There are a number of steps you should take to manage absence and sickness effectively:

• Produce clear written guidelines for employees, eg setting out leave entitlements, and procedures for reporting absence.
• Include terms in employees' contracts of employment giving you express permission to hold absence records.
• Record accurately and monitor absence.
• Train managers on how to handle absence.
• Set targets for absence levels.
• Conduct return-to-work interviews after absences, interviewing sensitively to find out if there are underlying causes, eg domestic problems.
• Provide for special equipment if appropriate, eg ergonomic chairs for employees with back problems. For advice, information and possible grants, read about Access to Work (AtW) on the Jobcentre Plus website.
• Check the attendance records of applicants during recruitment.
• Provide opportunities for discussing problems relating to attendance in performance appraisals.
• Develop other initiatives to encourage good attendance, eg improvement of working conditions, introduction of flexible working, provision of counselling and healthcare/prevention facilities.

See the pages in this guide on what to include in absence and sickness policies and measuring and monitoring absence and sickness.

Medical reports

You may wish to gain further information on a worker's ill health by obtaining a medical report. However, you will need their permission.

A worker can refuse this request or ask that corrections be made to their report. A GP may also refuse to disclose this information if they believe it will cause serious physical or mental harm to the individual, or reveal the identity of another person.

You can ask a worker to attend an examination with a company doctor or Occupational Health Service if you wish to get a second opinion. They can refuse to do so, but you should inform them in writing that a decision regarding their future will be taken on the basis of the information available and that it could result in dismissal.

When dealing with medical reports, you need to respect individuals' privacy. See our guide on how to comply with data protection legislation.