Employees Sickness Screen
The sickness screen records all sick leave an employee has taken or had open.
On your dashboard you can review the employee's sickness you are a line manager for by clicking the review button (arrow icon)
Either raise a query or close the record so it can be added to their Bradford Factor.
Click on the record and it will display a summary of the sickness record.
Here you can raise a query and add sick note as well as add reasons for the query or you can mark the sickness as complete. To save changed press update, this will change the status of the record on the sickness tab of the employee's record.
Another way to view sickness is by selecting sickness tab from the navigator (select employee from the employee list) you can view all sickness records for your employee.
You will be able to view the sickness type, status, the start and end dates and how many days working time lost, you can reorder these fields by pressing the column you wish to order by.
From here you can also add '+' a sickness for your employee or if you need to view a record in more detail, click the arrow icon this will open a sickness summary.
Should you need to edit the record use the pencil icon or delete the record using the bin icon from within your employee's sickness record.
When you go into a sickness record on an employee's profile, you will notice a number of status'.
OPEN: This means the employee has just logged a sickness and are currently off sick
RETURNED TO WORK: The employee has returned to work, however the sickness is still requiring some form of 'follow up'. Meaning do you need the employee to provide a return to work form before the sickness can be closed
QUERY RAISED: The employee has returned, but you require clarification from the employee as to why they have been off sick
CLOSED/COMPLETE: The employee has returned to work and does not require any further action to take place. If you close the sickness record, it will account to the total number of absences, however you can still add documentation as a later date if you need to
How do I add backdated sickness?
When setting up your account, you may decide that you wish to add your employee's back dates sickness records.
Who can add backdated sickness?
- HR Users can add backdated sickness
- Line managers may be able to add sickness for their employees, this depends on the permissions you have set up for them. They will need to be able to manage sickness.
- Employees can report their backdated sickness, however this will need to be approved by their line manager
To add backdated sickness:
1) Click into the employee's profile and go to their sickness screen.
2) Click +
3) Fill out the first day of sick leave, and the last day of sick leave (you only need to enter an end date if the employee has returned to work). Choose the sickness type. You can enter an employee note. The employee note can be seen by the employee. Click add sickness.
4) This will then appear on their sickness summary page.
5) Additional Step: If you wish to add documentation to a sickness record, click the arrow icon. This will take you through to the individual sickness summary where you can attach documents.
Why can't I close off a sickness record?
Usually this is because there is a conflicting absence elsewhere on the employee's profile.
The system will not allow you to record more than one reason for an absence, this could be another sickness or holiday/other leave.
Therefore, the conflicting absence will need to be cancelled out before the sickness can be closed off.
Sickness metrics showing as 0 days
A common question we get asked is, my employee has sickness records entered into their profile but the total number of absences is '0'. Why is this?
This is because the sickness record has not been marked as closed or complete.
As you can see the status is currently open. Click arrow icon to go into the sickness record then the pencil icon to edit the record and update the status to complete.
Once this sickness has been closed, it will account to the total number of absences.
The Bradford factor is a great way of measuring the level of absenteeism in your workplace.
The annual sickness report in breatheHR provides a Bradford Factor score for each employee. This is calculated using the following formula:
E² x D = Bradford Factor
E represents the number of instances of absence
D represents the total number of days absent in a 52 week period
For example, if an employee was absent from work on 3 separate occasions with a total of 4 days off the calculation would look like this:
3 x 3 x 4 = 36
The employee’s Bradford Factor would therefore be 36.
An employee who takes frequent short spells of sick days will have a higher Bradford Factor compared with an employee who takes infrequent but longer periods of time off sick.
For example, if an employee has a total of 7 days off sick in a year, their Bradford Factor score will be very different depending on the number of instances of absence:
- One instance of sick: 1(E) x 1(E) x 7(D) = 7 (Bradford Factor score)
- Two instances of sick: 2(E) x 2(E) x 7(D) = 28 (Bradford Factor score)
- Three instances of sick: 3(E) x 3(E) x 7(D) = 63 (Bradford Factor Score)
The Bradford Factor calculation does not take account of the reason for the absence. Therefore, it is wise to use the Bradford factor as an initial trigger for any short and frequent absence but it should never be used in isolation.