Asking the company doctor: what can and cannot you ask?   

As an employer or manager, you have a lot to deal with when an employee calls in sick. You naturally want to support your employee as well as possible and know what is necessary for a successful return to work. The company doctor is an important link in this process. But which questions can you ask the company doctor, and how do you ask them within the rules? You can read that here.

What is a question statement?

A Q&A is your opportunity to give the company doctor relevant information about your employee's situation and ask specific questions about returning to work. It helps the company doctor provide tailored advice and makes a sustainable return to work much easier.

A question statement has two parts:

1. A situation outline: A description of the context of the Sickness Absence.
2. Questions about returning to work: specific questions about opportunities and expectations around reintegration.

The situational picture: how do you give the right information?

The situation outline gives the company doctor a clear picture of the situation in the workplace. Be sure to keep this information brief, factual and objective.

What do you mention?

• The employee's work profile: what are the duties and responsibilities?
• The work environment: Are there any specific factors, such as high workload or conflict, that may affect it?
• Adjustments: What steps have already been taken to support the employee?

What are you not mentioning?

• Medical information: This is not allowed by law.
• Own interpretations: Leave the medical assessment to the company physician.

Questions about work resumption: what can you ask?

You may only ask questions that deal with your employee's ability to work and guidance toward recovery. You do this within the legal framework and without going into medical details.

Examples of allowed questions:

- Can the accrual in hours and tasks continue?

- When can we expect reintegration to be started?

- Is full resumption of own work medically foreseeable?

- Is an occupational health examination helpful?

- Can additional intervention speed recovery?

- Is the employee medically able to interact with me as an employer?

These questions will help you move forward practically without violating your employee's privacy.

Why is good questioning important?

With good questioning, you give the company physician exactly what is needed to provide targeted advice. The result?

• Faster recovery: Your employee gets the right support.
• Clear expectations: Everyone knows what needs to be done.
• Better communication: No noise, but clear agreements.

Common mistakes in questioning

Drafting a question paper need not be complicated, but there are a few pitfalls:

• Not enough information: Without context, it is difficult for the occupational physician to give advice.
• Unnecessary details: Medical or irrelevant information can cause confusion and should not be shared.
• Questions outside the box: Questions about medical 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 the work environment, tasks and any challenges. Stay factual.
3. Formulate your questions: Ask specific and clear questions. Use the examples as inspiration.
4. Ask for feedback: Have a colleague follow along to see if you are staying within the rules.

What happens after the question submission?

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

- Work resumption opportunities.

- Workplace adaptations.

- Possible follow-up steps, such as interventions or additional research.

This advice is shared with you, the employer, but never contains medical details. Thus, your employee's privacy and trust are maintained.

In conclusion: working together for smooth reintegration

Good questioning lays the foundation for a smooth reintegration process. It shows that you are involved and respect the rules. Together with the company doctor and your employee, you work towards a sustainable and successful return to work.

Do you need help drafting a query? Or would you like to spar about a specific situation? Feel free to contact your employability coach or client team. Together we'll make it easy!