Leadcare Recruitment Reporting and Managing Cancellation and Absence Policy and Procedure

Introduction

This policy has been designed to allow early identification of issues regarding staff absence and shift cancellation which affects both staff and patient safety at ward/department level after a commitment has been made by an Agency staff to fulfil that shift. Several repeated absences and cancellations will trigger initiation of the Cancellation and Absence policy, which has been created to outline the requirements that all staff members are required to follow within Leadcare Recruitment.

Policy Statement

Leadcare Registered Nurse Manager will be made aware of all trends in absences, performance, and attendances issues within Leadcare and will monitor those who fail to comply with this policy. Records of absences will be kept for everyone to enable Leadcare to identify any patterns at an early stage.
A member of Leadcare team will initially email or personally speak with and monitor those who have repeated absences or cancellations.
All members of staff at Leadcare will be treated in a fair and consistent manner with respectful approach.
Leadcare staff will be fully supported accordingly with any individual or personal circumstances that may be impacting on their ability to fulfil to commitment to attend for their shift.
Leadcare will treat those with conditions and disabilities with fairness and empathy.
Leadcare staff who suffer ill health or with special health circumstances will be supported to allow them to work where we are able to facilitate this.
In cases of ill health, action may be required to be taken if:
A) The staff member has been counselled, where appropriate.
B) The staff member has been advised that continued absence may result in termination of employment.
C) The possibility of alternative work placement is required.
Persistent and recurrent absence will be carefully monitored, assessed and appropriate action taken. Failure to come to resolution may result in disciplinary action.

Reporting Absences.
Staff should be advised to contact Leadcare as soon as practically possible.
When sickness is presented in advance, Leadcare should be contacted to discuss.
If sickness occurs before the start of your shift on the same day of the shift: The ward/department/facility should also be notified personally by Leadcare staff member.

Leadcare Contact Details:
Office Hours 09:00-17:00 Monday to Friday-Telephone Office: 028 7187 6515
Out Of Office Hours 17:00-09:00 Monday to Friday and Saturday/Sunday and Bank Holiday-Telephone: 07485793912 or 07562735359
Staff must always report sickness themselves rather than asking a friend or family member to do so unless there is a valid reason.
It is NOT ACCEPTABLE to contact any member of Leadcare to cancel a shift by text message, social media, WhatsApp or email.
A direct phone call is the ONLY means of cancelling your shift otherwise it will be documented as an absence without permission which may lead to disciplinary action.
When reporting sickness, a probable duration of the absence should be given. All information will be treated respectfully and in confidence.
A member of Leadcare Management team will be available to support you and arrange a return-to-work interview to be conducted. In some individual cases a fitness to work certificate may be required before you may be permitted to return to work.

Managing Sickness Absence
All cases of Ad hoc and persistent recurrent absence and long-term sickness absence will be considered on an individual basis. When a staff member has a major health problem, is seriously ill or there are other exceptional circumstances, this procedure may not be relevant or appropriate. Further advice will be sought from the managing director or any other appropriate director of Leadcare.

The Leadcare Registered Nurse Manager will be required to manage Leadcare employees who are not performing to the required standards. Absences which are not attributed to poor health and amount to absenteeism are matter of conduct and will be dealt with under disciplinary procedures. The staff member may receive a welfare call from the Registered Nurse Manager and/or be invited to attend a meeting to discuss their absences. Failure to comply with processes may trigger the organisations formal disciplinary procedure.

All absences and cancellations are also recorded by Clients and Leadcare which may result in clients refusing certain staff to attend places of work at their own discretion.

Return to work interviews.
The Registered Nurse Manager or Deputy manager at Leadcare will discuss and establish when a staff member is fit to return to work.

Probationary Period
All Staff at Leadcare will be under a period of 12 weeks probation from commencement of booking shifts. Where more than 3 Ad hoc or without genuine reason absences or cancellations occur, this will result in failure to comply with Leadcare Cancellation and Absence Policy. Failing to attend to a place of work or shift once it has been confirmed as a booking is placing patient safety at risk and contributing to pressures on other staff members.
All absences will be reviewed and may result in dismissal.

Stage 1 – Informal Discussion

Attendance Review Meeting
Where a staff members attendance record is unsatisfactory due to persistent short-term absence, i.e. where a staff member has taken 3 separate cancellations of short-term sick in a 12 week period, or earlier, 7 days in a 12month rolling period or a pattern emerges concerning a review, a meeting will be required.
Should it be found there is no good reason for the absences, the Registered Nurse Manager with support will place the staff member on absence monitoring and an absence management plan put in place. This will be conveyed in writing following the meeting and notes of the meeting recorded in the personal file.

A review meeting at expiry of the period, or earlier, if necessary, will be held.
Failure to comply with such meeting will result in disciplinary action and may lead to termination of employment at the Company Directors discretion.
Leadcare Recruitment aim to wherever possible, provide the necessary support and encouragement to enable the situation to improve without need for further action.

Stage 2 – Formal Meeting

Where persistent absence continues, Leadcare Recruitment will seek to obtain an independent medical opinion where appropriate.
Where there is insufficient improvement of the staff members absences and cancellations have continued to have an adverse effect on the operations of Leadcare Recruitment, a decision based on medical evidence, past records and work requirements will be made.
Such decision could be to:
Seek alternative suitable work if appropriate.
Where possible, make reasonable adjustments.
In exceptional cases continue as present but be maintained under regular reviewed

Stage 3 – Disciplinary Action

At the end of stage 2 assessment period or earlier, if necessary, where there is insufficient improvement and there are no genuine health reasons for cancellation/absences, disciplinary action may be involved.
Leadcare Recruitment reserve the right to decide when a staff member is suitable for dismissal and contract termination.