Reintegration: creating a path back to work

Employees who fall ill are usually back on their feet within a few days. But sometimes an employee is out of circulation for a longer period. In that case, both employer and employee must work towards effective reintegration.

It is never pleasant when an employee is sick for a long time. This is true for both the employee and the employer, who misses a staff member as a result. That’s why it’s important to do everything possible to get a sick employee back to work as quickly as possible. This is called reintegration. Returning to work can happen in two ways:

First-track reintegration – The employee returns to their current employer, possibly in a new or adjusted role.

Second-track reintegration – The employee can no longer return to their current employer and obtains suitable work with another employer.

Both employer and sick employee are responsible for reintegration. This means that both must do everything they can to minimize sickness-related absence. They must be supported by a certified absence management company. This could be an occupational health and safety service or another specialized company. The occupational health physician determines what work the employee can still perform medically.

To prevent entry into the WIA (Work and Income (Capacity for Work) Act) and ensure a quick and effective reintegration, the Gatekeeper Improvement Act was introduced. This act prescribes what employer and employee must do in the event of impending long-term absence.

Both employer and employee have obligations, which begin in the first week of illness notification.

In the first year:

• Illness must be reported to the occupational health and safety service or occupational health physician no later than one week after the first sick day.
• If the employee has been sick for six weeks, a problem analysis must be conducted by the occupational health and safety service or occupational health physician. This states why the employee can no longer work, what their prospects for recovery are, and when they think they can return to work.
• Within eight weeks of the sick notification or no later than two weeks after the problem analysis, the employer, in consultation with the employee, must compile an Action Plan (PvA). This plan describes what both parties will do to help the employee return to work. The PvA is a part of the reintegration file.
• If there is a risk of long-term absence, the employer must maintain a reintegration file. This contains the progression of the illness and all actions taken by both parties to enable a return to work.
• The employer must discuss progress with the employee every six weeks.
• Together with the employee, the employer appoints a case manager. This person guides and monitors the implementation of the PvA.
• In the 42nd week, the employer must report the employee’s illness to the UWV.

After one year:

• If the employee remains unwell for a long time, a first-year evaluation will take place between weeks 46 and 52. Employer and employee review the past year and determine the reintegration result they want to achieve in the second year and how they will do so.
• If the employee is still not fully back to work after twenty months, the employer, in consultation with the employee, must prepare a reintegration report. This contains all the arrangements and concrete results of the planned return to work.
• If all efforts have not led to a return to work, the employee will receive a WIA application form from UWV in the 87th week. This form must be returned to UWV within three weeks. UWV will quickly assess the reintegration report, conduct a WIA assessment, and start the WIA benefit if the legal requirements are met.

If necessary, the employer must adjust the employee’s work, workplace and/or work equipment.

Getting an employee back into the workforce is a demanding process, especially after a longer period of absence. It is important for everyone involved to get the employee back to work as soon as possible. This reintegration process is regulated by the Gatekeeper Improvement Act. The legal obligations involved make it intensive.

MEPD supports in the execution and documentation of a UWV-proof process. We work according to the UWV Werkwijzer and do so in a personal way. Our starting point is the experience (and limitations) of the employee in combination with our knowledge of the labor market. We assist and work together with the employer, employee, and occupational physician to look at all possibilities. We follow two tracks: either the same function in the same company, possibly adapted (first track), or suitable work with another employer (second track). Step by step, we ensure reintegration, taking all interests into account. No endless processes or tedious reports, but a direct approach with clear steps forward.