Absence Management
Take control of sickness levels with expert HR support. From short-term triggers to long-term case management, we help you improve attendance, stay legally compliant and support your people.
Professional Absence Management for UK Employers
Employee sickness costs UK businesses billions of pounds every year, yet many employers lack the policies, processes and confidence to manage it effectively. Under the Employment Rights Act 1996, employees have the right to statutory sick pay and protection from unfair dismissal when absent due to illness. At the same time, employers have a duty of care under the Health and Safety at Work Act 1974 and must make reasonable adjustments for disabled employees under the Equality Act 2010. Navigating these obligations without specialist support can leave your business exposed to costly tribunal claims.
The Equality Act 2010 requires employers to consider whether an employee's time off is related to a disability before taking any formal action. Failing to distinguish between general sickness and disability-related leave can lead to claims of discrimination. Additionally, employers must follow a fair process under the ACAS Code of Practice when managing persistent short-term absence or long-term sickness cases. Getting this wrong can result in findings of unfair dismissal under the ERA 1996, even when the business genuinely cannot sustain the level of disruption.
Rebox HR provides hands-on support tailored to your business. We help you implement robust policies, conduct return-to-work interviews, apply the Bradford Factor consistently and manage complex long-term sickness cases from start to finish. Whether you need help drafting fit note procedures, coordinating occupational health referrals or handling capability dismissals fairly, our experienced consultants guide you through every step while keeping you on the right side of UK employment law.
What We Cover
Practical, expert support across every aspect of absence management for your business.
Absence Policy Development
We draft and implement comprehensive absence management policies tailored to your organisation. Your policy will cover notification procedures, certification requirements, trigger points for formal action and the distinction between short-term and long-term absence. We ensure your policy aligns with the ACAS Code of Practice and reflects your contractual obligations under the Employment Rights Act 1996. Every policy is written in plain English so that managers and employees understand expectations from day one.
Bradford Factor and Trigger Management
The Bradford Factor is a widely used formula that helps employers identify patterns of short-term, frequent absence. We help you set appropriate trigger points and apply them consistently across your workforce to avoid claims of discrimination under the Equality Act 2010. Our consultants train your managers to interpret Bradford scores fairly, ensuring that disability-related absence is excluded from calculations where required. This data-driven approach allows you to intervene early and address underlying issues before they escalate.
Return-to-Work Interviews
Return-to-work interviews are one of the most effective tools for improving attendance. We design structured interview templates and train your managers to conduct supportive, consistent conversations after every period of leave. These interviews help you identify any workplace factors contributing to time off, assess whether reasonable adjustments are needed under the Equality Act 2010 and demonstrate a fair, documented process. When carried out properly, return-to-work interviews can reduce short-term sickness rates by up to 30 percent.
Long-Term Absence Case Management
Managing long-term sickness absence requires patience, sensitivity and a clear legal framework. We guide you through maintaining regular contact with the employee, obtaining medical evidence through fit notes and occupational health reports, and exploring reasonable adjustments or phased returns to work. Where a return is not possible, we help you follow a fair capability process that meets the requirements of the ERA 1996 and ACAS guidance. Our involvement reduces the risk of unfair dismissal and disability discrimination claims at every stage.
Occupational Health Referrals and Fit Notes
Understanding fit notes and knowing when to commission an occupational health report is essential for effective absence management. We help you draft targeted referral questions that give you actionable medical guidance rather than generic responses. Our team reviews fit note recommendations with you and advises on whether proposed adjustments are reasonable in the context of your business. We also ensure you meet your obligations under the Access to Medical Reports Act 1988 when seeking consent for medical information from employees.
Disability-Related Absence Support
The Equality Act 2010 places specific obligations on employers when absence is connected to a disability. We help you assess whether an employee meets the legal definition of disability and advise on the reasonable adjustments you should consider before taking formal action. This includes adjusting absence triggers, modifying duties, allowing flexible working arrangements and keeping the employee informed throughout the process. Our expert guidance ensures you fulfil your legal duties while managing your operational needs effectively and fairly.
How We Help
A clear, structured approach from start to finish.
Absence Audit and Policy Review
We start by reviewing your current sickness data, policies and management practices. This audit identifies gaps in your processes, highlights legal risks and provides a clear picture of attendance trends across your business.
Implementation and Manager Training
We implement updated policies, set appropriate trigger points and train your managers to handle these conversations confidently. This includes return-to-work interview techniques, Bradford Factor application and guidance on disability-related leave.
Ongoing Support and Case Management
We provide continued support for complex or long-term cases, including occupational health coordination, formal absence meetings and, where necessary, guiding you through a fair dismissal process that complies with UK employment law.
Frequently Asked Questions
What is the Bradford Factor and how does it work?
The Bradford Factor is a formula used to measure the impact of short-term sickness. It is calculated by squaring the number of separate episodes and multiplying by the total number of days lost. For example, ten one-day absences score far higher than one ten-day period. This helps employers identify disruptive patterns of frequent, short leave. We help you set fair trigger points and apply the formula consistently while ensuring compliance with the Equality Act 2010 for disability-related cases.
When should I refer an employee to occupational health?
You should consider an occupational health referral when an employee has been absent for an extended period, when you need clarity on their fitness to return, when you suspect a disability under the Equality Act 2010, or when fit note advice is vague. An occupational health report provides independent medical guidance on the employee's condition, likely return date and any reasonable adjustments you should consider. We help you draft focused referral questions and interpret the reports you receive.
Can I dismiss an employee for long-term sickness absence?
Yes, but you must follow a fair process. Under the Employment Rights Act 1996, dismissal for capability due to ill health can be fair provided you have obtained up-to-date medical evidence, consulted with the employee, explored reasonable adjustments and alternative roles, and followed the ACAS Code of Practice. If the absence is related to a disability, you must also demonstrate that you have met your obligations under the Equality Act 2010 before considering dismissal. We guide you through each stage to minimise legal risk.
How should I handle disability-related absence?
Under the Equality Act 2010, you must not treat an employee less favourably because of absence connected to a disability. This means you may need to discount disability-related absence from your triggers, make reasonable adjustments to their role or working patterns, and follow a modified process before taking formal action. Failing to do so can result in claims of disability discrimination and unfair dismissal. We advise you on identifying potential disabilities and managing these cases lawfully.
What should a return-to-work interview cover?
A return-to-work interview should cover the reason for the time off, whether the employee is fully fit to return, any support or adjustments they may need, and an update on any workplace changes during their leave. It is also an opportunity to discuss attendance patterns if relevant. The interview should be supportive, private and documented. Under the Equality Act 2010, you should explore whether the sickness may be linked to a disability or underlying health condition that requires adjustments.
What are fit notes and what do they mean for employers?
A fit note, formally called a Statement of Fitness for Work, is issued by a GP or hospital doctor when an employee has been absent for more than seven calendar days. The note will state that the employee is either not fit for work or may be fit for work with adjustments such as altered hours, amended duties or a phased return. Employers are not legally required to provide the suggested adjustments but should consider them carefully, particularly where the Equality Act 2010 applies.
How much does sickness absence cost UK businesses?
According to the CIPD, the average cost of employee sickness per employee in the UK is over 500 pounds per year when factoring in lost productivity, cover arrangements and administration. For SMEs, even a small number of persistent absentees can significantly impact operations and profitability. Implementing structured management procedures, including trigger-based interventions and return-to-work interviews, has been shown to reduce sickness rates substantially. We help you put these processes in place cost-effectively.
Do I need a separate absence management policy?
While there is no strict legal requirement for a standalone absence policy, it is considered best practice and is strongly recommended by ACAS. A clear policy sets expectations for both employees and managers, provides a framework for consistent decision-making and demonstrates that you follow a fair process. This is particularly important if you ever need to defend a dismissal at an employment tribunal. Your policy should be referenced in your employee contracts or staff handbook under Section 1 of the Employment Rights Act 1996.
“I cannot emphasise enough how fortunate I feel to have such an incredible HR team supporting us every step of the way. Knowing they are just on the end of the phone has given us complete peace of mind.”
Related Services
Retained HR Support
Ongoing, dedicated HR support that covers absence management alongside all other employment matters your business faces.
Retained HR Support →Disciplinary and Grievances
Expert guidance on conducting fair disciplinary and grievance procedures, including cases arising from persistent absence.
Disciplinary and Grievances →Policies & Procedures
Effective absence management starts with clear policies. We draft and review absence, sickness, and return-to-work procedures tailored to your business.
Policies & Procedures →Ready to Reduce Sickness Absence?
Get in touch with Rebox HR today for a free consultation. We will review your current absence management approach and show you how to reduce costs, improve attendance and stay compliant with UK employment law.
Book Your Free ConsultationOr call us directly on 01327 640070