Sick leave takes its toll on everyone but especially employees who have been on long term sickness. Using a phased return to work after sickness is a process to help them ease back into their role.

It can be a daunting process, heading back into the work environment after a long term sickness absence. Hopefully, your employer has remained communicative during your leave, ensuring you stay in the loop. Despite this though, you can still feel isolated and worried about returning. This is where a phased return to work after sickness can help.
It can help employees who feel worried about their job role after their illness. It supports their mental and physical well being.
Some illnesses take a long time to recover from. This means despite being declared fit to return to work, it may be some time before you can fulfil your whole job description.
What is a Phased Return to Work?
A phased return to work is when an employee returns to work, often after a long absence, and “staggers” their return. This can mean reduced hours, performing a more limited range of duties, or doing less of some types of task.
Illness can take its toll physically and mentally. Implementing a gradual return can help support a full and successful return to work.
Sometimes, employees need a lengthy period off work and it can be difficult to return. There might have been a bereavement, serious illness, or a life changing injury. Returning after a long absence sometimes means taking things slowly.
A phased return to the work environment can also help support employees, and helps employers assess how the employee is coping. The process will often begin with a return to work meeting, which is an informal welfare check to help welcome the employee back.
This type of meeting might also be called a wellbeing or welfare meeting.
Who Requests a Phased Return to Work?
There are no hard and fast rules when it comes to who can request a phased return to work.
An employee may request it as part of the process of returning from a lengthy absence. They may feel worried about coming back and a staggered approach might help to reassure them. Sometimes, a soft return might be something the employee’s GP or another health practitioner recommends.
The option of a phased return may also be something that the employer suggests. They may need to assess if anything needs adjusting in the workplace.
Having the employee come back to the job gradually helps them implement any changes that are required. It might be extra support that is needed or physical adjustments in the office.
What Guidelines Should be in Place?
Ideally, phased return to work processes should be laid out in the contract or workplace sickness policy.
The processes which will be followed should be clearly set out, with a definition and clear steps for all parties to follow. It is imperative to make sure the process runs smoothly.
Here are some sample steps and processes that an efficient phased work return process should feature:-
1. Communication Is Key
From the moment the employee is off sick, it is essential communication remains strong.
There may be some situations where too much communication can cause further problems. An example of this is when a staff member is off with stress. They won’t want daily phone calls if work is the reason they are ill. Generally, though, it is important that the lines of communication remain open at all times.
2. Discuss The Return To Work Plan
If it is clear that a phased return is required, then it is something that needs an open and honest conversation.
The employee should get time to air their concerns about returning. Employers should seek their opinions about what they feel may need to change in the interim about their role. It might be necessary for the employer to see the paperwork from a GP, where applicable.
3. Regular Review Meetings
It is essential to regularly review absences and ensure the phased return is going to run to plan.
By checking in regularly with the employee, you can make sure they are happy with the plan. Sometimes, it might be necessary to adapt the current plan in light of anything new that crops up. Once they are back at work, it is essential to make sure everyone is comfortable with how things are going.
When the employee returns to work initially, they are likely to have a return to work interview. This is an informal meeting to help smooth the transition back to work.
4. Be Clear About Pay During The Phased Return
One of the most important aspects to get right is the agreed payment for the phased return period.
Sometimes, a phased return may be short, a few weeks long perhaps. Other times, it may need to continue for the foreseeable.
For this reason, it is important to be very clear on how pay will work during this staggered return. Some employers might offer full pay, while others may only pay for the hours carried out. This should be clearly understood by all parties.
5. Be Realistic For The Long Term Outlook
A phased return might work out wonderfully and after a staggered return, the status quo resumes. This, unfortunately, will not always be the case though.
Sometimes it may be clear that returning to the old job role isn’t realistic. In some situations, this may mean the only option is dismissal on grounds of ill health. It is important to do this fairly so as to avoid being taken to a tribunal.
Can an Employer Refuse a Request for a Phased Return to Work?
An employer can refuse a request for a phased return, depending on the situation. They have to tread very carefully though, in terms of the Disability Act, of 2010.
Employers aren’t under any obligation to allow a phased return, but they may run into problems refusing it. This is especially the case for anyone requesting it who has a disability. An employer may find themselves in the damaging situation of breaching the equality act.
There may be some situations where an employer refuses and is right to do so. However, if further down the line, the employee is dismissed, the company’s policy may be scrutinised.
If an employer is found to be guilty of unfair dismissal, they can leave themselves open to a tribunal claim.
Different Types of Phased Return
The term ‘phased return’ is a flexible phrase. By this, we mean it can cover a wide variety of situations.
It is not necessarily a one plan fits all process. In fact, the phased return will almost always be different for each person. This means in terms of what will be staggered, e.g. workload or days, and how long this period will last.
After Stress
One common reason for long term absence is stress. Planning a phased return around this needs to be approached carefully.
Employers need to be careful with stress as often the cause will be, in part, work related. Therefore, the approach needs to be sensitive and mindful of the disability act protections. If the stress was work induced then it may be that further measures need to be taken.
This can include a return to work review to discuss any potential trigger points. It may also be the case that the employer needs to implement some reasonable adjustments.
After Long Term Sickness
Long term sickness will often mean a phased return to the workplace is needed. This will benefit both the employee and the employer.
Illness can take its toll on the body and often it can be weeks, even months before our energy levels are back up to normal. This may well be why we need to return to light duties or fewer hours.
Employers must be aware of which illnesses fall under the protected characteristics. Therefore, certain illnesses will be covered by the Disability Act of 2010.
Such illnesses protected include:
- All types of cancers.
- HIV.
- Multiple Sclerosis.
- Visual Impairments.
- Severe, or Long Term Disfigurements.
After Maternity Leave
Another common scenario that may lead to a phased return is when someone comes back from maternity leave.
It can always be an emotional time when it is time to come back to work after maternity leave. Juggling childcare, and being away from your baby – it all takes some getting used to. Some employers may be happy to stagger your return while you adjust.
On the practical side, it may be that you need to adjust your hours while you work out commuting time. This is why keep in touch days are so important too.
What Happens if a Phased Return to Work Fails?
So far, the phased return method sounds very positive. What happens though, if it doesn’t work out and fails?
It is worth remembering why this phased approach was needed in the first instance. There will be times that it doesn’t work out for a multitude of reasons. If this is the case, then it’s important to follow the correct protocols. This will include capability meetings and perhaps even dismissal.
Regular review meetings should take place during a phased return so that everyone knows where they stand.
Sometimes, it may simply be the case that the employee can no longer fulfil their job role. When it is clear that this approach isn’t working, the next step may be to consider dismissal on grounds of ill health.
FAQ
It is possible to extend a phased return to work if this is deemed necessary. Sometimes, this advice will come from a GP. The employer should try and allow this, wherever possible.
It is not usually possible for SSP to be paid alongside a phased return to work. This is because to claim SSP, you need to be absent from work for four or more consecutive days. Therefore, any time spent at work would not count as incapability days.