ADMINISTRATIVE MANUAL Policy & Procedure

Transcription

1 ADMINISTRATIVE MANUAL Policy & Procedure TITLE: Attendance Support NUMBER: CH Effective Date: June 2011 Page 1 of 7 Applies To: Holders of Administrative Manual POLICY 1. Attendance at work is critical to maintain quality of services and to minimize organizational disruption and issues due to absenteeism. 2. All employees are: 2.1. Responsible for actively participating in their own health care 2.2. Expected to fulfill their obligation to come to work when medically fit to do so 3. Expected outcomes of an effective attendance support program include: 3.1. decrease absences in the workplace 3.2. provision of feedback to employees regarding their attendance 3.3. provisions of support, resources and options aimed at improving the attendance of employees 3.4. encouragement of employees to achieve and maintain regular attendance 3.5. identification and reporting on workplace issues impacting the health of employee. DEFINITIONS For the purpose of this Program: Absence Is an absence from work due to legitimate illness or injury.

2 CH Attendance Support Page 2 of 7 Exclusions: WCB related absence. scheduled vacation authorized leave for union business bereavement court leave authorized leave with or without pay (pregnancy leave, parental leave, adoption leave, education leave, military leave, political office leave, as defined in the collective agreements). Sick hours Program trigger Are hours of absence from work due to general illness. Exclusions: leave for family illness emergency, and medical and dental appointment time Workers compensation benefits Long term disability. Sick hours that are one and a half times (1.5) the Capital Health (CH) sick time average for most recent previous sixmonth period. Culpable absence Non-culpable, Legitimate illness absence Absenteeism considered to be within the employee s control. Some examples of culpable absences include, but are not limited to tardiness, leaving work early, being absent without authorization, invalid or unsupported use of sick time. Absenteeism caused by an illness beyond the employee s control and is supported by medical documentation. It is addressed with the goal to improve attendance so the workplace can operationally function and provide services. GUIDING PRINCIPLES AND VALUES Program Principles 1. Absences addressed under this program are considered non-culpable legitimate

3 CH Attendance Support Page 3 of 7 and no fault of the employee. Absences considered culpable are not part of this program and should be referred to People Services. 2. Sick hours, which are at one and half (1.5) times the Capital Health (CH) average, act as a program trigger to perform an individual review of an employee s absenteeism An individual focused assessment of attendance involves a careful review of a number of factors including but not limited to; the employee s absenteeism history, absenteeism levels in the employee s department, number of incidents, whether there is a disability, duration and nature of absences. 3. After an individual review, management decides whether an employee should be placed on the attendance support program. Progression holding and removal from program follow guiding principles and are subject to management discretion and ongoing review of factors as indicated above. 4. Capital Health takes reasonable measures to assist employees in improving attendance including modified work arrangements and accommodation of employees with disabilities. 5. This program must respect employee s rights under the collective agreement and does not contradict any express provision of the applicable collective agreements. PROCEDURE 1. RESPONSIBILITIES 1.1. Employee: CH believes that Employees play an important role in the attendance support program. Employees endeavor to: Attend work on a regular basis unless for reasonable and unavoidable causes Follow the departmental absence reporting procedures Provide appropriate documentation to support absences and/or fitness to attend work when requested Inform their manager and Occupational Health (OH) about issues that

4 CH Attendance Support Page 4 of 7 impede their ability to attend work Work with the manager in achieving and sustaining regular attendance Consider OH recommendations to achieve a level of fitness to perform duties of their job Provide the employer with sufficient information to allow the employer to satisfy any obligation it may have to accommodate the employee and to participate in reasonable forms of accommodation; Make every effort to work safely by following the proper safety rules, policies and procedures to prevent illness or injury, or both Management Fairly and consistently apply the Attendance Support Program Policy and Procedures Effectively implement and adhere to the Program by maintaining accurate records which monitor, manage and document the attendance of employees at work on a daily basis Analyze attendance reports Consult with OH to identify employees to be placed on the Program Consult with OH to determine the appropriate action for an absent employee in accordance with the Attendance Support Policy and Procedures process, considering the employee s overall record and any other information that may be relevant Effectively communicate with and educate employees about their roles and responsibilities as they relate to the Program Monitor and coach employees with legitimate non-culpable absences who are placed on the Program Acknowledge sustained employee improvements in attendance Notify OH when employee attendance does not improve Respect the confidentiality of employee health information Initiate, support and encourage a healthy workplace environment Support employees in attending the workplace People Services Provide management, education and consultation on culpable absences Provide assistance with the accommodation of employees in the workplace, where appropriate.

5 CH Attendance Support Page 5 of Provide advice and assistance to all parties concerning Attendance Support Program when there are questions and/or discussions around an employee s continued employment at CH Occupational Health (OH) Evaluate employees who have been referred to the Attendance Support Program for legitimate non culpable absences with the goal of improving and/or maximizing health and fitness for work through such referrals as the Employee Assistance Program, physiotherapy, social work, counseling community supports, lifestyle assessments etc Establish case management activities with employees where deemed necessary Act as a liaison with the employee s family physician, specialist or care providers if applicable Communicate with managers to determine the employee s progress re: improving health and attending work more regularly in the future Follow up with the employee when attendance does not improve Maintain security and confidentiality of the employee s health record Refer employees on the Attendance Support Program for assessments, job demand analysis, and functional capacity assessments or to request additional medical information as needed Advise managers in cases where medical documentation does not support proof of illness Provide management/employee education and consultation regarding legitimate non-culpable absences and the Attendance Support Program Enter and maintain accurate data in OH regarding employees on the Attendance Support Program 2. ATTENDANCE REPORTING REQUIREMENTS: 2.1. Employees follow proper departmental procedures for reporting absences including notifying the appropriate individual(s) in advance of any absence from work. Note: Reporting procedures for absences differ from department to department depending on the function of the department Managers ensure that employees are made aware of appropriate reporting procedures through such means as posting procedures for absences in the workplace Employees able to return to their department following an absence give adequate notice to appropriate individual(s) so that replacements may be

6 CH Attendance Support Page 6 of 7 cancelled with proper notice Managers ensure that employees are made aware of the consequences of not accurately reporting their return to work information The employer may deny permission for the employee to return to work if the employee has been absent for 37.5 hours (prorated to designation) or more and does not give proper notification of ability to return to work The employer may, depending upon the circumstances, record the employee absent without pay until adequate documentation has been provided Employees may be required to provide appropriate medical documentation to support absence(s) and/or fitness to return to work. 3. MEDICAL REQUIREMENTS: 3.1. Managers notify employees on the Program when medical proof of illness is required for an absence due to illness/injury Managers notify Occupational Health when medical proof of illness is required from employees on the Program for an absence due to illness/injury If medical proof of absence is required, absent employees on the Program provide the signed portion of the Attending Physician s Report (APR) to Occupational Health on the first day of return to work or within 37.5 hours (prorated to designation) of the commencement of the absence whichever is sooner, from all absences due to illness/injury If an employee cannot provide the APR within 37.5 hours (prorated to designation) of the absence the employee notifies the Manager or OH and if possible provide the date by which the employee expects to be able to provide the APR If an APR is required, employees ensure that the APR is fully completed and signed by a legally qualified medical practitioner. Note: The information provided on the APR must be based on current clinical information about the employee s condition on the days in question and confirms that the employee was unable to perform work duties for the period of time covered by the actual absence The manager may offer a Medical Fitness Assessment form from an employee on the Program This confidential medical information is received in OH and assists OH in providing the employee with appropriate resource information, guidance and to determine if workplace modifications or accommodations are required In order for modifications or accommodations to take place, the employee must provide a fully completed and signed Medical Fitness

7 CH Attendance Support Page 7 of 7 Assessment from a legally qualified medical practitioner. 4. ATTENDANCE DOCUMENTATION REQUIREMENTS: 4.1. Managers keep accurate and up-to-date attendance records for all employees indicating necessary information on employee absences (frequency, duration) Managers forward all signed letters related to supporting/managing employee absenteeism to Occupational Health to become part of the employee s personnel file, with a copy presented to the employee and, where appropriate, the union representative. REFERENCES Canadian Human Rights Act (R.S., 1985, c. H-6) RELATED DOCUMENTS Policies CH CH Forms Accommodation of Employees with Disabilities Corrective Action (can be found on the intranet, Forms, select Occupational Health from the dropdown) Manager Form: Medical Fitness Assessment Form - Attendance Support Program Physician Form: Medical Fitness Assessment Form - Attendance Support Program Brochures Attendance Support Program: You are a Valuable Member of the Team! Our Patients Need You! (PRINA1082) (Accessible through intranet only) * * *