a home visit made.
                        Prior to the meeting the Human Resources Department will have
                        established the basic facts regarding the employee’s contractual
                        position (e.g. period of notice, holiday pay, and superannuation
                        position). Separate arrangements will be made where appropriate for
                        the involvement of the Pensions Officer.
                        At the meeting (the outcome of which will be confirmed in writing) the
                        employee will be informed of the Occupational Health Physician’s
                        opinion. This opinion will have already been discussed with the
                        member of staff by the Occupational Health Physician as part of the
                        normal medical review process. The current meeting will be used to
                        inform the employee that a likely outcome is that his/her contract of
                        employment will be terminated on the grounds of incapacity.
                        The appropriate senior officer approved to handle dismissal will
                        arrange a meeting with the employee (who may be represented by
                        an accredited representative or friend) at which his/her contract of
                        employment will be terminated on the grounds of incapacity.
                        Employees who are members of the NHS Pension Scheme will be
                        provided with advice and support in order to make an application for
                        ill health retirement benefits under the scheme.
                        To review and decision dates should be determined taking account of
                        the individual’s sick pay entitlements and there should be a review
                        before their sick pay ends. Procedures should make reference to the
                        NHS Injury Benefit Scheme and in particular the circumstances when
                        NHS Temporary Injury Allowance should be paid.
Policy & Procedure for Management of Employee Sickness and Absence                          20
BHNFT ID –SE3.2        Date; February 2010
Sponsoring Director: Director of Human Resources
                        Where termination of the contract of employment on the grounds of
                        incapacity is considered, all reasonable efforts should be made to
                        obtain appropriate medical evidence via the occupational health
                        service, including occupational health advice on the likely outcome of
                        a successful ill health retirement application. Before a decision to
                        terminate is made all other options should meaningfully be
                        considered, including:
                        • A successful ill health retirement application.
                        • Rehabilitation
                        • Phased return
                        • A return to work with or without adjustments.
                        • Redeployment with or without adjustments
                        Contractual notice must be given to a member of staff whose contract
                        is being terminated on grounds of ill-health.
                        Planning and Undertaking Workplace Controls or Adjustments for
                        Employees who have a Disability
                        Please refer to Procedure for the employment and retention of
                        people with Disabilities.
                        In the case of a disability being diagnosed, reasonable adjustments
                        to the new working environment to facilitate continued employment
                        will be considered in relation to alternative work.
               10.1.3 Case Conference/Review meeting (used for support / rehabilitation /
                      potential outcomes) to plan and Facilitate Return to Work.
                        This should be in the form of multi-disciplinary teams consisting of
                        line manager, employee, staff side, hr representative, and
                        occupational health. During the case conference or review meeting,
                        the most appropriate course of action will be established which would
                        constitute one (or a combination of) the following:
                          •    Fitness to return to work and resume duties
                          •    A mid week return – where an employee returns for two or three
                               days followed by a weekend or normal rest days and then
                               normal duties and hours thereafter
                          •    A phased return to work (see 10.1.4 below).
                          •    Modified workload – or reasonable adjustment within the
                               workplace in order to accommodate a disability on a temporary
                               or permanent basis
                          •    Unfit to work in any capacity
                        An agreed course of action will be circulated after the meeting with
                        individuals responsibilities outlined.
                        10.1.4 Phased return/Rehabilitation back to work
                          It is anticipated that the phased return will apply to exceptional
                          cases only, and in particular, circumstances in which the employee
                          has suffered a serious physical or psychological medical condition
Policy & Procedure for Management of Employee Sickness and Absence                        21
BHNFT ID –SE3.2        Date; February 2010
Sponsoring Director: Director of Human Resources
                            or has been off sick for 3 months or more.           In normal
                            circumstances the length of the phased return period would, be
                            limited to three weeks or less.
                            A Phased return to work can only take place if agreed by the
                            line-manager    and/or   Departmental     head,   and    HR
                            Manage/Officer; or agreement through a case conference.
                            A member of staff may voluntarily agree to use part of their
                            annual leave as an element of the agreed rehabilitation
                            period/phased return. However, there can no compulsion for
                            any member of staff to use their annual leave as part of a
                            rehabilitation period/phased return.
                            When agreeing the amount of annual leave as part of such a
                            phased return, managers may find it useful to consider what
                            annual leave would have been expected to have been taken
                            over the annual leave year at the particular point of return.
                            In circumstances which involve the return of an individual to an
                            alternative place of work, then, (unless there are exceptional
                            circumstances) it would be anticipated that the employee would
                            return to normal duties after an initial one or two day induction into
                            their new area of work.
11.     REVIEW DATE.
        June 2011




  Policy & Procedure for Management of Employee Sickness and Absence                          22
  BHNFT ID –SE3.2        Date; February 2010
  Sponsoring Director: Director of Human Resources
Agenda for Change Sickness and Absence National Agreement                            APPENDIX A

Part 3: Terms and conditions Section 14: Sickness absence
NHS terms and conditions of service handbook The NHS Staff Council
Section 14: Sickness absence
14.1 These arrangements are intended to supplement statutory sick pay to provide
     additional payment during absence due to illness, injury or other disability. This
     section is supplemented by Annex Z that sets out a framework to support
     employers and staff in the management of sickness absence and manage the risk
     of premature and unnecessary ill health retirements.
14.2   Employees absent from work owing to illness will be entitled, subject to the
       conditions of this agreement, to receive sick pay in accordance with the scale
       below (see Section 12 for provisions governing reckonable service):
       •    during the first year of service - one month's full pay and two months' half pay;
       •    during the second year of service - two months' full pay and two months' half
            pay;
       •    during the third year of service - four months' full pay and four months' half pay;
       •    during the fourth and fifth years of service - five months' full pay and five
            months' half pay;
       •    after completing five years of service - six months' full pay and six months' half
            pay.
14.3 In the event of employment coming to an end, entitlement to sick pay ceases from
     the last day of employment.
14.4 The definition of full pay will include regularly paid supplements, including any
     recruitment and retention premia, payments for work outside normal hours and
     high cost area supplements. Sick pay is calculated on the basis of what the
     individual would have received had he/she been at work. This would be based on
     the previous three months at work or any other reference period that may be locally
     agreed. Local partnerships can use virtual rotas showing what hours the employee
     would have worked in a reference period had he or she been at work.
Calculation of Allowances
14.5 Full pay needs to be inclusive of any statutory benefits (so as not to make sick pay
     greater than normal working pay). The combined addition of statutory sick pay to
     half pay must not exceed full pay.
14.6 The period during which sick pay should be paid and the rate of sick pay for any
     period of absence is calculated by deducting from the employee's entitlement on
     the first day of sickness the aggregate periods of paid sickness absence during the
     12 months immediately preceding that day. In aggregating periods of absence due
     to illness no account will be taken of:

        •   unpaid sick absence
        •   injuries or diseases sustained to members of staff In the actual
            discharge of their duties through no fault of their own
        •   injury resulting from a crime of violence not sustained on duty but connected
            with or arising from the employee's employment where the injury has been the
            subject of payment by the Criminal Injuries Compensation Board (England and
  Policy & Procedure for Management of Employee Sickness and Absence                        23
  BHNFT ID –SE3.2        Date; February 2010
  Sponsoring Director: Director of Human Resources
            Wales), the Criminal Injuries Compensation Authority (Scotland) and the
            Compensation Agency (Northern Ireland)
        •   as above, but an injury which has not been the subject of payment by the
            Board on grounds that it has not given rise to more than three weeks' loss of
            earnings or was not one for which compensation above the minimum would
            arise.
Conditions for Contractual Sick Pay
14.7 Sick pay paid to an employee under this scheme when added to any statutory
     sickness, injuries or compensation benefits, including any allowances for adult or
     child dependants, must not exceed full pay (see paragraph 14.4 above).
14.8 Employees will not be entitled to an additional day off if sick on a statutory
     holiday.
14.9 Sick pay for those who have exhausted sick pay entitlements should be
     reinstated at half pay, after 12 months of continuous sickness absence, in the
     following circumstances:
       •    staff with more than 5 years reckonable service - sick pay will be reinstated if
            sick pay entitlement is exhausted before a final review meeting for long term
            absence has taken place.
       •    staff with less than 5 years reckonable service - sick pay will be reinstated if
            sick pay entitlement is exhausted and a final review does not take place within
            12 months of the start of their sickness absence.
       Reinstatement of sick pay should continue until the final review meeting has taken
       place. Reinstatement of sick pay is not retrospective for any period of zero pay in
       the preceding 12 months of continuous absence.
       These arrangements will be in accordance with local sickness absence procedures
       established in accordance with Annex Z and will only apply where the failure to
       undertake the final review meeting is due to delay by the employer. This provision
       will not apply where a review is delayed due to reasons other than those caused by
       the employer.
14.10 Employers will also have discretion to extend the period of sick pay on full or half
      pay beyond the scale set out in 14.2.
        •   Where there is the expectation of return to work in the short term and an
            extension would materially support a return and or assist recovery. Particular
            consideration should be given to those staff without full sick pay entitlements.
        •   In any other circumstance that the employer deems reasonable.
14.11 During the rehabilitation period employers should allow employees to return to
      work on reduced hours or, where possible, be encouraged to work from home
      without loss of pay. Any such arrangements need to be consistent with statutory
      sick pay rules
14.12 Sick pay is not normally payable for an absence caused by an accident due to
      active participation in sport as a profession, or where contributable negligence is
      proved.
14.13 An employee who is absent as a result of an accident is not entitled to sick pay if
         damages are received from a third party. Employers will advance to an employee a
         sum not exceeding the amount of sick pay payable under this scheme providing
         the employee repays the full amount of sickness allowance to the employer when
         damages are received. Once received the absence shall not be taken into account
  Policy & Procedure for Management of Employee Sickness and Absence                  24
  BHNFT ID –SE3.2        Date; February 2010
  Sponsoring Director: Director of Human Resources
        for the purposes of the scale set out in paragraph 14.2 above.
14.14 Employers may at any time require an employee absent from work due to illness to
      attend an examination by a medical practitioner. Furthermore, staff do not need to
      be off sick to be referred by their employer for a medical. The employer will meet
      the cost of any medical examination.
14.15 After investigation, consultation and consideration of other alternative posts, and
      where there is no reasonable prospect of the employee returning to work,
      employers will have the option to terminate employment before the employee has
      reached the end of the contractual paid sick absence period, subject to the
      employers' agreed sickness absence policies and procedures.
14.16 Notification procedures and payment of sick absence pay when injuries are
     connected with other Insured employment will be for local determination.
14.17 Payment of NHS Temporary Injury Allowance for workplace injuries or disease
      should be in accordance with the NHS Injury Benefit Scheme regulations.




  Policy & Procedure for Management of Employee Sickness and Absence                 25
  BHNFT ID –SE3.2        Date; February 2010
  Sponsoring Director: Director of Human Resources
NOTIFICATION SICKNESS ABSENCE FORM                                               APPENDIX B

Yellow copy must be completed on the FIRST DAY of Sickness Absence
This form should be completed accurately and submitted on time so as not to affect
the member of staff’s pay or entitlements.
  Section A                             Employee Details:
  Surname:                      Forename(s):-             National Insurance No:
                                                          (If Known)

  Position ID:                 Position Title:-
  Place of Work: (Department, Ward etc)
  Section B                                                           Dates of       DATE
  Absence:                                                                            (DD- MMM-YYYY)
                                                                                       e.g. 04 Sep 2006
  On which date did you last work?
  On which date did you become unfit for work (even if on days
  off)?
  On which date did you notify your sickness absence to your
  Manager or nominated Deputy?
  If late notification to                                                           YES /
                                                                                     Reason
  Manager or nominated                                                                NO
                                                                                     accepted?
  Deputy                                                                           (Delete
  State the reason why :-                                                           which
                                                                                     does
                                                                                      not
                                                                                    apply)
  Section C Only tick the main reason for absence (This Section must be completed)
                  Reason                                     Reason
  Blood Disorder                              Influenza
  Cancer                                      Musculo Skeletal – back
  Cardiac/Coronary                            Musculo Skeletal – neck
  Cold                                        Musculo Skeletal – other joint/lower
                                              limb
  Dental Pain                                 Neurological
  Dermatological                              Other Mental Disorder
  Diarrhoea/Vomiting                          Pregnancy related
  Ears, Nose & Throat                         Psychological
  Eyes                                        Respiratory
  Gastro-intestinal                           Stress/Anxiety
  Genito Urinary                              Substance/Alcohol Misuse
  Gynaecological                              Surgery
  Headache/Migraine                           Other – Please State reason
  Hypertension
  Infections                                  Private
  To be completed by Occupational Health Department in cases where “Private” has
  been indicated above
  I confirm that the above named person has given me details of his /her illness.

  Signed _____________________________________ Title:
  _________________________________ Date ____________________
 Policy & Procedure for Management of Employee Sickness and Absence                                   26
 BHNFT ID – SE3.2        Date; April 2009
 Sponsoring Director: Director of Human Resources
  Is the absence due to Industrial injury                             YES                    NO

  If so, was the accident at work?                                    YES                    NO

  If accident at work has IR1 been                                    YES                    NO
  completed.
  (if no please ensure an IR1 is completed)

  Signed (Manager/Nominated Deputy): ___________________________ Date:
  _____________________ Ext No: ____________

  Section D            To be completed on the first day the Employee returns to
  work.
  On which date were you fit to return to work (even if on days off)?

  On which date did you return to work?

  I declare that the information above is to the best of my knowledge, a true and accurate
  record. I understand that any deliberately false statement will disqualify me from sick pay
  and will be regarded as a serious disciplinary offence.

  Signed (Employee):
  ________________________________________________________ Date:
  __________________

  Signed (Manager/Nominated Deputy): ___________________________ Date:
  _____________________ Ext No: ____________

  Number of Working Days Absent: ________                             Date the return to work interview was
  completed ____________________________

Distribution -            YELLOW COPY - FORWARD TO STAFF SERVICES DEPARTMENT
                          FOR ACTION (FIRST DAY OF SICKNESS ABSENCE).

                          PINK COPY - COMPLETE AND FORWARD TO STAFF SERVICES
                          DEPARTMENT FOR ACTION ON RETURN TO WORK

                          BLUE COPY- RETAIN IN PERSONAL FILE

DOCTORS MEDICAL CERTIFICATES ARE NOT REQUIRED BY STAFF SERVICES - TO
            BE RETAINED BY THE MANAGER/PERSONAL FILE




 Policy & Procedure for Management of Employee Sickness and Absence                                           27
 BHNFT ID – SE3.2        Date; April 2009
 Sponsoring Director: Director of Human Resources
                                                                                     Appendix C
                                    RETURN TO WORK INTERVIEW
                                     All sections must be completed
Name
Post
Department
Interview carried out by: (Line
Manager)
Date(s) of absence                                    From:               To:
Number of days absent
Number of shifts absent
Is the absence at the weekend?                        Yes                  No
Is the absence in school holidays?                    Yes                  No
Is the absence during night duty?                     Yes                  No

What was the cause of illness? Did the employee need to seek doctors or hospital
attention?




Has the employee suffered from this type of illness in the past year? If so when and how
long did it last? If employee frequently suffers from this type of illness recommend referral
to occupational health.




Is there anything else the employee would like to tell you, which is affecting his/her
recovery or the likelihood of this illness happening again?




Does he/she feel that there is anything you can do to support them? e.g. referral to
occupational health, temporary flexible work schedule.




Did the employee report the absence in accordance with the Trust’s sickness and absence
policy? If no, please state how the employee breached policy and confirm that he/she has
been informed/reminded of the correct reporting procedure.




Employee’s signature               …………………………                         Date………………..


Manager’s signature                …………………………                         Date………………..
 Policy & Procedure for Management of Employee Sickness and Absence                         28
 BHNFT ID – SE3.2        Date; April 2009
 Sponsoring Director: Director of Human Resources
                        BARNSLEY HOSPITAL NHS FOUNDATION TRUST

                                            SICKNESS ABSENCE ?




Complete and submit a Sickness Absence Notification form on the
first day of absence.


                                             EMPLOYEE DETAILS

                                             DATES OF ABSENCE


                               MAIN REASON FOR ABSENCE
                        ESR only allows us to record one reason for absence



                        DETACH AND SEND THE YELLOW COPY TO THE
                              OCCUPATIONAL HEALTH DEPT
                                   for immediate action.



                          The remainder of the form must be completed
                            when the member of staff returns to work,
                         (If not this may result in staff having reduced pay)
                              Retain the blue copy on the personal file
                       and forward the Pink copy to Occupational Health Dept.



                                     Medical Certificates
Staff absent for 8 calendar days or more require a Medical Certificate, Managers have the
responsibility to ensure staff adhere to the Trust policy
The Medical Certificates are not required by the Occupational Health Department, they
should be retained on their personal file with the blue copy of the Sickness Absence
Notification form




 Policy & Procedure for Management of Employee Sickness and Absence                     29
 BHNFT ID – SE3.2        Date; April 2009
 Sponsoring Director: Director of Human Resources
Flowchart Formal Procedure Managing Short Term Absence – Trigger Point Action Appendix D

                      Stage 1
                     Target set




                 Checkpoint 1
        Y       2 months Target
                   achieved?                                                         Return to Stage 2



                                                                                                                        N
                 N
                                          Y
                Move to stage 2?                             Stage 2                                       Hearing
                                                            Target Set                                   To consider
                                                                                                         dismissal on
                                                                                                          attendance
                                                                                                           grounds
                 Checkpoint 2                                                    N
                4 months Target                          Checkpoint 1
        Y          achieved?                            4 months Target
                                                           achieved?                                     Y


                                                           Y                                              Dismissal
                                     Y
                Move to stage 2?
                                                         Return to normal
                                                       sickness monitoring

                                                         BUT If over the
                Final Review–6        N                Trust’s Target in 18
                 month target                           month period then
                   achieved?                            straight back in at
                                                              Stage 2
                   Y

                Return to normal
              sickness monitoring




            Policy & Procedure for Management of Employee Sickness and Absence                                   30
            BHNFT ID – SE3.2        Date; April 2009
            Sponsoring Director: Director of Human Resources

				
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