What are return to work discussions?
A return to work discussion is an informal conversation between an employee and their line manager following an employee’s return from sickness absence. A return to work discussion should always happen at the point the employee has returned to work. Return to work discussions are sometimes referred to as ‘return to work meetings’ or ‘return to work interviews’.
In cases of long-term sickness absence, it is likely that prior discussions or communication will have taken place in order to address additional support needs to facilitate an employee’s return. In these circumstances, a return to work plan should be agreed.
Why have return to work discussions?
Return to work discussions help you to understand the underlying reasons for sickness absence and also identify whether additional support or action may be needed.
Return to work discussions provide an opportunity to:
- Check that an employee feels well enough to be back at work.
- Establish the reasons for absence and ensure that these reasons are properly recorded.
- Discuss any support for the employee, which can include reasonable adjustments for disabled staff.
- Identify whether the sickness absence could be due to an underlying cause(s) and consider if further medical advice is needed.
- Bring the employee up to date on any changes or developments that may have taken place during their absence.
Holding return to work discussions
Return to work discussions should take place as soon as possible after an employee has returned to work and be managed sensitively. Discussions should be held privately and the information treated with confidence. Where possible, the discussion should be in-person although the discussion can also take place online if it is proving difficult to agree a mutually convenient day on campus.
In many cases, (particularly with short-term absences) the return to work discussion will be brief – e.g., after a short absence due to a cold or flu. This may involve you welcoming the employee back to work, confirming the reason for their absence, ensuring the employee feels well enough to resume their duties and updating them on any work-related developments.
A more in-depth conversation may be needed where an employee has had:
- an extended period of sickness absence,
- a fit note confirming that an employee ‘may be fit for work’ or receipt of an Occupational Health report,
- recovery from injury, surgery or hospitalisation,
- the disclosure of a new health condition or disability.
Following discussions, you should ensure that you have established (where required) a return to work plan.
The discussion itself will depend on the employee’s individual circumstances. However, conversations will typically cover:
- Welcoming the employee back and checking that they feel well enough to resume their duties.
- Confirming the reason for the employee’s sickness absence and ensuring that this has been recorded in MyHR. If the employee has confirmed that the absence is disability related, you should check that this information has been recorded in the system. You can also check that any necessary fit notes have been received.
- Exploring if particular types of absences are likely to reoccur and whether further medical advice (i.e. an Occupational Health referral) may be needed to investigate an underlying cause.
- Discussing any additional support that the employee may require and how this could be implemented. This can include discussions about reasonable adjustments where sickness absence relates to a disability or long-term health condition. You could also refer to any medical advice already received such as a fit note or Occupational Health report.
- Bringing the employee up to date on any changes or developments that may have taken place during their absence.
- Asking the employee if they have any questions or concerns and allowing them the chance to fully express these.
- Confirming the additional support available to the employee such as the Employee Assistance Programme, the Staff Counselling Service and Access to Work.
Return to work meetings should not be used as an opportunity to discuss issues that are not related to the employee’s absence, such as any concerns about an employee’s performance or potential issues of discipline. If such discussions are necessary, a separate meeting should be arranged to address these concerns. You can seek advice from your HR Partner if needed.
If you require any further advice regarding return to work discussions, please contact your HR Partner.
Last updated: December 2024