What should a follow-up plan look like for sick employees?

Senior business developer

A crucial factor in the effective management of sick leave is the development of a good follow-up plan for your sick employees. Such a plan provides guidance and structure to ensure that employees on sick leave receive the right support and that the organization meets its obligations. Here is an overview of what a follow-up plan should contain.

The first step in an effective sickness absence management plan is to establish a system for identifying and recording sickness absence. This can include a clear procedure for employees reporting their illness, either via a digital system (HRM system), email or phone. All documentation should be carefully collected and recorded.

As soon as you are aware of a case of sick leave, you should contact the employee on sick leave to confirm the absence. This step is important to show care and understanding. You can ask for necessary documentation, such as medical certificates, and provide information about your organization's sick leave procedures.

An effective follow-up plan should include clear guidelines for communication with employees on sick leave. This could include fixed checkpoints for follow-up calls, either by phone, email or face-to-face meeting, depending on what best suits the situation.

Many employees on sick leave will need to adapt their work when they return. This may include adjusting working hours, changing work tasks or offering remote work, depending on the situation. The follow-up plan should include guidelines for how such adaptations should be handled and approved.

Managers should ensure that all necessary documentation is collected and stored in a secure manner. This includes medical certificates, sick notes and any communication that has taken place between the manager and the employee on sick leave.

The follow-up plan should also include measures to collaborate with other departments, such as the occupational health service or the managers of the employee on sick leave. This can help ensure that everyone is on the same page when it comes to support and facilitation.

Illness situations are unique, and a follow-up plan should be flexible. Evaluate and adapt the plan in line with the employees' needs and changes in the situation.

A well-functioning sickness absence management plan is key to supporting employees on sick leave and maintaining your organization's productivity. By following these steps and ensuring the plan is flexible and tailored to individual needs, you as a manager can help create a supportive work culture and safeguard the interests of both employees and the organization.

Did you know that all sick leave reports can be received directly from NAV/Altinn and directly into 4human in the sick leave follow-up module in HRM . All follow-up plans are carried out in the system, so that you have an overview of all dialogue in the solution. All follow-up plans with full history can then be sent to your GP and NAV – digitally. 

Download the guide on 7 things that streamline your business with sickness absence managementand understand how to manage the challenges that come with it.