Occupational Health Assessment (OHA)
| Authority | Isle of Man Post Office |
|---|---|
| Date received | 2021-02-08 |
| Outcome | All information sent |
| Outcome date | 2021-03-03 |
| Case ID | 1664670 |
Summary
The Isle of Man Post Office responded to a Freedom of Information request regarding their definition of long-term absence, staff absence statistics, and manager training protocols. The authority disclosed that they do not have a fixed policy definition for long-term absence, provided specific annual counts for staff with absences over 4 weeks and those undergoing Occupational Health Assessments, but withheld data on the specific reasons for assessments.
Key Facts
- IOMPO policy does not define a specific duration for 'long-term' absence, instead assessing each case individually based on symptoms and medical opinion.
- The current absence policy has been in place for over 5 years and is approved by the IOMPO Board.
- IOMPO does not hold reportable data categorizing the reasons for Occupational Health Assessments (e.g., physical injury vs. mental health).
- Line managers receive guidance on OHA referrals through regular HR Business Partner meetings rather than formal recorded training.
- Managers receive one-to-one sessions with HR to understand Return to Work procedures, but no formal records of this training are kept.
Data Disclosed
- 2015/16 – 23 staff with absences over 4 weeks
- 2016/17 – 19 staff with absences over 4 weeks
- 2017/18 – 26 staff with absences over 4 weeks
- 2018/19 – 19 staff with absences over 4 weeks
- 2019/20 – 35 staff with absences over 4 weeks
- 2015/16 – 12 staff undertook OHA
- 2016/17 – 18 staff undertook OHA
- 2017/18 – 17 staff undertook OHA
- 2018/19 – 22 staff undertook OHA
- 2019/20 – 20 staff undertook OHA
- Policy in place for over 5 years
- Case ID: 1664670
- Request received: 2021-02-08
- Response date: 2021-03-03
Original Request
CIPD, ACAS, IOM Government, UK Government, HSE, NICE, BOHRF and Isle of Man Post Office's own Occupational Health Assessment (OHA) provider all describe long term absence as 'absences over 4 weeks'. 1. What duration does the IOMPO classify as 'long-term' absence? a. If different to the above groups, why does the IOMPO operate a different definition? b. How long has the IOMPO's definition be in operation? c. Who decided this different definition? 2. How many staff have had absences over 4 weeks in each of the last 5 years? 3. How many staff have undertaken an Occupational Health Assessment in each of the last 5 years? a. Can the reasons for these OHA's be broken down into categories? i.e. Physical Injury, Mental Health, Work Related incidents? b. Please supply the breakdown of these figures? 4. What training do line managers receive in referring staff for an OHA? a. How often is this training refreshed? b. Are records kept of this training? 5. What training to managers who undertake Return to Work meetings receive? a. Does this include how and when to refer staff for an OHA? b. How often is this training refreshed? c. Are records kept of this training?
Data Tables (4)
| 2015/16 – 23 | |
|---|---|
| 2016/17 – 19 | |
| 2017/18 – 26 | |
| 2018/19 – 19 | |
| 2019/20 – 35 |
| 2015/16 – 12 |
|---|
| 2016/17 – 18 |
| 2017/18 – 17 |
| 2018/19 – 22 |
| 2019/20 – 20 |
| Line managers have regular HR Business Partner meetings where absenteeism is |
|---|
| discussed and action plans formulated accordingly, which will include referrals to OHA if |
| considered appropriate |
| Newly appointed and current managers receive one to one’s with HR to ensure their |
|---|
| understanding of the importance of the RTW and its purpose in ensuring that the |
| employee is fit to return to work |
Full Response Text
Postal Headquarters Spring Valley Industrial Estate Douglas Isle of Man, 1M2 IAA
Switchboard: +44 (0)1624 698400 Telephone: +44 (0)1624 698402 Fax: +44 (0)1624 698406 Email: foi@iompost.com Web: www.iompost.com
Our ref: 1664670 3rd March 2021
Dear ###
We write further to your request which was received on 8 February 2021 and which states:
"CIPD, ACAS, IOM Government, UK Government, HSE, NICE, BOHRF and Isle of Man Post Office's own Occupational Health Assessment (OHA) provider all describe long term absence as 'absences over 4 weeks'.
- What duration does the IOMPO classify as 'long-term' absence? a. If different to the above groups, why does the IOMPO operate a different definition? b. How long has the IOMPO's definition be in operation? c. Who decided this different definition?
- How many staff have had absences over 4 weeks in each of the last 5 years?
- How many staff have undertaken an Occupational Health Assessment in each of the last 5 years? a. Can the reasons for these OHA's be broken down into categories? i.e. Physical Injury, Mental Health, Work Related incidents? b. Please supply the breakdown of these figures?
- What training do line managers receive in referring staff for an OHA?
a. How often is this training refreshed?
b. Are records kept of this training? 5. What training to managers who undertake Return to Work meetings receive?
a. Does this include how and when to refer staff for an OHA? b. How often is this training refreshed? c. Are records kept of this training?"
Our response to your request is as follows: I have detailed below the information that is being released to you.
- What duration does the IOMPO classify as 'long-term' absence? IOMPO’s policy does not define long-term absence
a. If different to the above groups, why does the IOMPO operate a different definition? IOMPO consider each case of absence in conjunction with the employee, their reported symptoms and applicable medical opinion
b. How long has the IOMPO's definition be in operation? IOMPO’s policy has been in place for over 5 years
c. Who decided this different definition? All policies are approved by the IOMPO Board 2. How many staff have had absences over 4 weeks in each of the last 5 years?
2015/16 – 23 2016/17 – 19 2017/18 – 26 2018/19 – 19
2019/20 – 35
3.
How many staff have undertaken an Occupational Health Assessment in each of the last
5 years?
2015/16 – 12
2016/17 – 18
2017/18 – 17
2018/19 – 22
2019/20 – 20
a. Can the reasons for these OHA's be broken down into categories? i.e. Physical Injury,
Mental Health, Work Related incidents? IOMPO do not hold reportable data on OHA
appointment reasons
b. Please supply the breakdown of these figures? N/A
4.
What training do line managers receive in referring staff for an OHA?
Line managers have regular HR Business Partner meetings where absenteeism is
discussed and action plans formulated accordingly, which will include referrals to OHA if
considered appropriate
a. How often is this training refreshed? Regular HR Business Partner meetings.
Frequency depended on team size and number of current issues.
b. Are records kept of this training? N/A
5.
What training to managers who undertake Return to Work meetings receive?
Newly appointed and current managers receive one to one’s with HR to ensure their
understanding of the importance of the RTW and its purpose in ensuring that the
employee is fit to return to work
a. Does this include how and when to refer staff for an OHA? See Q4 above.
b. How often is this training refreshed? As per Q4 above.
c. Are records kept of this training?" N/A
Please quote the reference number 1664670 in any future communications.
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Yours sincerely
FOI Co-ordinator