Communicating effectively with an employee on sick leave requires empathy, consistency, and compliance with Dutch labour law. Every health check-in or absenteeism interview helps you stay connected and support your employee’s well-being while maintaining a healthy workplace culture. At Octagon, we share our experience to answer your most common questions and guide you through each step of the process.
Maintaining connection through a health check-in or absenteeism interview
Building and maintaining contact during sick leave helps prevent long-term absenteeism. Regular, compassionate conversations make employees feel valued and keep the reintegration process transparent and positive. Here’s how to approach these important check-ins with care and confidence.
When to do an absenteeism interview
When an employee often reports short absences, this is known as short-term absenteeism.By keeping track of these patterns, you can therefore identify possible concerns early. In some cases, frequent absence may indicate that the employee feels uncomfortable within their role, team, or company. Consequently, addressing it promptly through a health check-in or absenteeism interview can ultimately prevent future long-term sick leave.
If an employee is already on long-term sick leave, plan regular health check-ins to maintain connection. This ongoing communication shows genuine care and helps both the employee and the organisation stay aligned throughout the recovery period.
How often to have a health check-in
The frequency of absenteeism interviews is often determined by ArboNed or the company doctor. If no specific schedule exists, try to contact the employee every two weeks. During the first six weeks of sick leave, regular contact is particularly valuable. It helps build trust, ensures clarity, and demonstrates that you remain engaged with their situation.
How to have an absenteeism interview or a health check-in
Many managers find absenteeism interviews or health check-ins challenging. Yet, these meetings show genuine attention and commitment to employee well-being. The goal is not to discuss medical details but to focus on communication, understanding, and possible solutions.
Follow these practical steps to ensure your conversation runs smoothly:
- Set a clear purpose. Explain why you are having the conversation. Be transparent about the intention and listen carefully to your employee’s responses. Asking open questions such as “How are you coping?” or “What support do you need?” helps create a safe space for dialogue.
- Respect boundaries. During the health check-in you are not allowed to ask about the nature or cause of the illness, nor to record medical information. Keep the discussion focused on work-related matters and reintegration possibilities.
- Allow pauses. Don’t rush the conversation. Giving space allows your employee to reflect and respond honestly.
- Summarise the discussion. Repeat key points during and after the conversation. This helps clarify understanding and ensures that both parties leave the meeting with shared expectations.
- Ask specific, constructive questions. Absenteeism can stem from different issues, such as workplace conflict, personal challenges, or job fit. Explore these topics sensitively, and focus on solutions that support recovery and engagement.
The more you practise conducting absenteeism interviews or health check-ins, the easier and more natural they become. With time and experience, you’ll develop the confidence to approach each discussion with empathy and structure.
We can help!
Do you still feel unsure about conducting a health check-in or absenteeism interview? We are here to help. At Octagon, our HR experts provide tailored guidance, training sessions, and support to help you manage employee well-being with confidence and care. Contact us today to learn more about our HR solutions for absenteeism management and healthy workplace communication.
