No. 513/2017
20th September 2017
For the Immediate Attention of All:
Postal Branches Divisional Representatives
Dear Colleagues
QUADRANT – ABSENCE REPORTING PROCEDURE
The department has been made aware that following a review and survey of their Absence Reporting Procedures Compass Group, which includes Quadrant Catering, are to introduce a new process on a group wide basis. The business believes that they could do more in relation to Health and Wellbeing across the whole Compass group and view this new process as a way of improving their support to their employees.
The business have informed the department that the aim of the new process is to ensure that absences are accurately recorded centrally and to provide more effective support for employees/members when it is required. Quadrant are intending as part of this process to ensure, dependent on the type of illness related or health issues concerned, that they will be able to arrange referrals more quickly in order to provide employees/members with the support they need at an earlier stage.
From the 1st October 2017 Compass will therefore use an external provider to take and log calls relating to absences for Quadrant members. The provider is called FirstCare who work with a number of NHS trusts, businesses and Unions. They are audited four times a year, apply 172 data protections protocols and currently hold a data protection certificate, which has been verified. They do not share any individual data with any other companies.
The introduction of the new process does not change the terms or application of the existing Quadrant Attendance Procedure as agreed in 2003.
Process Overview
Quadrant members will shortly be receiving details from Quadrant on registering to use the FirstCare process, via employee letters.
The new process will mean that instead of calling the unit, unit manager, or leaving an answerphone message, the employee/member will ring a central number for FirstCare, which will be charged at the same rate as local calls from both landlines and mobiles. The number will be manned 24/7 by a trained nurse to record sick and unplanned absences and provide support where required. It should be noted that the nurse’s role is to provide a central reporting point and support for employees/members. They are not there to encourage or pressurise members to attend work, nor are they there to question any individual’s reason for sick leave.
The following provides details of the absences that should be reported to FirstCare via the new process:
Medical
Employees must report all sickness absences to FirstCare, including:
- Back problems
Cough cold flu
Stress or Anxiety
Headache Migraine
Gastrointestinal
Skin Problems
Genito Urinary
Dental Oral Problems
Employees must report all unplanned absences to FirstCare, including:
- Bereavement Leave
Missed Check In
Not To Be Reported
The following absences will not be recorded by FirstCare but should be notified to line manager as at present:
- Annual Leave
Maternity Leave
Paternity Leave
Adoption Leave
Study Leave
Jury Service
At the end of the call the employee/member will be asked by the nurse for permission to share data/information that has been collected with the individual’s line manager. To be absolutely clear other than the notification of absence, no data may be shared with a manager without the express permission of the employee/member. If an employee/member refuses to give permission for data to be shared they will not be adversely affected. The manager cannot request the personal data if the employee/member has refused to share it.
Following the notification of an absence via the central FirstCare system the nurse will send an email to the relevant unit manager to inform them of the employee’s/member’s absence. The email that is sent must be accessed by the manager via a secure portal and if permission has been given by the employee/member, may contain personal data.
All Quadrant managers will be trained on the new system. They will also receive training on how to have more sensitive and helpful conversations, so that they ensure our members will continue to get the support they need.
The department will continue to monitor the introduction and use of the Quadrant/FirstCare process and should Branches and/or representatives identify any issues they are asked to report them to us immediately.
Any enquiries in relation to this LTB should be addressed to Davie Robertson, Assistant Secretary, email: dwyatt@cwu.org or shayman@cwu.org quoting reference number: 303.01
Yours sincerely
Davie Robertson
Assistant Secretary
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