Attendance Management and Absence
We recognise the importance of effective attendance management, which can have a significant impact upon training progression, the wider team and ultimately patient care.
In matters of absence and returning to work, we offer a number of resources, support and guidance to facilitate best practice at all times for the host organisations who work with us.
Roles and Responsibilities
We are committed to supporting a culture of 100% attendance amongst our colleagues-in-training and taking proactive steps to support colleagues to remain in work where possible. We will ensure that host organisations are supported to achieve this, where possible, among their LE workforce.
Please see the following options for more information on the support and resources offered by Lead Employer;
For hosts with Resident Doctors
- Recording sickness absence on ESR
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.
For a list of ESR sickness codes, please click here.
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@merseywestlancs.nhs.uk for further guidance.
- Long-term sickness absence
Where appropriate, the Lead Employer (LE), with advice from Health, Work and Wellbeing (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 LE 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 LE. Sometimes, a colleague will provide their fit note directly to the LE. 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.
- Returning to work
Where appropriate, the Lead Employer (LE), with advice from Health Work and Wellbeing (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 LE 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 LE Sometimes, a colleage will provide their fit note directly to the LE. 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.
- Health, Work and Wellbeing
In circumstances where the colleague-in-training advises of stress or muscular skeletal (MSK) related illnesses, the Lead Employer (LE) Case Management Team should be immediately notified. LE 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 LE 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.
- Attendance management triggers
There will be occasions when colleague-in-training's sickness absence triggers the Lead Employer (LE) attendance management policy and procedure. The LE 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 LE.
Stage and level meeting will need to be undertaken in line with standard Lead Employer processes.
- Risk assessments
Host organisations are also encouraged to perform risk assessments where appropriate to support the wellbeing of their staff and facilitating the colleague-in-training’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 (LE) colleagues must be completed by the LE. This is to ensure that all colleagues are appropriately supported throughout the duration of their training. To notify the LE of a colleague-in-training's requirement to attend HWWB please e-mail Lead Employer's Helpdesk team.
Important Risk Assessment Forms
For hosts with Dental Foundation Trainees (DFT)
- Annual Leave
Each colleague-in-training has an entitlement to annual leave and public holidays, these statutory annual leave entitlements are:
20 days annual leave + 8 bank holidays - part time colleagues-in-training annual leave will be pro-rata'd.
Our annual leave policy can be found here.
Please note, it is the role of the dentist-in-training to ensure that their annual leave is recorded on ESR once this has been approved by their Educational Supervisor.
Expectations
Colleague-in-training - to discuss the requested annual leave with the Educational Supervisor. Once confirmed, add to the registrar's calendar. Maintain an accurate record of annual leave to manage throughout training. You would normally provide a minimum six week's notice of annual leave to be approved in accordance with local policies and procedures.
Supervisor - Educational Supervisor must confirm the annual leave with the colleague-in-training and upload as appropriate to ESR.
- Sickness
This is our policy that is administered through a Lead Employer (LE) system, locally. The foundation dentist-in-training should report all sickness to their Educational Supervisor.
The Educational Supervisor should then use their access to ESR to log the sickness. For a list of ESR sickness codes, please click here.
Further information can be obtained from our Absence Support Team here.
Lead Employer - MWL | Policies and Forms
Foundation Dentist
The foundation dentist-in-training needs to call or contact their Educational Supervisor to report their sickness on the day and any subsequent days after. They should explain the reason for their absence with their supervisor, with the expected date of return to work. If the sickness exceeds 7 days (including weekends), they will need to get a note from their GP to certify the sickness and return to LE to ensure they are paid correctly.
If the foundation dentist is off work longer than +28 days, this would be classed as Long-Term Sickness. This would be managed via LE HR Advisory Team in order to support their return to work when fit to do so.
Supervisor
Upon return to work the Educational Supervisor must conduct a return to work interview with the completed documentation returned to LE. If the sickness has lasted longer than 10 days, inform the relevant colleague-in-training this will impact the number of days in training and CCT.
- Medical Appointment
Appointments for GP and dentist visits are often presumed to be an entitlement by some staff, this is not the case. Foundation dentist-in-training should make appointments in their own time at the start or end of the working day to ensure minimum disruption to the department, and any time taken must then be worked.
For a hospital out-patient appointment, time off with pay would normally be agreed for the duration of the appointment. No travel time will be allowed. The foundation dentist-in-training will need to have their appointment letter/card e.g. with hospital, date and time etc. and show this if requested to their supervisor.
- Special Leave
Special Leave is exceptional leave that may be granted to a colleague-in-training in certain circumstances.
(The list of examples can be found in the policy). Please be aware that there is more detail in the policy of different categories of special leave.
This is a Lead Employer (LE) policy and can be found by clicking the link below:
Lead Employer - MWL | Policies and Forms
Foundation dentist-in-training
Must inform their Educational Supervisor of their request for special leave as soon as possible.
Supervisor
The Educational Supervisor should complete an application for special leave, signed by them and the foundation dentist-in-training, then send to the LE. The application can be found in the policy (appendix 4).
- New Parent Support
This is a Lead Employer (LE) policy, and it is administered in collaboration with NHS England. The new parent support policy can be found here Lead Employer - MWL | Policies and Forms
- Study Leave
This is an NHS England (NHSE) policy and is administered via NHSE procedures.
Further support
Electronic Staff Record (ESR) is used to log absence and annual leave.
Employee self-service allows colleagues-in-training to view and update personal information, including home addresses, emergency contacts and bank account details.
Further information can be found Lead Employer - MWL | Policies and Forms
Useful documents for ESR
New Approver Authorisation Form – please email: esr.helpdesk@merseywestlancs.nhs.uk. to be set up with access to ESR
Manager Approval User Guide - Lead Employer - MWL | Supervisor Self-service on ESR