Sickness absence management

Ensure your sickness absence policy covers reporting procedures, documentation and entitlements (the benefits and rights that employees are eligible for when they can’t work due to illness or injury).

It must comply with legal obligations such as the Equality Act 2010 and statutory sick pay provisions. Disability-related absences should be managed separately.

Employees should understand the policy from the outset, ideally as part of their induction. Fair and consistent application prevents discrimination concerns. 

It is important to understand the toll that managing long-term sickness absence can take on line managers. Support is important for line managers so they can effectively manage sickness absence in the workplace.  

Managers will need training on recognising health issues and handling absences empathetically. Ensure there is access to occupational health services and support networks. The In-Work support service provides access to tailored occupational therapy, physiotherapy and psychological therapy services. 

Encourage open conversations about health. Signpost to resources and services such as SilverCloud, In-Work support services, employee assistance programmes (EAPs) or healthcare professionals.  

Keep track of absences to identify patterns and offer timely support. Ensure compliance with the Data Protection Act 2018 when handling employee health data. 

Use the data to establish and achieve targets for reducing absences. These targets should be based on a concerted effort to understand and mitigate the reasons for absences. 

Stay in touch with employees on long-term leave and offer assistance through NHS toolkits or occupational health services. 

NHS managers can use the sickness absence toolkit, which offers guidance on having supportive conversations around sickness absence.

Access guidance from organisations such as:  

• Mind Cymru  

• Diabetes UK  

• Macmillan Cancer Support  

• Versus Arthritis  

Business Disability Forum offers consultancy, training and resources to help organisations become more inclusive and supportive of disabled employees.  

HSE outlines principles to support disabled workers and workers with long-term health conditions. 

The Department of Work and Pensions offers guidance for employers and managers to better support disabled people and those with chronic health conditions. 

Read our advice on how to support disability-related absences.  

Arrange meetings before an employee returns to discuss their needs. Put in place any reasonable adjustments, such as flexible hours or modified duties, to ease their transition. 

Continuously evaluate and refine absence management strategies. Employee feedback and data analysis can help improve processes and maintain compliance.