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Sick absence dialogues

Short guide

SICK ABSENCE DIALOGUES

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This is something that needs to be done at all three levels (see left margin):

  • By the Director (company administration)
  • By the Manager (Manager’s page)
  • By the Employee (developandperform.com)

The Directors job

Under Company administration – click ”Sick absence”. Choose ”Department”.

Periods and set of questions

Add the periods that match your absence policy. Below, the policy is to have dialogues with the absentee on Day 1, Day 5, Day 14 and Day 28. Enter the required periods and save.
Then, next to each period, you will get the opportunity to edit the set of questions, which may differ from e.g. the Day 1 dialogue to the Day 5 dialogue. Here, you may edit, add and delete information. Once the Director has decided which questions must be asked and they have been “Published” (it is very important that you conclude your corrections by publishing), the questions will apply to everybody in the organisation below until the Director makes new corrections!

 

Number of absence periods within time frame

The absence policy may also imply that an absence dialogue must be had with an employee who has had xx absence days within yy days (e.g. 3 absence days within 60 days). The Director should enter such information here too! Once again, there may be a special set of questions for several short-term absence periods.

 

Reports, statistics – setting up required intervals according to age

The Director should set up the required intervals to be used to extract information to reports and statistics as allowed by the system.
Information is divided according to gender and age. Age intervals may be set as required – here: Under 30 years, between 30 and 50 years and over 50 years.
We recommend that you begin with the value ”0”.Then employees, who fall outside the limit set for the start age, will not be included in any statistics/reporting
Then, the Director does not need to do any more except, when the time comes, extract reports and statistics…

The Manager’s job

When an employee calls in sick, the Manager enters into the Day 1 dialogue immediately, if possible. If not, the set of questions may be kept easily accessible so that the person who takes the report that the employee is sick, can note down the relevant information. Enter the information into the system once the Manager is present – here, it is also possible to backdate a sickness report, if necessary. This is done under ”Start date for period”.
For example, this is the Manager’s screen:

 

  • Select team – means that the Manager must select the required team.
  • Create sickness period – means that all team employees appear on a list here. Click the name of the sick employee. The date is always today’s date. Change the date to the correct one. Then click Create. Once and for all, enter the sick person’s gender and date of birth which will then be saved in the system!
    If you have created a sick absence period for an employee, this will appear from the top right-hand corner: Ongoing sick absence period.
    Here, you can also see the dialogues you have had with the person in question during this sick absence period – click to see minutes and agreements.
  • Finish button – is activated when ending the sickness period. If this is not today’s date, but yesterday, correct the date before you press Finish!
  • Once you have clicked Finish for a period, the person will disappear from ”Ongoing sick absence periods” and automatically be moved to ”Completed sick absence periods”, where they will be listed according to year/name/chronological sick absence.
  • See more information:

Here, you can see all earlier periods of sick absence.

 

The employee’s options

At the employee site, developandperform.com, the employee can see all information about himself/herself regarding sick absence periods, minutes and notes. This file is only open to the individual employee and his/her manager!

 

Reports and statistics

At the Manager and Director levels, it is possible to extract certain reports and statistics. Under Company administration (Directors area), click Generate your report (Report).

  • Choose type – allows you to include the entire department or the individual employee teams. From here, you can select the required team by ticking them off.
  • The report counts completed periods – not completed dialogues!
  • Week number – the week in which the sick absence began.
  • Weekday is the first day of sick absence.

The report will be shown at the bottom of the page.