The Doctor’s Note

Chronic or extended employee absence due to illness can present a delicate situation for employers. Employers want to support those workers who are truly ill, but also need to contend with a small number of employees who may be exploiting the system. A doctor’s note is a common means of soliciting information that can help accommodate workers who are truly ill, and help discourage workers from claiming they’re ill when they’re not. As an employer, you are not entitled to specific information about an employee’s health, but you are entitled to receive information on how their health conditions may affect their ability to work.

How the information is requested can make a big difference in the type of information that is provided in a doctor’s note. Below are some tips for employers to consider when writing to a doctor for information (eg. Doctor’s note):

1. Specify a Date – Explicitly state when you require a response;
2. Reference Physician Policies -(CMA Code of ethics) this will address the responsibility doctors have to provide full, accurate and timely information; 
3. Ask the Right Questions – For example, if the issue is a mental disorder, ask if they are using DSM-IV guidelines in the treatment;
4. Explain the Relevant Parts of the Job – These are the parts which the employee is expected to complete, and allows the Doctor to give information on whether or not the employee can complete the tasks;
5. Be Clear About What Information You’re Looking For – For example, you may ask how the illness or injury will affect the employee’s performance in the workplace, and what limitations/restrictions the employee has;
6. Leave Sufficient Room for the Doctor to Respond – If you leave only one line, you’ll only get a one-line response;
7. Review the Letter With the Employee Before You Send It – This will ensure the employee has no info to add, and that they’re clear on what you’re asking for.

These guidelines will help ensure that the doctor’s note or relevant form contains the information required to create accommodation plans for the employee, or validate employee illness claims that may be questionable.

Source: Heenan Blaikie 2011 Working Solutions Conference