1.  Have a Good Absence Recording System

A robust absence recording and reporting mechanism is the foundation of effective absence management. Without a clear system, absences can slip through the cracks—leading to misunderstandings, gaps in coverage, and inconsistent handling. Your policy should provide structure and clarity so managers aren’t left guessing and employees know exactly what’s expected of them.

2.  What a Good Absence Reporting Process Looks Like

A strong absence reporting process starts with clear rules everyone understands. Your policy should specify:

• How to report: Employees must notify their manager as early as possible—ideally before the workday begins. Set up consistent methods like a phone call, email, or HR system.

• What information to give: Employees should explain the reason for absence and expected return date if known.

• Fit notes: For absences longer than 7 calendar days, employees need to provide a fit note (medical certificate) from their doctor. Your policy should explain this clearly.

Make sure your policy is written, shared, and applied consistently across the business. This reduces confusion and ensures fair treatment.

3. How to Conduct Return-to-Work Interviews That Really Work

Return-to-work interviews are key to understanding absences and supporting employees effectively. Here’s how to make them productive:

• Hold them promptly: Ideally, conduct the interview on the employee’s first day back.

• Create a supportive environment: Show genuine concern, listen actively, and avoid assumptions or blame.

• Ask clear questions: Find out the reason for absence, if any support is needed, and whether there are workplace factors affecting their health.

• Discuss next steps: Agree on any adjustments, follow-ups, or referrals to support services like an Employee Assistance Program (EAP).

• Document the conversation: Keep brief, factual notes for your records.

These interviews help identify underlying issues early and reduce repeat absences.

4. Using Fit Notes, Managing Trends, and Knowing When to Escalate

Fit notes (previously called sick notes) are official documents from doctors used for absences over 7 calendar days. Use these notes to:

• Confirm illness and expected return: Review fit notes to plan workloads and staffing.

• Consider adjustments: Sometimes, fit notes recommend phased returns or workplace changes. Follow these recommendations where reasonable.

Monitoring absence patterns is just as important:

• Track absences: Wherever possible, use automation to record dates and reasons.

• Look for trends: Are absences frequent on Mondays or Fridays? Are certain teams more affected?

• Use the Bradford Factor: This scoring system highlights employees whose frequent short absences disrupt the business, triggering a review.

When patterns emerge or Bradford Factor scores hit your set thresholds, it’s time to escalate. This could mean more detailed conversations, seeking medical advice, or formal action aligned with your policy.  However, before determining action, you need to take into consideration individual circumstances.

5. Your Legal Duties Around SSP, Documentation, and Fair Handling

As an employer, you must comply with the law to protect your business and treat employees fairly.

• Statutory Sick Pay (SSP):

  • Pay SSP to eligible employees off sick for four or more consecutive days.

  • Ensure payments are accurate and timely.

  • Keep records of SSP payments and sickness absences to demonstrate compliance.

• Documentation:

  • Keep clear, confidential records of absences, fit notes, and return-to-work interviews.

  • Store data securely and limit access to protect employee privacy.

• Fair Handling:

  • Apply your absence policy consistently to all employees.

  • Be aware of disability discrimination laws—make reasonable adjustments if needed.

  • Use formal processes only as a last resort and always document fairly.

Staying on top of these legal requirements prevents disputes and builds trust in your management.

Managing short-term sickness absence effectively means having:
 

• A robust absence recording system.

• A clear, easy-to-follow absence reporting process.

• Return-to-work interviews that focus on support and solutions.

• Good use of fit notes and absence data, including tools like the Bradford Factor, to spot when to act.

• A solid understanding of your legal obligations, especially around SSP and fair treatment.

At Evergreen HR, we help organisations to develop these tools and policies tailored to their unique teams and budgets. With support from HR Pulse, managers gain clear and practical HR resources.

Together, we help you move from firefighting absence issues to managing with confidence—turning absence from a challenge into a competitive advantage.

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