Absenteeism guidance and counseling:
Key agreements at a glance
This is how we work together
When an employee calls in sick, you want to know what’s expected of you—and that everything is taken care of. We make sure you always know where you stand and what you can expect from us.
Sick leave
If an employee calls in sick, the procedure depends on the type of ZekerArbo plan you ZekerArbo .
Through an insurance provider (or your company’s HR system): You report the Sickness Absence your insurance provider’s portal. We receive this report, and then we’ll get started together.
Directly through ZekerArbo: Log in to ZekerArbo and submit your sick leave report. We’ll get started right away.
The Online Survey
Quick insight with just one question. Three days after the absence is reported, you and the employee will receive an email invitation to answer one simple question. You can enter your answer via a secure page. This allows us to quickly assess the situation and provide the right support right away.
How does the problem analysis work at ZekerArbo?
As soon as an employee reports sick, ZekerArbo initiates ZekerArbo intake interview. This is conducted by the Occupational Health Assistant (POB) together with the employee. The first thing we do is estimate how long the Sickness Absence to last.
Do you expect the employee to recover within 13 weeks? If so , there’s no need to prepare a problem analysis. The POB Sickness Absence the employee’s Sickness Absence and steps in if things don’t go as planned. If the employee makes a full recovery before week 13, a problem analysis isn’t necessary at all. That saves you, as an employer, both costs and hassle.
If recovery is expected to take longer than 13 weeks, or if recovery is falling behind schedule, we invite the employee to a consultation with the company physician. The physician will conduct an assessment of the situation. Depending on the circumstances, this typically takes place sometime between the 6th and 13th week of the employee’s Sickness Absence.
Is it clear from the start that someone will be out for a long time? If so, we’ll conduct the problem analysis earlier, as early as week 6.
In short: we always start by determining what’s best for the employee. We don’t follow a rigid procedure just for the sake of it. What works, works. And ultimately, that’s what’s best for you as an employer, too.
Action Plan: Here's How to Do It
Based on the problem analysis, you and your employee will develop an action plan within two weeks. This plan will outline what both of you will do to get the employee back to work as soon as possible.
ZekerArbo provides a handy form that you can fill out together. The employee signs the plan digitally. Please note: you really do need to fill it out together. Both you and your employee must complete the plan jointly.
Review every 6 weeks. The action plan isn’t a document you fill out once and then forget about. Every 6 to 8 weeks, you should review it together. Has anything changed? Do any adjustments need to be made? Even if nothing has changed, you should still complete the review. ZekerArbo automatically sets up a task for you every 6 weeks, so you don’t have to remember to do it yourself.
At the end of the first year of illness, you should conduct a more thorough evaluation. Is the plan still on track? This helps you stay on top of the process and demonstrates that, as an employer, you are actively engaged in the employee’s return to work.
Having trouble? We're happy to help.
Case manager gatekeeper
In the action plan, you will jointly appoint a Poortwachter case manager. This person ensures that you are taking the correct steps in accordance with the law. In cases of long-term Sickness Absence , certain legal obligations Sickness Absence ; the case manager keeps track of everything. They do not perform medical tasks, but they do oversee the process.
As an employer, you are the case manager. We are your right-hand team. Our Employability Coach supports you in fulfilling that role: from the initial absence interview all the way through to a potential WIA application.
Follow-up appointments
The company physician or practice nurse schedules follow-up appointments based on the patient’s needs. They determine how often these are necessary and document this in the medical record.
Resignation due to illness or WIA application
If an employee’s contract ends while they are still on sick Sickness Absence , please notify us in a timely manner. Depending on the duration of the Sickness Absence , the company physician Sickness Absence the necessary documents. Your Employability Coach will explain what is required and what is expected of you as an employer.
Is an employee applying for WIA benefits? This typically occurs between weeks 88 and 93 of the Sickness Absence. The company physician prepares the necessary documents for this purpose. A separate consultation hour is available for this.
How long will we provide support?
For as long as your employment continues. We’re here for you even after two years of illness. Support provided after those two years is billed separately based on the actual services rendered. You can request this through the website. After 104 weeks, the absence file is automatically closed.
When the recovery stalls
Sometimes recovery takes longer than hoped. The occupational health nurse recognizes this early on and consults with the occupational physician to determine what is needed to make further progress. Sometimes, a follow-up appointment with the occupational physician is the right step. Or an intervention that makes all the difference. A second opinion is also available, at the employee’s request.
Contact your family doctor or specialist
Sometimes it is necessary to consult with your primary care physician or a specialist. With your employee’s consent, the company physician will handle this. This ensures that the treatment is aligned with the employee’s return to work.
Notifications to the UWV
As an employer, there are certain reports you must file yourself. The most important one is the sick leave report if an employee is still not working full-time after 42 weeks. In addition, there are reports required under the Safety Net Scheme and the report when an employee leaves the company due to illness. Not sure how this works? We’re here to help.
Consultations
We use video calls. They’re safe, private, and convenient. The company doctor or practice nurse always decides whether a video call or an in-person appointment is best suited to the situation.
ZekerArbo a trade name of Colbe.com, with its registered office in Utrecht, Chamber of Commerce registration number 27145186.