HR Advice Hub

How to Manage Employees During Sickness Absence

Employee sickness absence is something every employer will have to deal with at some point.

While occasional absences are usually straightforward, longer or more frequent periods of sickness can leave employers wondering what they should do, how much contact is appropriate and what steps they need to take.

Managing sickness absence effectively is about balancing compassion with business needs. Having a clear and consistent approach can help employees feel supported while ensuring your business continues to run smoothly.

Have A Clear Sickness Absence Procedure

A well-written sickness absence policy should explain:

• How employees should report sickness.

• Who they should contact.

• When fit notes are required.

• How sickness absence will be monitored.

• What support may be available.

• The process for returning to work.

Having clear expectations helps avoid misunderstandings and promotes consistency across the business.

Keep In Touch During Sickness Absence

One of the most common questions employers ask is whether they can contact an employee while they are off sick. The answer is yes. Reasonable contact during sickness absence is both normal and often beneficial. Keeping in touch allows employers to:

• Check on the employee's wellbeing.

• Discuss likely return dates.

• Provide updates about work where appropriate.

• Explore any support the employee may need.

Communication should be supportive rather than intrusive, and the frequency of contact should be proportionate to the circumstances.

Consider The Reason For The Absence

Not all sickness absences should be managed in the same way. For example:

• A short absence due to flu may require very little contact.

• Long-term sickness absence may require regular welfare discussions.

• Mental health conditions may require additional sensitivity and support.

• Work-related stress may indicate the need for a stress risk assessment.

Understanding the nature of the absence can help employers decide what support and adjustments may be appropriate.

Hold Welfare Conversations

Regular welfare conversations can help maintain communication and reassure employees that they remain valued members of the team. These conversations may cover:

• How the employee is feeling.

• Whether there has been any change in their condition.

• Whether they have a likely return date.

• Whether any workplace adjustments might help.

• Whether an Occupational Health referral may be beneficial.

The focus should be on support rather than pressure.

Obtain Medical Evidence Where Appropriate

Employers can request medical evidence to help understand how best to support employees. This might include:

• Self-certification forms.

• Fit notes from a GP.

• Occupational Health reports.

• Medical reports from specialists, with the employee's consent.

Medical advice can help employers understand any limitations, likely recovery times and possible adjustments.

Consider Occupational Health

Occupational Health can provide valuable independent advice, particularly where:

• Absences are becoming prolonged.

• There are concerns about a return to work.

• Workplace adjustments may be needed.

• There are underlying health conditions.

• Disability may be a factor.

An Occupational Health referral can help employers make informed decisions and support employees effectively.

Consider Reasonable Adjustments

Where an employee has a disability, employers have a legal duty to consider reasonable adjustments. Examples may include:

• Altered working hours.

• A phased return to work.

• Temporary changes to duties.

• Additional support or equipment.

• Flexible working arrangements.

Reasonable adjustments can often help employees return to work successfully and reduce the risk of further absence.

Carry Out Return To Work Interviews

Return to work interviews are an opportunity to:

• Welcome employees back.

• Check they are fit to return.

• Discuss any ongoing support needs.

• Identify any underlying issues.

• Review absence levels.

These conversations do not need to be lengthy, but they can be a useful part of absence management.

Monitor Patterns Of Absence

Repeated short-term absences may indicate an underlying issue that requires further investigation. Monitoring absence levels can help identify:

• Patterns of absence.

• Workplace issues.

• Health concerns.

• Possible support requirements.

Addressing issues early can often prevent problems from escalating.

Manage Long-Term Sickness Absence Carefully

Long-term sickness absence can present more complex challenges. Employers may need to consider:

• Ongoing welfare meetings.

• Occupational Health referrals.

• Reasonable adjustments.

• Phased returns.

• Medical capability procedures.

Taking a structured and supportive approach can help ensure fair and informed decision-making.

Remember Your Legal Obligations

Employers should be mindful of:

• Disability discrimination.

• The duty to make reasonable adjustments.

• Unfair dismissal risks.

• Data protection requirements.

• Health and safety responsibilities.

Seeking advice early can help avoid costly mistakes.

Need HR Support?

Managing sickness absence can involve a number of practical and legal considerations, particularly where absences become prolonged or complex. Having the right processes and support in place can help employers manage situations fairly and confidently.

At BloomHR, we help small businesses manage sickness absence and the wider employee lifecycle with practical, friendly HR support that keeps things simple and helps employers stay compliant. Contact us for more information.