Navigating Long-term Employee Sickness

When an employee becomes chronically ill it can be devastating. As a business owner or HR Manager, it can also be very difficult to determine how to proceed in a way that respects the ill employee but also allows the business to continue functioning when key responsibilities are not being fulfilled.

It is very important that your business adhere to the guidelines and best practices set forth by the Americans with Disabilities Act (ADA) when handling medical-related leave requests. Regardless of the size of your organization, whether you have three employees or a thousand, the ADA interactive process should be a fundamental aspect of your approach. In this article, we will delve into the key considerations and steps for HR professionals when managing medical leave requests, while also highlighting the importance of maintaining open and empathetic communication with employees to uphold their rights.

1. Initiate the ADA Interactive Process:

When an employee requests medical leave, the first step is to initiate the ADA interactive process. This process ensures that you engage in a comprehensive dialogue with the employee to understand their needs and explore potential accommodations. It’s essential to remember that this process should be followed consistently, regardless of the organization’s size.

2. Collaborate with the Employee:

During the interactive process, HR professionals should maintain open lines of communication with the employee. It’s crucial to listen to their perspective, concerns, and any medical information they wish to share. This empathetic approach helps build trust and fosters a positive work environment.

3. Medical Documentation:

The ADA process may involve obtaining medical documentation from the employee’s healthcare provider. This documentation will provide valuable insights into the employee’s condition, expected duration of leave, and any work-related restrictions. It is crucial to ensure that this documentation is submitted directly by the medical professional.

4. Utilize ADA Resources:

To streamline the process and ensure compliance with ADA guidelines, we recommend using the ADA’s official paperwork, which is available for free on their website. This paperwork, when completed by the employee’s medical doctor, will provide clarity regarding the employee’s ability to return to work and any necessary accommodations. Alongside this paperwork, include a cover letter that explains the ADA interactive process, sets a due date for the submission of medical documentation, and provides contact information for further inquiries.

5. Consider Individual Circumstances:

It is important to evaluate each employee’s situation on a case-by-case basis. The reasonableness of extending leave or providing accommodations can vary widely from one case to another. What might be considered unreasonable in one situation could be entirely reasonable in another. This individualized approach is key to ensuring that you are meeting your legal obligations under the ADA.

6. Consult Legal Counsel When Necessary:

In cases where accommodation decisions are complex or involve potential undue hardship for the organization, it is advisable to consult with legal counsel. Legal professionals can provide guidance on the ADA’s requirements and help you navigate challenging situations.

7. Termination as a Last Resort:

Termination should always be considered a last resort. It should only be pursued after all other reasonable accommodations have been explored, and consultation with an attorney has taken place. Additionally, it is essential to establish a legitimate business reason for termination, backed by evidence.

In conclusion, as an HR Manager, it is your responsibility to ensure that your organization complies with the ADA when handling medical-related leave requests. By following the ADA interactive process, maintaining open communication, and considering individual circumstances, you can help protect the rights of your employees while also safeguarding your organization from legal issues. Remember, termination should only be considered when all other options have been exhausted and a legitimate business reason exists.

If you have additional questions, please do not hesitate to reach out. You can also contact LNHR Consulting directly at

The content for this article was provided by LNHR Consulting.

You Can Count on Us

Our agents go above and beyond to anticipate industry changes and keep their finger on the pulse of what your business needs. We won’t stop until we find the right insurance solutions for your operation.

Related Resources