Frequently Asked Questions: Short Term Illness

Beginning on August 1, 2006, government employees will have access to a new voluntary program designed to support them while on short-term illness leave and to help them return to the workplace when appropriate. This new program is a partnership between the Public Service Commission (PSC), the Nova Scotia Government and General Employees Union (NSGEU), and the Nova Scotia Public Service LTD Plan Board of Trustees.

1. What is the Short-Term Illness Return to Work Program?
It is a new organization-wide, health care management service that combines internal resources with professional support to better assist employees who are away from work for more than five days due to illness. A case manager will offer to support individuals during their illness and will work with employees and their managers to prepare for the employee's safe and timely return to work when they are ready to do so. This is a voluntary program.

2. Why does the provincial government need a return to work program?
There is currently no consistent case management approach to supporting provincial employees who are on short-term illness leave. The partners determined that this program can provide employees with appropriate support during short-term illness and in their safe and timely return to work. This program will enhance practices by:

• Initiating early involvement with an employee.
• Emphasizing a safe and timely return to work by working in partnership with the employee, the employee's attending physician, and the employee manager.

Many large employers have offered this type of program to employees. Manulife is an experienced service provider.

3. Who will this new program affect?
The first phase of implementation will reach all NSGEU members and non-bargaining employees, except those who are served by:

• Justice HR Corporate Service Unit (Justice, Public Prosecution Service, NS Advisory Council on the Status of Women, FOIPOP Review Office, Office of the Chief Medical Examiner, Office of the Public Trustee, and NS Police Commission) and
• Transportation and Public Works HR Corporate Service Unit (TPW, Office of the Premier, OED, TPB, Voluntary Planning, CNS, Aboriginal Affairs, Acadian Affairs, IGA, Finance, OAG, Sydney Tar Ponds Agency).

Public Service Commission employees will be included in the August 1 roll-out. Our plan is to have this program fully implemented and available to all government employees by the end of the year.

4. How will this help me?
The program will benefit employees in a number of ways. If you are away from work for five or more days due to illness, you'll have access to a network of experts who focus on key aspects of your recovery to help you get the right treatments, therapies, or support as needed. A Return to Work Specialist is also available to assist employees and managers in cases where support may be required to help reintegrate the employee into the workplace.

5. What if I am currently on short-term illness?
As we transition to this new program, we are considering the best way to integrate those who are currently on STI leave. We are able to assure these employees that they will be contacted prior to any change in how their case management is being handled. Anyone who is on STI and has questions can contact their HR consultant.

6. Do I have to participate?
Participating in the process is your choice. For over two years we have considered the most effective means of helping employees maintain their health and developed a process that will help ensure that timely, confidential, and proactive care will be provided to every employee. Both the Employer and NSGEU support and endorse this program and encourage employees to take advantage of this additional support whenever the need arises.

7. Does this affect the rights I already have?
No. The rights to Short Term Illness benefits for unionized civil servants and corrections employees are contained in the applicable Collective Agreements. Employees who are unable to perform their duties due to illness or injury for longer than three consecutive work days (civil service) or 24 consecutive working hours (Corrections) may be entitled to up to 100 days of Short Term Illness leave. For additional information, unionized employees should refer to their Collective Agreement or contact the NSGEU Labour Resource Centre at 424-4063 (Metro Halifax and area) or toll-free province wide at 1-877-556-7438.

8. How does the program work?
After five days, if you're away due to illness, or if it's clear your health related absence will extend beyond five consecutive business days, your manager will contact the Case Management Centre at Manulife. A Case Manager will then contact you by telephone to offer the program's support and assistance. All information will be kept confidential.

The Case Manager will introduce you to the program and provide the forms required, including any documents your treating physician must complete. He or she will also ask you questions about the nature of your illness, your treatment program, and what assistance you require to return to work safely.

Depending on your circumstances, the Case Manager may be able to help you gain access to therapists and professionals who can support your recovery. The Case Manager, with your consent, may contact your doctor to clarify any issues or discuss options for accommodation upon your return to work. Again, the details of your discussions will remain strictly confidential.

9. What do I do if I have to be away from work?
As always, you are expected to call your manager on your first day of absence. In a case where you know an absence is pending - where your doctor has scheduled you for surgery, for instance - let your manager know as soon as possible. Your manager will then contact the Case Management Centre at Manulife to ensure you get the support you need before, during, and after your surgery. And, while you are on short-term illness leave, it is important to keep in contact with your manager to ensure you maintain a continuous link with your workplace.

10. What does the Case Manager do to help me?
A Case Manager is employed by the service provider (Manulife) to support employees during their illness and then assist the employee's return to work. The Case Manager can put you in touch with therapists, professionals, and other resources that can support your recovery. The Case Manager will work closely with you throughout your recovery, and may draw upon the expertise of a Return to Work Specialist to help you make a comfortable transition back into your working environment. If necessary, the Case Manager will work with you and your manager to explore the most appropriate return to work alternatives and help implement them so you can make a successful transition.

11. What forms will the Case Manager require?
The Case Manager will ask you to complete and return an Employer Notification Form. This form provides key information to the Case Manager so he or she can assist you at that time. Depending on your situation, the Case Manager may provide you with a form that your attending physician will need to complete. This helps the Case Manager determine how long you're likely to be away, and what type of assistance you may require to make a complete recovery. It may also help determine whether you'll need accommodation when you're able to return to work.

12. What about the privacy of my medical information?
Your personal information is strictly confidential. No details of your condition will be shared with your manager or your organization. Case Managers are experienced professionals and are accustomed to working with clients' confidential information.

13. What will happen if I am unable to return to work after 100 days?
If you suffer a serious illness or condition leading to an extended absence, this program will set the foundation for a streamlined transition from short-term illness to long-term disability. When you inform the Case Manager of the likelihood of a long-term illness, the Case Manager will initiate the transition process on your behalf and advise you of next steps.

14. Does this program apply to me if I was injured on the job?
No. If you incur an injury or illness at work, you are covered by the Workers' Compensation Act. If you are a unionized civil servant or corrections employee, and you have a workers' compensation claim, you are entitled to Injury on Duty Leave, not Short Term Illness, pursuant to the provisions of your Collective Agreement.

15. At what point should a unionized member contact his/her union?
A bargaining unit employee should feel free to contact his/her union at any time, especially if he/she has concerns or questions about rights.

16. What is the manager's role in this new program?
The employee/manager link is a key workplace relationship and this is especially true when an employee is experiencing illness and must be away from the workplace. In all cases, managers are expected to offer support to employees and help them continue to feel like part of the workplace while they are absent. As well, managers can share information with the Case Manager on the physical demands of the workplace to aide in the process of transitioning employees back to work in a safe and timely manner.

17. What do managers do when an employee tells them he/she will be off for more than five days?
Once an employee has indicated to you that he/she will be absent for five days or more, managers should contact Manulife and complete an Employer Notification Form. Once the form is received, a Case Manager will call the employee to offer their case management assistance. If the employee agrees, the Case Manager will provide the necessary supports and will facilitate the employee's safe and timely return to work.

18. Is there anything further that managers need to do?
To truly achieve success in this program a manger's assistance in the following areas is vital:

• At all times, work to foster a safe and supportive culture for all employees in their areas of responsibility.
• Be aware of the physical demands of the jobs of all employees on your team. This information will be incorporated into strategies aimed at assisting employees participating in the Return to Work Program to safely resume their duties upon their return to the workplace.
• Be helpful in the employee's safe and timely return to work

19. How can I learn more about this program?
Over the coming weeks, the partners will work together to ensure you receive additional program details. This will include a website (www.nsps-ltd.com) with program information and forms, a handbook for supervisors and managers, as well as a series of information sessions across the province for all interested employees.

You may also contact your manager, HR consultant, NSGEU representative, or the Nova Scotia Public Service LTD Plan administration office.