Here you'll find guidance on when, why and how to conduct a return to work interview with an employee who has been absent from work. They are guidelines only; please seek legal advice before making decisions at a policy level or conducting formal procedures relating to sickness absence.
A return to work interview is a great way to welcome a staff member back to the workplace. It also helps you gain a better understanding into why they have been off sick and how to provide any support they may need for getting back into work.
The interview doesn't have to be a formal process; it may only require a quick chat between the employee and their manager. Of course, for long-term absences, more time should be spent on assisting with the return to work process.
This is at the discretion of your organisation. It could be the case that you have a back to work interview for every instance of absence; this is what Acas recommends. Alternatively, you could hold an interview only if an absence exceeds a certain time period or instances of absence exceed a given trigger threshold.
Your rules on when to conduct a return work interview should be written into your sickness absence policy. This ensures that your method of conducting interviews is consistent and clear for everyone, so that nobody feels that you are discriminating against them.
Return to work interviews have clear benefits for someone who has been off sick long-term; they can aid in the overall reintroduction process, as you can discuss adjustments and create a return to work plan. This may require a series of interviews, particularly if an employee has ongoing health issues.
In addition to this, interviews can also be beneficial for cases where employees have frequent short absences from work. If there is an underlying reason, you can use the interview as an opportunity to discuss support and adjustments. When absenteeism may be at play, a return to work interview can be a disincentive.
Learn more: How to discuss absenteeism with an employee
In most cases, an employee's line manager will conduct the return to work interview. Whether this works for your organisation size and style or not, having an elected absence manager for every employee ensures everyone gets the support they may need.
First and foremost, the back to work interview should be about welcoming the employee back and making sure they are well enough to work. You can also take this time to update them on anything that has changed while they've been gone and give space to discuss any other issues.
This mostly applies to long-term sickness absence. The employee may have a Statement of Fitness for Work (fit note) from a doctor stating they "may be fit for work". This type of note may include suggestions on how to support the employee in returning to work.
In cases of a long-term absence or ongoing health issue, you may want to put reasonable adjustments in place. Examples of reasonable adjustments for returning employees include:
Making reasonable adjustments can help an employee work to their full capacity instead of taking further time off.
Learn more: Reasonable adjustments at work: making your workplace more accessible
Based on your discussions with the employee, medical advice relating to the absence, and reasonable adjustments you have decided on, create a plan for the employee's return to work.
Decide on a trial period for any adjustments to see how they work for the employee and the organisation. In the case that the adjustments aren't helping, or have unanticipated negative effects, further discussions and adjustments may be necessary.
It's important to accurately record absences and steps taken according to your absence management procedures, to ensure all bases are covered and you have the information you need in case of repeated absences or complications.
If you're looking to manage sickness absence and documentation more effectively, see myhrtookit's absence management software feature. Our HR software helps SMEs record and analyse absence, keeping all the information they need in one secure, centralised place.
Learn more about how absence management software can help you monitor and manage sickness and other forms of absence across the organisation.
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