When an employee returns from long-term absence, or following an operation or injury, they may require support in the transition. The manager may offer the employee options such as an initial reduction in working hours and then a subsequent phased increase in those hours. For example, this may involve a regular increase in the number of days worked and the number of hours worked per day with the overall aim of the employee returning to their original hours by a specific period.
The length of the phased return and its exact details will be dependent on the employee’s role, their working hours and capability. This policy only provides a general overview of the process and how it can be managed. If the manager requires more specific support on dealing with an employee’s phased return to work, then they should contact HR.
Eligibility
This policy is usually applicable when an employee has had an absence for two months or more and has had an assessment by their doctor/nurse/occupational therapist/pharmacist/physiotherapist (based in a general practice or hospital setting) to confirm they no longer require a fit note, or they are considered as being fit for work following a phased return. There may be cases whereby an employee has been absent for less than two months and they may still be considered for a phased return, but this would be dealt with on a case-by-case basis.
Phased Return to Work Plan
When the employee provides medical evidence from a doctor/nurse/occupational therapist/pharmacist/physiotherapist (based in a general practice or hospital setting) that states they are fit to return to work, the employee’s line manager should contact HR to discuss the return to work plan. Arrangements should be made by the line manager to meet the employee and agree the return to work plan. Usually a phased return to work should be applied over a maximum six week period.
There are no specific guidelines to a phased return to work but the following factors may be considered:
- the specific details of the reasons for the absence
- the advice from the employee’s doctor/nurse/occupational therapist/pharmacist/physiotherapist
- the employee’s normal working hours, as these may need to be altered
- the employee’s role and responsibilities
- the length of the phased return to work
- the effect the phased return will have on the department and organisation.
Review Meetings
The specific working pattern details may not be able to be agreed at the commencement of the phased return and it may be that they are discussed on a weekly basis and amended depending on the employee’s response to the phased return.
The employee and their line manager should meet weekly to review the progress of the phased return and to discuss how the employee is coping with the phased increase in hours. Appropriate adjustments can be made to the return to work plan if the employee is unable to continue with the original plan. Conversely, if the employee is coping well with the return to work and is able to return to their contracted hours quicker than anticipated this can also be arranged.
HR should be contacted by the line manager if there is to be a change to the phased return plan. Similarly, if the return to work plan needs be extended past the six-week point, then this will also need to be approved by HR.
Payment During a Phased Return to Work
Within the policy, it is clear that no employee should suffer a financial detriment if they are returning to work from sick leave.
[Select from the following paragraphs and delete as appropriate]
Full basic pay will be maintained during the phased return to work.
[OR]
The employee will receive payment during the phased return that will be no less than their entitlement to sick pay at that point. For example:
- an employee who is receiving Statutory Sick Pay or no pay when they return will only be paid for the hours they work during their phased return
- an employee who returns to work on 50% of their normal working hours and are currently entitled to 75% of full pay as part of their organisation sick pay, will be paid 75% of their full pay.
If an employee requests to take annual leave during a phased return, this should be considered. However, managers must ensure that employees retain enough annual leave for the rest of the year to allow them to take appropriate breaks upon their full return.
Completion of Phased Return Plan
It is hoped that a phased return to work will be successful in enabling an employee to return to work on the basis of their original working pattern. However, if this is not possible, consideration will be given to making a temporary adjustment to the employee’s role including:
- variations to the employee’s contracted working hours
- changes to the employee’s tasks or reallocation of duties elsewhere
- a move to another role.
Where a temporary change in line with the above possibilities will not facilitate the employee’s return to work, a permanent change may be considered.
Formal capability procedure
Every effort, through consultation with the employee and with the assistance of medical advice, will be made so the Organisation can provide the necessary support to return the employee to work. If a return to work is not facilitated by any of the above measures, it may be appropriate to consider the employee as “not fit to return to work”. In these circumstances, it may be necessary to invoke the Organisation’s formal capability procedure.