Attendance Support and Awareness Program. Employee Education Sessions March 2015

Transcription

1 Attendance Support and Awareness Program Employee Education Sessions March 2015

2 Purpose To ensure fairness and consistency in the management of absenteeism To emphasize the responsibility of every employee to be at work except when s/he is unable to perform their job duties due to illness or injury; To ensure employees are aware of internal and external resources available to assist them to attend work regularly;

3 Rights, Responsibilities and Obligations The hospital has a right to expect employees to attend work on a regular basis Employees have a responsibility to maintain their health and manage commitments outside of work to ensure regular attendance The hospital has an obligation to accommodate employees where required under the Human Rights Code

4 Application Applies to all staff (FT, RPT, Casual, Temporary) Focused on absences due to personal illness WSIB leaves and leaves available through Collective Agreements and/or the Employment Standards Act are not part of this program (i.e. Maternity Leave, Jury Duty, Bereavement Leave, Caregiver Leave etc.)

5 Reporting Your Absence Sick time is for your own personal illness or injury. Sick time is not to be used for any other reason (i.e. ill child, caring for someone else) Medical appointments are not typically considered sick time. If you feel that your appointment should be considered as sick, please contact Employee Health.

6 Reporting Your Absence Follow your department procedure for reporting your absence prior to your regularly scheduled hours of work, for each day that you will be away including your expected return to work date; Contact Employee Health if your absence: will be (5) shifts or greater, or due to a work related illness or injury, or due to a possible communicable illness, or requires a return to work with medical capabilities and restrictions

7 Sick Benefits Full time Short term disability (HOODIP) and Long Term Disability (LTD) Part time % in lieu of benefits Employment Insurance This program does not prevent an employee from accessing benefits they are entitled to through Short or Long Term Disability plans, or Employment Insurance.

8 Non-Medical Issues Employees are accountable for discussing options for dealing with non-medical issues with their manager (i.e. schedule changes, leave of absence etc). Manager accountability to ask the question what is happening and how can we help?

9 Hospital Standard for Absenteeism In the previous six (6) months the employee has been absent due to illness: Three (3) incidents; and Five (5) shifts (of any duration) Absenteeism that meets or exceeds this standard will result in one of the following paths: a) An Attendance Letter and entry into the program, or b) Special Circumstances approval, or c) Remain out of the program and have attendance reassessed at the next six month report (in cases of previously good attendance history)

10 3 Parts of One Program Awareness Entry in Levels Special Consideration

11 Meeting With Your Manager Managers will: Discuss employee s rate of absenteeism Discuss any non-medical contributing factors Provide support and assistance Ensuring expectations are clear Personal health information is confidential and not to be discussed at these meetings. Employee Health is available for these discussions and to provide support

12 Meeting With Your Manager The intention is for the meeting to be a supportive conversation however we acknowledge that this may be uncomfortable for both the staff member and the manager The legitimacy of your absences are not in question Managers will have a checklist to help them navigate the conversation including reminding you not to disclose personal health information and providing support information Employees are accountable to follow up with Employee Health and/or any resources available to improve their ability to attend work on a good and regular basis

13 Union Representation Unionized employees may elect to have a union representative (non-union employees may have a support person) present at any discussions of his/her attendance. The Union will be notified in advance of all meetings with staff members and will receive copies of any letters confirming the content of these meetings. The Union will be requested to attend all meetings at Level 2 and beyond.

14 Special Consideration Employees may request Special Consideration at any time if their absences are due to: Chronic Medical Condition: employee has a chronic medical condition and is in an active treatment plan, which is supported by a specialist s (if applicable) or treating physician s documentation. Serious Time-limited or potentially life threatening Medical Condition: expected to improve within a specific period (e.g. cancer, heart attack, stroke) Admission to Hospital as an inpatient Surgery: which is medically required (i.e. hysterectomy, knee replacement). Surgery that would not be covered under Special Consideration would be elective cosmetic or experimental surgery unless the surgery is for accidental injuries or unless the surgery is medically necessary as determined by the provincial health care plan.

15 Special Consideration Employees approved for Special Consideration will not progress to higher phases in the program for absences related to their special consideration. Instead they will be supported through Employee Health Services directly until such time as: their condition improves, or they are successfully accommodated; or they are not able to (or will not) provide medical documentation to support their absences.

16 Special Consideration Required to provide medical documentation for all absences related to special consideration within 48 hours of returning to work in order for those absences not to count for the purposes of the program Follow up documentation may be required at regular intervals etc. Failure to follow-up with Employee Health within stipulated times and/or providing requested information may result in the employee progressing to the next phase in the Program. Absences unrelated to special consideration will continue to be assessed under the Attendance Support and Awareness Program. Employees with Special Consideration will be part of an ongoing review of acceptable and reasonable attendance. Employees with Special Consideration will be removed from the program with five or fewer absences in a 12-month period.

17 Accommodations Protected grounds (i.e. Disability) Appropriate and satisfactory medical documentation required Many cases require an IME to assist in determining accommodation Alternate work, other accommodation Absenteeism not related to the accommodation will be considered under the policy. When employee has been appropriately accommodated or no longer any supportable underlying medical condition/illness preventing him/her from maintaining regular attendance, the employee will be subject to the hospital standards.

18 Employee Roles and Responsibilities Responsible for own health and wellbeing as well as managing work and home life. Take steps to promote/ensure regular attendance at work Communicate any non-medical issues proactively that may require support or accommodation. Work safely Report absences as instructed as early as possible prior to beginning of shift on first day of absence

19 Employee Roles and Responsibilities Schedule personal and medical appointments (where possible) outside of regular hours. Provide the Medical Absence Form to Employee Health if absence has an expected duration of at least five (5) shifts or at any time it is requested Report all workplace accidents/incidents and/or illnesses promptly to your immediate manager

20 Excessive Absenteeism Excessive absences that have such a negative impact on the operations of the department that, as a result the employee is deemed to be not fulfilling the requirements of the employment contract. Continued excessive innocent absenteeism (even in cases where Special Considerations is applicable) could result in a frustration of the employment relationship and ultimately, termination. A termination of the employee s employment is rare, and may be justified if the Hospital establishes that: a lengthy past record of excessive absenteeism exists; it has satisfied its duty to accommodate; and, the employee is not likely to attend work regularly in the foreseeable future and not eligible for long term disability leave of absence (benefits)

21 Attendance Supports Employee Health x3217 (GMCH) or x2270/4270 (NWHC) Your Manager Woman s Advocate x3600 (GMCH Only) Employee and Family Assistance Program (EFAP) Homewood Health Family Physician FHT Mental Health Help Line General Mental Health Services Information Here 24/ Addictions, Mental Health and Crisis Services (Waterloo - Wellington-Dufferin) Care Dove online tool for locating health services