If you have an employee that is returning to the workplace after a period of long term sickness absence, you may want to think about conducting a Return to Work (RTW) interview.

Research by the IRS Employment Review (2007), demonstrates that holding a RTW interview is one of the most successful methods of helping manage an employee back into the workplace, as well as an effective way of discouraging future unauthorised and non-genuine sickness absence. In fact two out of three employers (63.6%) surveyed saw a significant reduction in their absence rates as a result of conducting such interviews.

A back to work interview should be used as an opportunity to welcome employees back into the workplace and make sure that they are well enough to return. The time should also be spent updating them on any changes that have happened within the company, checking to see if they need any adjustments made to the workplace or their working pattern, as well as giving the employee a chance to discuss any other issues they may have.

If you are thinking about holding an RTW interview, here are some simple tips on how to ensure the process runs smoothly:

Preparation:

• Familiarise yourself with your Company Absence Policy
• Check the employees personnel file for history of absence and file notes. Check for patterns and trends
• Does the absence warrant the completion of a self-certification form or does it need a Doctor’s note
• Check if the individual notified the company within the policy timeframe

The Interview:

• The interview should take place on the employee’s first day back to work and face to face, where possible
• Welcome the individual back to work and enquire about their health
• Explain the purpose of the meeting
• Make sure that you listen to your employee - show an interest in what they have to say and take their ideas and/ or concerns on board
• Ask open-ended questions
• Ask if they have provided a doctors note to cover the period of absence, if relevant or, if a self-certification form has not been completed ask the employee to fill this out
• Ask if the company can do anything to support them and offer confidential support if required
• The meeting should be concluded with, if appropriate, a clear action plan and date for a further review

The follow up:

• Confidentially store the Self-certification/Doctors Note in their personnel file
• Write up notes promptly for the employee to agree and sign
• If appropriate, pass the agreed action plan points to the employee and save a copy of these on to their personnel file. Necessary support should be provided to the employee if a serious matter has been uncovered