Why is the fit note system changing?
The UK Government is piloting significant reforms to the fit note system, aiming to reduce long-term sickness absences and help more people remain in work while managing health conditions. The current system sees around 11 million fit notes issued each year, with most declaring an individual not fit for work. The Government believes the process should do more to support recovery and workplace participation.
What is changing?
Traditional fit notes may be replaced or supplemented by personalised Stay in Work Plans and Return to Work Plans. These plans are intended to focus on what an employee can do, identify workplace adjustments, support phased returns, and encourage ongoing communication between employees and employers.
Earlier employer involvement
Employers may be invited to participate in discussions from the first day of absence with the employee and a trained professional, such as a Work and Health Coach or Social Prescriber. These conversations will focus on reasonable adjustments and practical support that could help employees remain connected to work.
What are the implications for employers?
Employers should prepare for a more active role in sickness absence management. This may include considering reasonable adjustments, supporting phased returns, maintaining communication during absence, participating in support discussions, and documenting agreed actions and adjustments.
Where are the changes being trialled?
The reforms are currently being tested in Birmingham & Solihull, Coventry & Warwickshire, Cornwall & Isles of Scilly, and Lancashire & South Cumbria. The findings from these pilots will help determine whether the changes are rolled out more widely.
How should payroll prepare for the fit note overhaul?
Although the reforms are currently being piloted, payroll teams can take steps now to prepare for potential future changes.
- Review SSP processes to ensure new Stay in Work and Return to Work plans can be recognised and retained as acceptable evidence where required.
- Update absence records to capture any additional information, such as workplace adjustments, phased returns and support plans.
- Work closely with HR to ensure sickness absence information is shared accurately and employee records remain up to date.
- Train payroll staff on any new documentation requirements and SSP evidence rules.
- Monitor legislative developments as the pilot schemes progress and further guidance is released.
What should employers do now?
Employers may wish to review their sickness absence procedures, ensure managers are equipped to have supportive wellbeing conversations, review processes for implementing reasonable adjustments, and keep up to date with future announcements regarding fit note reform.
Final thoughts
The fit note overhaul represents a shift from certifying absence to actively supporting employees to remain in or return to work. Although currently limited to pilot schemes, the reforms indicate the direction of future policy and may require employers to take a more collaborative approach to managing employee health and wellbeing.
