Absence is an often an unavoidable part of working life. The cause is typically resulting from illness or injury. Sometimes it can be so severe that it leads to long-term absences from the workplace.
In these circumstances, businesses may implement a phased return to work to support their employees. If you don’t have a process in place, you can download a free return to work form here.
To learn more about what a phased return to work entails, you’ll find insights with our guide.
What is a phased return to work?
A phased return to work is a framework that supports employees when they’re returning to their workplace after a prolonged period of absence. It’ll usually consist of the following aspects:
Increase in hours or duties
As a means of easing employees back into their role, employers may reduce the returning member’s hours or alter their duties before they’re back performing full responsibilities.
Before any arrangement is made, a mutual agreement between the employee and employer must be found and based on medical advice.
Return to work meetings
Prior to anything being finalised, a return to work meeting should be held between the employee and their line manager—they may include HR or occupational health.
The aim of the meeting is to set a structured plan that helps the employee better understand the basis of their return to work. It’s also an opportunity for employers to state they’re willing to provide support.
Flexibility
Depending on the employee’s role, adjustments might be made to their ordinary work duties. For example, they may be allowed to avoid physically demanding tasks until they’re ready.
Support and monitoring
Regular review meetings will be conducted to determine how the employee is managing their work responsibilities, highlight any challenges or concerns, and change the return to work plan if necessary.
Ideally, it’s best practice for the employee’s respective line manager to meet them as soon as possible following their return to work to help them settle in.
Duration
Factors like the reason for absence paired with the employee’s specific circumstances will shape the length of the phased return to work.
As a general rule, the initial plan spans two to four weeks and includes daily or weekly reviews. However, this will vary depending on the nature of the illness or injury.
Phased return to work pay arrangements
Management of phased return to work pay is at the employer’s discretion. Some companies might cover an employee’s full pay, whilst others may opt to use accrued holiday entitlement, sick pay, or unpaid leave. Employees should be paid in full for any hours that they do work.
What are phased return to work examples?
Reflecting the complexity of causes for absences, it’s created several reasons and types of phased return to work examples, such as:
Returning to work after maternity leave
Those returning to work after maternity leave could have been away from their role over a year. With that said, a return to work plan can aid with the logistics of childcare and the possible new patterns coming with it.
Because employees will have been on maternity leave and not sick leave, phased return to work pay is crucial to get correct. An agreement regarding if payment will be made for the time they’re not at work must be met.
Fair treatment of all staff is paramount to avoid disputes. This can be done by having a comprehensive employee handbook outlining the company’s stance.
Phased return to work after stress
Careful approaches are needed when employees are returning to work after a stress-related absence. The Equality Act 2010 defines a disability as a physical or mental condition that has long-term impacts preventing an employee to fulfil their work duties.
With that considered, reasonable adjustments might need to be made for the employee. When arranging their return to work, flexibility is key. To achieve this, employers might do the following:
Flexibility with timing and working hours
Provide a neutral venue
Ensure employees know they can be accompanied to return to work meetings
Return to work after sickness
Long-term sickness absences may also be considered as a disability under the Equality Act 2010. Certain conditions will automatically be protected against discrimination, for example:
Cancer
Visual impairment
Multiple sclerosis
HIV infection
Severe disfigurement (excludes tattoos or body piercings done for non-medical purposes)
Prolonged absences may require a longer window for the employee to become comfortable and capable in the workplace.
FAQs: What is a phased return to work?
How long can a phased return to work last?
The duration of a phased return to is shaped on how long the employee has been absent along with the reason for their absence. Generally, a phased return to work is planned for the first two to four weeks with integrated review points to assess progress.
How is a phased return to work arranged?
They’re normally organised via discussions with the employee, line manager and sometimes HR or occupational health. The conversations will be centred around medical advice and seek to ensure a plan that benefits both parties.
What does a phased return to work plan include?
A phased return to work plan will include:
Flexible hours of work at least the first two to four weeks
If necessary, adjustments to work responsibilities
Regular review points to check progress and make changes
Considerations for employees’ medical appointments
Can duties be changed during a phased return to work?
Depending on the employee’s condition, adjustments to duties can be made.
How is phased return to work pay managed?
Pay arrangements vary from business to business. For example:
Some employers may choose to pay full wage during the phased return to work
Conversely, others might treat unworked hours as unpaid leave, use accrued holiday entitlement, or cover them through sick pay if there’s a fit note
Conclusion: What is a phased return to work?
Following a period of absence, a phased return to work might be implemented to provide an employee with a structured approach to help them gradually transition back into the workplace.
It’s usually comprised of a change in working hours, built around medical advice and mutual agreement, includes regular reviews, and will have specific arrangements for pay.
Peninsula offers expert phased return to work guidance
A phased return to work can be a challenging period for employees and employers; but we can deliver solutions that support all parties.
You can download our free return to work form. For all your other employment law and HR needs, partnering with us gets you:
Want to learn more? Contact us today.
