Reporting sickness as an NHS employee

Phone or message your named contact as early as your trust’s absence policy says, usually before your shift starts, and do it on every day your policy requires. You can self-certify for the first seven calendar days. After that you need a fit note. The exact rules on who you contact and when are set by your employer, so your trust’s sickness absence policy is the document to check first.

Who you tell, and what to say

NHS Employers guidance says you should report in to a named person, usually your line manager or a nominated deputy. If you do not report in to the right person, the guidance warns it may be assumed you are absent without leave.

Give a short description of what is wrong and how long you expect to be off. If you are on a rota, say which shifts are affected so the roster team can arrange cover. If you are too ill to call, a friend or relative can do it for you.

If you become ill or are injured while at work, tell your supervisor or manager without delay. If you cannot, a colleague should do it for you.

Self-certification and fit notes

Acas and GOV.UK both say you can self-certify for up to seven calendar days, weekends included, without medical evidence. Employers can ask you to confirm the absence when you return, and you agree with them how that is done.

After seven days you need a fit note from a registered healthcare professional. NHS Employers notes that the DWP standard is self-certification from the third day and medical certification from the eighth, but most NHS organisations ask for self-certification from the first day. In practice that means a form to complete on your first day back, whether you were off for one day or six.

Some employers ask for a self-certification form once an absence passes three days. The form is normally handed in no later than your first day back at work.

The fit notes guide explains the two outcomes, “not fit for work” and “may be fit for work”, and what your manager has to do with each.

Keeping in touch while you are off

Acas says an employer can contact you while you are off sick, and that you should agree what level of contact is reasonable. Your trust policy may set how often and with whom.

Statutory Sick Pay has its own notification step. GOV.UK says to tell your employer by the deadline and to check with them how to do it. If your employer wants something in writing, you can use form SC2. NHS contractual sick pay is covered separately in the NHS sick pay guide, and how it fits with SSP is in NHS sick pay and SSP.

Back at work

NHS Employers guidance says you may have a return-to-work meeting with your line manager or a nominated person. Acas says the meeting is there to check you are fit to work and to find out whether you need any support, including a phased return in some cases. Your trust’s policy decides whether a meeting happens after every absence or only after some.

Occupational health may get involved if your absence is long or linked to your work. NHS Employers says occupational health appointments should take place in work time. The occupational health referral guide explains what to expect.

If you are disabled, your employer has to make reasonable adjustments. See reasonable adjustments at work.

When absence becomes a formal matter

Most trusts record every absence and use triggers, such as a set number of episodes or days in a rolling period, to start a conversation. The trigger levels are local. NHS sickness absence triggers covers the stages. If you think your absence is being handled unfairly, your union rep or the Acas helpline can advise you.