Attendance Management and Absence

Opening an absence on ESR in a timely manner will ensure that the colleague-in-training receives prompt appropriate support from the Lead Employer. Failing to report sickness absence via ESR in a timely manner can prevent the individual from accessing necessary support and, in some instances, prolongs the period of sickness absence.

Absences must remain open on ESR until the colleague returns to work. If an absence is closed on ESR prior to a colleague returning to work, this can lead to the colleague being incorrectly paid. It is also important that an absence record does not remain open after the colleague has returned to work as this can also lead to the colleague being incorrectly paid.  

When recording an absence in ESR, Host Organisations are reminded to avoid absence reasons S98 (other known causes) and S99 (unknown causes). If the correct absence reason is recorded this will ensure the colleague-in-training is provided with support appropriate to their absence reasons.

Should a Host Organisation have any concerns or issues with inputting sickness absence on to ESR, contact should be made with ESR Helpdesk on esr.helpdesk@sthk.nhs.uk for further guidance.

Where appropriate, the Lead Employer, with advice from HWWB. will support the Host Organisation in arranging a supported return to work for any colleague-in-training who has been on a period of long-term sickness. It is often necessary to implement a period of reasonable adjustments when an individual has been on a period of long-term sickness absence, this is to support a colleague back into the workplace and promote a successful return to work.

Return to work paperwork must be completed for each absence, completion of this paperwork is important to assist with the monitoring of absence and to ensure that the colleague is supported. It can also highlight if a colleague requires additional support upon their return to work and if they have hit an absence trigger under the Lead Employer Attendance Management Policy.

If a period of sickness spans more than seven calendar days, the colleague-in-training is required to provide a fit note. The colleague should ensure a fit note is submitted to their Host Organisation and a copy provided to the Lead Employer. Sometimes, a colleague will provide their fit note directly to the Lead Employer. In this circumstance, we will keep you updated and will provide the dates covered by the note to ensure appropriate cover can be sought to avoid any impact to service delivery.

Where appropriate, the Lead Employer, with advice from HWWB. will support the Host Organisation in arranging a supported return to work for any colleague-in-training who has been on a period of long-term sickness. It is often necessary to implement a period of reasonable adjustments when a colleague has been on a period of long-term sickness absence, this is to support the individual back into the workplace and promote a successful return to work.

Return-to-work paperwork must be completed for each absence, completion of this paperwork is important to assist with the monitoring of absence and to ensure that the colleague is supported, it can also highlight if a colleague requires additional support upon their return to work and if they have hit an absence trigger under the Lead Employer Attendance Management Policy.

If a period of sickness spans more than seven calendar days, the colleague-in-training is required to provide a fit note. The colleague should ensure a fit note is submitted to their Host Organisation and a copy provided to the Lead Employer. Sometimes, a colleage will provide their fit note directly to the Lead Employer.  In this circumstance, we will keep you updated and will provide the dates covered by the note to ensure appropriate cover can be sought to avoid any impact to service delivery.

In circumstances where the colleague-in-training advises of stress or muscular skeletal (MSK) related illnesses, the Lead Employer Case Management team should be immediately notified. Lead Employer will then liaise with the colleague and Health Work and Wellbeing (HWWB) to ensure that appropriate support is provided to the individual.

Host Organisations are encouraged to take a proactive approach to attendance management. If it is felt that a colleague would benefit from additional support, that may prevent a period of sickness absence, please contact with Lead Employer who will ensure that the colleague is provided with details of resources available to them.

Host Organisations are also encouraged to perform risk assessments, where appropriate, to support the wellbeing of their staff and facilitate the employee’s timely and safe return to work. Actions taken from completion of risk assessments will be in keeping with service needs to ensure service delivery.

N.B. Host Placement Providers should not refer a Trainee to their own Occupational Health department. For regions outside of the North West, referrals to HWWB for Lead Employer colleagues-in-training must be completed by the Lead Employer. For North West colleagues, please follow the Cohort for Hosts process, further information is available here.

This is to ensure that all colleagues are appropriately supported throughout the duration of their training. To notify the Lead Employer of a Trainees requirement to attend HWWB, please e-mail the Lead Employer helpdesk.

There will be occasions when colleague-in-training's sickness absence triggers the Lead Employer attendance management policy and procedure. The Lead Employer will notify Host Organisation of any requirement to hold a stage or level meeting. Support will be provided to the Host Organisation by a HR representative from the Lead Employer.

Stage and level meeting will need to be undertaken in line with standard Lead Employer processes.

Host Organisations are also encouraged to perform risk assessments where appropriate to support the wellbeing of their staff and facilitating the employee’s timely and safe return to work. Actions taken from completion of risk assessments will be in keeping with service needs to ensure service delivery.

Please note that our risk assessment process must be completed online, which can be accessed using the following link.  Alternatively, please find our risk assessment form, which addresses issues specific to workplace stress, here.

N.B. Host Placement Providers should not refer a colleague-in-training to their own Occupational Health department.  All referrals to HWWB for Lead Employer colleagues must be completed by the Lead Employer.   This is to ensure that all colleagues are appropriately supported throughout the duration of their training.  To notify the Lead Employer of a colleague-in-training's requirement to attend HWWB please e-mail Lead Employer's Helpdesk team.

Important Risk Assessment Forms

• DSE User Self-Assessment Form
• Employees at Higher Risk - Risk Assessment Documentation sheet  
• Guidance for Managers when Carrying out Risk Assessments for Trainee Doctors  
• Moving and Handling Policy & Risk Assessment
• Blank Risk Assessment
• Stress Risk Policy