What can you ask the company doctor? A practical guide.

As an SME entrepreneur, you already have your hands full with the day-to-day business. So when an employee calls in sick, you want clarity on what is needed for a successful return as quickly and smoothly as possible. The company doctor plays an important role here. But how do you ask the right questions, without inadvertently breaking the rules? We explain it for you.

What is a question statement anyway?

A Q&A is your opportunity to give the company doctor relevant information about your employee's situation while asking the questions that will help you plan for reintegration. It ensures that the company doctor can provide tailored advice and helps with a smooth return to work.

There are two parts to a good question:

1. A situation outline: A factual description of the circumstances surrounding the Sickness Absence.
2. Questions about work resumption: Concrete questions about what is possible and what to expect.

How do you create a clear situation sketch?

The situation outline gives the company physician a good idea of the work context. Keep it short, factual and objective. You can and cannot mention this:

What do you mention?

• The employee's job responsibilities: What are the responsibilities?
• The working conditions: Are there issues such as work pressure or conflicts that may affect it?
• Actions already taken: What adjustments have you already made to support the employee?

What are you not mentioning?

• Medical information: You may not know or share this.
• Own interpretations: Leave the medical assessment to the company physician.

What questions may you ask?

You may only ask questions that have to do with your employee's ability to work and guidance toward recovery. These are examples of questions that fall within the rules:

• Can the accrual in hours and tasks continue?
• When do we expect that reintegration can be started?
• Is a full return to one's own work realistic?
• Would an occupational health examination be helpful?
• Can additional intervention speed recovery?
• Is the employee able to have a conversation with me about the work situation?

By keeping your questions practical and work-oriented, you can respect your employee's privacy and still get the information you need.

Why is good questioning important?

A clear and complete question statement ensures that:

• Recovery is faster: Your employee receives appropriate support.
• Everyone knows where they stand: Expectations are clearly communicated.
• Misunderstandings are avoided: No noise, just clear agreements.

Common mistakes in questioning

Drafting a question paper is not complicated, but beware of these pitfalls:

• Too little context: Without sufficient information, the occupational physician cannot give targeted advice.
• Unnecessary details: Do not share irrelevant or medical information.
• Inappropriate questions: Questions about diagnoses or treatments are not allowed.

How do you prepare a question paper?

Good preparation is half the battle. Follow these steps:

1. Determine your focus: What exactly do you want to know? Focus on work-related questions.
2. Make a situation outline: Describe your employee's working conditions and duties.
3. Formulate your questions: Make sure they are specific and clear.
4. Have someone watch: Ask a colleague to check that your question wording is complete and within the rules.

What happens next?

After you submit the questionnaire, the company doctor discusses it with your employee. Based on that conversation, you will receive a recommendation on:

• Work resumption opportunities.
• Any workplace adjustments.
• Necessary follow-up steps, such as interventions or additional research.

Important: the company doctor's advice never contains medical details, so your employee's privacy is maintained.

Working together on reintegration

Good questioning lays the foundation for a smooth reintegration. It shows that you are committed, respect the rules and are willing to work together for a sustainable return.

Need help drafting a query or are you stuck with a specific situation? Contact your employability coach or customer team at ZekerArbo. Together, we make it easy!