What Is a Phased Return to Work?

When an employee is returning to work after a long period of absence – whether that’s due to injury, illness, a chronic condition or bereavement – it can be challenging for them to readjust to the demands of their role. Even if they’re keen to get straight back into the swing of things, the reality is that after a long period of absence, your employee might not be physically or mentally capable of handling their full workload yet. 

Forcing a return to work before a person is ready can have worrying consequences, such as burnout, further health setbacks or a complete relapse that results in yet more time off. The good news is that there are a number of ways you can manage this, with one of the main approaches being a phased return to work.

While you’ve probably heard this term mentioned in passing before, you might not know much about the specifics, so the team at Healthier Workforce is here to help with this guide.

What is a phased return to work?

A phased return to work is exactly as it sounds; instead of jumping straight in at the deep end with a full schedule after an extended absence, you’ll return in carefully planned phases. Over time, your hours, duties and responsibilities will be gradually reintroduced and increased until – if you’re able – you can resume your normal role again. 

For example, an employee who previously worked full-time might start out on part-time hours until they build back up to their usual schedule, or a senior member of staff might be temporarily assigned low-level responsibilities to reduce pressure. The main aim of a phased return is to ensure a safe, steady transition that avoids overwhelming your employee and supports their wellbeing.

How long can a phased return to work take?

Everyone is different, and there’s no set timeframe for how long a phased return should take. It all depends on the circumstances in question, including the following factors:

• The job role: The more physically or mentally demanding the role is, the slower the return process will usually be. High-pressure positions or jobs that involve long hours or physical strain will typically require a more gradual return to prevent fatigue and stress.
• Medical guidance: It’s important to consult with doctors, physical therapists, occupational health experts and other medical professionals to get proper advice on the safest and most suitable pace of return.
• Reason for and length of absence: Those who’ve been off for several months with serious, debilitating conditions will usually require a longer and more carefully managed return to work than employees recovering from a short-term illness or minor injury. The underlying cause of the absence – whether it’s down to physical limitations. mental strain or a combination of the two – will also affect the adjustments and level of support the employee should be offered.
• Company policy: Most companies should have their approach to phased returns outlined in their employee handbook and having a clear policy in place detailing the expected duration helps to ensure consistency across the board.

Do you get paid in full for a phased return?

This all depends on the specific policies in place at your work, but generally, no – most companies won’t usually pay you a full salary during a phased return, as there is no automatic entitlement to full-time pay while working reduced hours. 

However, many employers will offer additional support by using sick pay or accrued annual leave to top up your reduced hours so your income isn’t dramatically lower.

Do employers have to agree to a phased return?

While a phased return isn’t a legal requirement, it is considered good practice. 

However, there are exceptions. Under the Equality Act 2010, every employer has a duty to make ‘reasonable adjustments’ for employees with disabilities or long-term health conditions. This means that if a doctor or occupational health professional recommends a phased return to work and the employer rejects this, they could be deemed to have neglected their legal obligations. Such a refusal could leave them open to legal action or claims of discrimination.

Benefits of a phased return

While there are some that may view a phased return as an unnecessary delay, it can have a number of benefits for both employers and employees alike, such as:

• It boosts morale: When employees feel valued, it leads to a happier and more productive workplace. This isn’t just true for the individual returning to work either – colleagues will take note of the understanding shown and feel reassured that they will be similarly supported if they also require time off in the future.
  
• It improves staff retention: Offering a phased return demonstrates your commitment to employee wellbeing, which in turn builds loyalty. This ensures that you retain skilled members of staff rather than having to constantly recruit and train new employees.
  
• It ensures legal compliance: A phased return to work is often deemed as a ‘reasonable adjustment’ for those dealing with long-term health complications, so by offering this, you can ensure you’re creating an inclusive workplace and meeting all your legal obligations under the Equality Act 2010.
  
• It supports recovery: If an employee is placed under too much physical or mental stress before they’re ready, this can slow down their recovery and potentially lead to them requiring additional time off.
  
• It’s safer: If an employee is pushed into their full workload too quickly, this increases the risk of errors, which could result in an accident or injuries.
  
• It builds confidence: After an extended period away from work, it’s only natural that an employee might feel a bit unsure about their abilities. It may be that processes or team members have changed, meaning they are also returning to an unfamiliar environment. A phased return can help employees to gradually build confidence and get to grips with new procedures so they feel fully prepared to resume their normal responsibilities.

How to manage a phased return to work

If you’re responsible for supporting employees returning to work, having a clear process in place is essential for ensuring a smooth transition with minimal disruption for everyone involved. To successfully manage a phased return, there are a number of steps you should take, including:

• Start with an occupational health assessment: By arranging an occupational health assessment for your employee, you can evaluate their capability, assess any workplace risks and get expert guidance on the type of adjustments that may need to be put in place.
  
• Maintain open communication: So that your employee feels supported and to ensure everyone is kept in the loop on any new developments, it’s essential to maintain an open, honest dialogue between the individual, their line manager, HR and any occupational health professionals involved.
  
• Create a structured plan: To ensure everyone knows exactly where they stand, you should develop a personalised phased return plan that clearly outlines expected working hours and responsibilities, as well as a clear timeline for increasing workload.
  
• Be flexible: Managing a phased return isn’t always straightforward and there may be setbacks along the way. If your employee isn’t coping with their current workload or, alternatively, if they’re progressing more quickly than expected, you can adjust the plan for their return accordingly.
  
• Hold regular check-ins: Don’t just put a plan in place and hope for the best; it’s essential to stay in touch with your employee to see how they’re getting on and identify whether any additional support is needed. Regular check-ins can help to assess their progress and ensure the plan stays on track.
• Provide the appropriate support: If an occupational health assessment highlights any areas of concern or it becomes clear that your employee requires extra support, such as further training or adjustments, then promptly implementing these measures can help to prevent setbacks.
  
• Work with a trusted occupational health company: By partnering with experienced occupational health professionals, like the experts here at Healthier Workforce, you can ensure the best possible chance of success for a phased return to work. We can help to assess workplace risks, recommend reasonable adjustments, monitor ongoing progress and provide tailored advice so that both the employee and the employer feel confident and prepared.

How can Healthier Workforce help?

If you’re looking for guidance on how to manage a phased return to work, the team at Healthier Workforce has you covered. Since 2009, we’ve been supporting businesses across the UK with a whole host of occupational health services, including occupational health assessments, ongoing health surveillance and sickness absence management.

If you’d like to know more about what we do, give our friendly team a call or fill out our online referral form. With our help, you’ll feel more confident in how to support your employees and ensure a smooth, stress-free return to work.