The short answer
Organise the administrative management of the absence early: the responsible insurer, the employer's obligations, the pension fund and contact with the person concerned. Early detection under invalidity insurance (IV/AI) can be considered before sickness daily allowance benefits are exhausted. Diagnoses have no place in a file accessible to HR.
Allocating responsibilities
- The employer monitors certified dates and degrees of incapacity for work, salary obligations and the necessary administrative procedures.
- The sickness daily allowance insurer or accident insurer (UVG/LAA) assesses the case and benefits under the contract and applicable framework; notification does not constitute acceptance.
- The pension fund: check notification obligations and any waiver of premiums under its regulations early.
- Authorised medical contacts handle medical information; HR does not determine the diagnosis.
Considering IV/AI early detection
The old-age and survivors' insurance (AHV/AVS) / IV/AI information leaflet 4.12 (as at 01.01.2024) explains early detection in the event of incapacity or a risk of incapacity. There is no need to wait until sickness daily allowance benefits are exhausted before considering this procedure. The person concerned must be informed before a notification is made. This notification is separate from an application for IV/AI benefits and does not mean that a benefit will be awarded.
Keeping the necessary administrative records
- Chronology of absences and returns to work, with certified dates and degrees of incapacity.
- Notifications and confirmations from insurers.
- Employment contract, any collective employment agreement, applicable policies and pension regulations.
- Salary and benefit statements, with discrepancies to clarify.
- People responsible, deadlines to check and written questions for the relevant contacts.
Protecting confidentiality
Centralise only the information needed for administration, with access restricted to the relevant people. Certificates needed to manage the absence do not authorise HR to collect a diagnosis. Detailed medical information is handled by authorised professionals and contacts, in accordance with the applicable arrangements.
Preparing for each transition
A return to work, even part-time, a further absence, a development in the case or the end of employment calls for a coordination review. Check the implications in the policies and regulations before announcing a benefit or an end date.
Maintain respectful contact with the person about work arrangements and procedures, without pressure concerning medical matters. Document outstanding points and request a written response when several parties refer a question back and forth.