Attendance Support Program

Staff Session

Feb

• PRHC average 12.96 sick days

• 25th percentile – 8.65 sick days

• 87.61% of all absences fall within the 1 – 3 day range

• PRHC trending upward while comparator hospitals are trending downward

• On track this fiscal to be at or exceed last years average

Fiscal 08/09 Statistics:

• Serious accidents and illness

• Lack of job satisfaction

• Inadequate or poor supervision

• Personal problems (financial, marital, substance abuse)

• Poor physical fitness / nutrition

• Stress / workload

• Employee discontent

• Perceived entitlement to sick benefits

Causes of Absenteeism:

Develop a willingness on the part of all our employees to attend work regularly and to assist them in motivating their co-workers to attend work regularly.

Attendance Support:

This can be done by:

• Addressing the physical and emotional needs of our employees

• Communicating the attendance expectations of the Health Centre

• Dealing with cases of excessive absenteeism effectively and fairly so deterrence can occur

Attendance Support:

Culpable absenteeism are absences within the employees control such as:

• Arriving to work late

• Leaving work early

• Unauthorized Leaves

Types of Absenteeism:

Non-Culpable absenteeism (or innocent absenteeism) are absences not within an employees control:

• Hospitalization

• Illness

Types of Absenteeism:

Culpable absences are dealt with through the progressive discipline process

Non-culpable absences are dealt with through the Attendance Support Program

Types of Absenteeism:

The program is designed to:

• provide clear guidelines to reasonably and consistently manage attendance

• ensure employees meet their obligations

• promote awareness

• assist employee’s in improving their attendance

• recognize improved attendance

• understand the root causes of absences

Attendance Support Program

• applies to all staff, including management

• outline’s roles and responsibilities

• has 4 steps focused on improving attendance

How does the Program Work?

Exemptions:

• Catastrophic event – such as heart attack, stroke

• Surgical intervention

• Leaves covered under the Employment Standards Act (ie: Family Medical Leave, Emergency Leave Days)

Consultation with Occupational Health and Human Resources required to determine exemption

Attendance Support Program

The Employee:

• To maintain regular attendance at work

• To report all absences as per reporting processes

• Identify reason for absence

• Provide medical as required / requested

• Initiate and maintain regular contact with Manager and Occupational Health

• Identify the need for accommodation

• Identify needed supports to maintain regular attendance at work

Roles and Responsibilities:

The Manager:

• Monitor employee’s attendance

• Meet with employee’s to discuss attendance record and identify concerns regarding ability to attend work

• Record all discussions and provide records to Human Resources

• Provide support to employee including discussing solutions / alternatives for improving attendance

Roles and Responsibilities:

The Manager cont’d:• Record absent calls on the Call-in Form

• Ensure staff are aware of the requirement to contact Occupational Health Services and request the Attending Physician Statement

• Communicate with Occupational Health Services regarding Attending Physicians Statement requests outside of normal parameters

• Acknowledge good and improved attendance of all staff

Roles and Responsibilities:

Occupational Health Nurse:

• Contact employee as required to provide guidance and support through their recovery and return to work

• Collect medical documentation and verify fitness to work based on the medical received

• Arrange for Physical Demands Analysis, Functional Abilities Evaluations

• Maintain confidentiality of medical information

Roles and Responsibilities:

Human Resources:

• Provide attendance statistics

• Provide support and consultation on the program

• Monitor program for consistency and application under the Ontario Human Rights Code

• Participate in return to work and accommodation meetings

Roles and Responsibilities:

• Informal Discussion ( occurs at 30 hours sick time)

• Step 1 – Initial counseling (occurs at 52.5 hours of sick time)

• Step 2 – Ongoing monitoring

• Step 3 – Assessment

• Step 4 – Follow-up and Action Plan

The Program Overview:

• Progression through the steps occurs when 15 hours of sick is reached in a quarter (or sooner if identified)

• If improved attendance (less than 15 hours of sick time) between quarters, remain on current step

• Exit program when 12 consecutive months of improved attendance (less than 52.5 hours of sick)

The Program Overview:

Occurs when the absences again exceed the standard as follows:

• Within 12 months of exiting the program – re-enter the program at step exited from

• Greater than 12 months of exiting the program – start program at informal stage

A total of 24 months of improved attendance is required in order to start the program over once on the program

Re-Entry to Program:

• ONLY accepted medical form – unless work related absence – WSIB FAF is accepted

• Required to be completed following 3 or more days of medical absence

• As requested by manager (ie: sick after vacation, sick on denied day off, Step 2 of program) – consult with Occupational Health

Attending Physicians Statement:

• Accessible on intranet and Occupational Health

• Must be completed PRIOR to payment for sick time

• If APS is not completed, sick pay withheld and absence will be considered culpable

Attending Physicians Statement: