Absenteeism Management

For temporary disabilities due to occupational accidents or disease, the worker’s wages on the day the medical leave starts and the day of the leave in the event of recurrence.

We have a highly prepared team to field telephone calls and monitor workers’ health and administrative needs when on medical leaves due to common illnesses or non-occupational accidents.

These professionals work to improve our management as an entity that collaborates with the Social Security system by providing companies with tools they can use themselves to engage in actions to reduce their absenteeism rates.

Our centralized member company care service specializes in resolving incidents relating to the processing of medical leaves and discharges through the RED system, resolutions by Spanish Social Security Institute and other official bodies, the recording of worker data for temporary disability leaves deriving from common illnesses and non-occupational accidents and immediate notification of extinguished benefits, waiting periods and cancellations.

This unit focuses on processing and managing different economic benefits. It follows technical criteria and individually manages each case.

A team comprised of professionals and experts in different occupational risk prevention specialty areas as established annually in the General Prevention Activity Plan. The technical risk prevention units are distributed among the different Spanish regions in order to ensure they are closely connected to our companies.
Moreover, we have facilities and technical resources that stand out due to the use of new technologies.

Our network of healthcare centres and offices is the result of a policy aimed at bringing care closer to our member companies’ worksites. Asepeyo hospitals have a vocation to making the most advanced medical-scientific technology available to protected workers. Their large multidisciplinary team of professionals offers services from the very moment a patient is admitted until their rehabilitation. The hospitals are specialized as services that support the mutual insurance company healthcare network with diagnostics and injury treatment.

Immediate Health Contact: athe minute we gain knowledge of a leave, a healthcare team contacts the worker by phone to conduct a first assessment of the case.

Personalized actions: based on the result of the assessment, we plan actions to streamline the worker’s recovery process.

Specialization by pathological groups: we apply specific healthcare protocols and techniques for a pathological group which improves the results of the process. In particular, we offer great healthcare and management experience for trauma cases.

Process monitoring: we periodically revise each case to assess the evolution and make new decisions, when necessary. If a doctor believes the worker is ready to go back to work, we suggest this to the Spanish Public Health Service. In other cases, we suggest the Spanish Social Security administration approve their invalidity.

Healthcare indicator analyses: indicators are periodically obtained to allow:

Companies to have an overall view of their absenteeism.

Us to have information on the effectiveness of the model and areas for improvement.

Comprehensive treatment: the entire case is handled at our healthcare centres from the diagnosis to medical discharge. The healthcare centre physicians coordinate other professionals’ participation as necessary through interdisciplinary work backed by technical support from specialized units.

Communications with companies and workers: our healthcare centres maintain constant and fluid relations with companies and workers to streamline the administrative and care processes, all while respecting confidentiality as per data protection laws.

• Protocol for common contingencies
  
  
  A company can develop it based on their general procedures. It can outline: how the worker must act when absent, the registration of all absenteeism cases, management of information by the company, the assessment of the situation of absent personnel and training for the job or reinsertion protocols.
• Protocol for professional contingencies
  
  As with the case above, this protocol can be developed by the company to include among others: severity assessments, who issues care forms and how, when a worker must be accompanied and when not, adequate means of transport, analyses of accidents and incidents and the people involved with monitoring the situation.
• Protocol for reinsertion after a leave
  
  It offers a series of measures for individual monitoring of leave processes when a worker is deemed fit to work and goes back to work. The circumstances and particular case of each worker must always be taken into account.
• Protocols for subrogation
  Subrogration within the workplace can pose a difficulty in the adequate functioning of a company’s absenteeism management policy. In order to integrate these workers in internal procedures as quickly as possible, informational and coordination actions are proposed as part of a specific protocol for subrogations.
• Standardised leave of absence and leave management This protocol should be used as a management tool that allows the worker to know how to apply for the leaves of absence or leave to which they have a right, and for the company it should signify an improvement in how work is organised, the distribution of tasks and savings on unnecessary replacements for absent workers.
• Absence management protocol This protocol should be used as a management tool that allows the company to have the maximum amount of information possible to be able to take the most appropriate decision, and it should never be used as a tool for control.
• Equality plan protocol The equality plan is a structured series of measures, adopted after conducting a status diagnosis, aimed at achieving equal treatment and opportunities in the company for men and women, and at eliminating gender discrimination.
• Expanded care forms
  
  A care form is a document issued by the company stating it believes a particular case is a possible professional contingency. The worker involved in the accident must submit it to Asepeyo to receive care under this premise. If more specifics surrounding the circumstances of the accident are required, an extended care form may be arranged with the mutual insurance company to formally outline the accident version offered by the affected worker and the middle manager responsible for completing it as well as the details of the event.
• International healthcare
  
  Workers affiliated to Asepeyo and resident in Spain travelling abroad for work reasons have a telephone number (+34 934 955 182) that is basically for information purposes, aimed at giving information about the administrative procedure to be completed in the event of travelling abroad for work purposes. This information can also be requested from the General Treasury of the Social Security (by telephone or via their website), on the Asepeyo website or via its User Care Service.

The analysis of repetitive absences by a worker is a valuable tool in detecting cases that should be more carefully studied.
For this analysis, we use the Bradford Factor, which is an index that allows you to list workers who have had some type of contingency during the study period and arrange them from highest to lowest as per the index value. It prioritizes the accumulation of contingencies against the days of leave they cause.
For cases where more detailed observation is considered necessary, Individual Contingency Records (HCI) may be used. These are graphic calendars that allow time comparisons and the highlighting of clinical leaves or repetitive leaves on certain dates to be used to prevent them.

This document provides the information the company deems appropriate to help new hires integrate into their job and work environment.
The information must be practical and generic. Special details for some jobs may be attached.

Company access to all information and the capability to make decisions based on this is key to establishing measures and activities in an action plan. Our applications for your member companies are as follows:

1. Dynamic Data Analysis
2. App ‘Asepeyo empresas’
3. Asepeyo Virtual Office
   

Visit our technology and innovation section for more information With these applications, we offer you real time data on your absenteeism and comparisons with companies in your sector of business and size. Plus, they allow you to analyze factors such as leaves by age group, years of service at the company, type of contract, current leaves or leave duration.

There are a number of physical risks deriving from work exposure which are identified based on the risk factors that condition them:

1. Factors associated with workplace safety:
   in relation to procedures, machinery, work at heights, electrical risks, etc.
   Chemical agents: on procedures related to exposure to
2. Chemical agents: on procedures related to exposure to chemicals which may be toxic for one’s health (irritation, sensitivity, carcinogenic, teratogenic effects…)
3. Biological Agents: relating to jobs with exposure to live agents such as bacteria, viruses, parasites and fungi. Due to their exposure, this particularly affects healthcare workers, veterinarians, farmers, etc.
4. Physical factors: related to exposure to ionizing and non-ionizing radiation, noise, vibrations, extreme temperatures and emerging risks such as exposure to nanoparticles.
5. Ergonomic factors: In relation to the adaptation of the jobs, forced postures, repetitive movements or handling of loads. They can trigger in musculoskeletal disorders.

Adverse situations in the psychosocial atmosphere can create physical and mental health problems among workers. Moreover, they create situations of conflict which can chronically affect interpersonal relations which impacts the company’s results and image. Aspects that affect the psychosocial atmosphere:

1. Work organization: designing tasks, defining roles, work loads, flexibility, autonomy, management styles, communication, skill-building.
2. Corporate Philosophy and culture: statement of principles and procedures with respect to ethics at work, the prevention of harassment and discrimination in all areas of the organization, personnel selection criteria.

osha.europa.eu: Health promotion at the workplace refers to common efforts by business owners, workers and society at large to improve workers’ health and wellbeing. The resources to achieve this objective include improving the organization of people’s work and workplaces, the establishment of actions to encourage worker participation in healthy activities, promoting healthy living habits and fostering personal development. Companies may provide the resources and opportunities to participate in healthcare programs and campaigns, offer more flexibility for medical appointments and access to information, training and consulting.

Community participation to improve the health of workers, their families and other community members.
A positive impact is made on the communities and the environment.
Some health and safety promotional activities : alliances with public health authorities, town councils, suppliers.

• The path to health
• Healthy restaurant network
• Healthy environmental / supplier policies
• Collaborating on campaigns to benefit communities (blood donations)
• Activities that foster health and safety knowledge among communities