A new employee health management system called Absence Manager (Empactis) was introduced in September 2023 to support staff and managers to report sickness absence. Other forms of absence such as carers and compassionate leave are to be reported by calling your manager directly.
To report all sickness absence, call 0330 818 6439.
You will need your assignment number (found on your payslip). Also, please check that your hierarchy is up to date in ESR. Every open absence must now be processed through the new system, including when appropriate colleagues closing all absences using the absence line.
This call is the only one you need to make, your managers will be informed from the information provided on that call. It’s an automatic service. Your manager then can call you back to discuss further details at a more convenient time.
The implementation was led from the Board as a major project, with the modules going live after extensive testing with trial groups.
Accessing Absence Manager
You will see a desktop icon on your screen of the Absence Manager logo, this will take you directly to the Absence Manager log in page in your browser. You will need to use Edge or Chrome web browsers to access the site (not Internet Explorer). You can also access it on this link and we’d recommend bookmarking the link in your own system.
When accessing Absence Manager for the first time, you will need to click on the “forgotten password” link. This will prompt you to enter your email address for a “password reset” link to be sent to you. You will need to check your inbox for an email from Empactis prompting you to reset your password. Once you have done this, you can access the site via the link either on your desktop or on the website and log in using your new password.
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If you are experiencing difficulties logging into Absence Manager, please ensure the following steps have been explored;
- You are accessing Empactis through Microsoft Edge or Chrome and not Explorer (Explorer is often set as a default browser).
- You have checked your details are correct in ESR.
- You have typed your correct Mersey Care email address into the Forgotten Password link – (Only Mersey Care Passwords will work).
- You have clicked on the ‘forgotten password’ link and checked your emails (including a junk email box) for the email from Absence Manager
- You have set a password that passes the required security standards.
If you are still experiencing difficulties having followed the above steps, please send an email to Empactis
- How to access the portal
- Absence manager - Employee guide
- Absence manager - Managers guide
- Absence manager - First time logging in
- ESR Hierarchy guide
- eLearning
- Absence manager virtual demo sessions bookable via L&D prospectus under section 8
As well as the Absence Reporting line, staff can now record their absence using the Employee Portal. This is a new way to get in touch. You will need to have registered your account to access the portal and you can then use any device to report sickness online.
Outstanding and overdue tasks (return to work and callbacks)
Checking outstanding callbacks
Updated type and reason
Adding expected return date
Adding notes
Questions
Q: What is Absence Manager?
A: Absence Manager is the agreed system for recording and supporting the management of sickness leave. The system is already in use at several other trusts within the North West and is now in the process of being rolled out across Mersey Care.
Q: What does Absence Manager do?
A: Absence Manager:
- Gives you a single telephone number (0330 818 6439) or an online portal to report absence
- Captures the absence information you provide and automatically notifies your line manager
- Guides line managers and employees through the absence process in order to support you to return to work
Q: What type of absence do I need to call the number for, is it just sickness?
A: You need to call the number for sickness. Absence Manager is to be used only if you are recording these absence types:
- sickness
- planned surgery
You do not need to use Absence Manager if you are recording any of the following absence types:
- carer's leave
- dependent’s leave
- bereavement leave
- compassionate leave
For these cases, you must contact your manager directly who must then log those absence types in Roster.
Q: What is the cost of the call if I report my sickness using the phone line?
A: The Absence Manager number is a local rate number and can be used as part of inclusive minutes from mobile phone providers.
Q. Why do we need Absence Manager?
A: Sometimes it is difficult to reach your line manager when you are unexpectedly absent. Having Absence Manager means that your absence can be reported at any time of day or night as soon as you realise that you are not able to attend work. The system also helps to ensure that a consistent process is used for all employees and all unplanned absence.
Q. What do I need to do if I am absent from work unexpectedly with sickness?
A. As soon as you realise you will not be able to attend work because of sickness you must call Absence Manager to report your absence. You can do this at any time of the day or night.
You can do this either by
- Calling 0330 818 6439 (this is a local rate number). You will need to know your assignment number which can be found on your payslip.
- Using the online portal. You will need to have registered your account using your Mersey Care email to access the portal.
To access the portal, go to https://login.empactisapp.com/ or scan the QR code below (Add link to device home screen to save for future use).
Q. What if the system phone line cannot understand me?
A: In the unlikely event that your voice will not be recognised, the system is designed to recognise the telephone keypad as well as voice prompts. You can press ‘1’ for ‘YES’ or ‘2’ for ‘NO’ on the telephone keypad. You can also input your assignment number and dates using the keypad.
Q. What happens after I call report my sickness absence?
A: Your line manager will be sent an email straight away to let them know about your absence. The system will prompt the manager to call you back to discuss the absence further and clarify the details if needed.
Q. When should I expect my manager to call me back?
A: Your manager should return your call within 24 hours.
Q. What do I do when I am able to return to work?
A: When you are able to return to work (even if this is on a non-working day), you will need to call the Absence Manager number and close the absence.
Q. What happens if I need to stay off work for longer than I originally thought?
A: You will need to ring the Absence Manager number or log in top the portal to update the intended return to work date.
Q. What should I do if the reason for my absence changes?
A. For example – Cold and flu changes to stress related sickness absence:
You should close your existing absence (e.g. cold and flu) by calling the Absence Manager phone line or through the portal and open a new absence with the new reason (e.g. sickness).
Q. What do I do if I need my manager to call me during my absence?
A: You can request a call back at any time from your manager by calling the Absence Manager phone number or logging in to the portal and following the prompts given. Your manager should call you back within 24 hours on the number you have provided. If you need your manager to call you on a different number, please specify this when asked by the system.
Q: Why is this system better than the current process for reporting absence?
A: You can report a new absence:
- 24 hours a day, 7 days a week, 365 days a year
- The Absence Manager number is always answered promptly
- There is no need to ‘find’ your manager as they receive an automated notification email as soon as you have reported the absence through the Absence Manager phone-line
Q: What happens if my manager is on leave when I report the absence?
A: Your manager will have set up delegate cover on the system so that when you report your absence, the notification will automatically be sent to whoever they have identified as their deputy.
Before each department goes live with the Absence Manager system, each manager will have been asked to give a department phone number (e.g. a ward phone) that will also receive an automatic notification of your absence (please note that no details of the absence are shared in this notification, only that an absence has been reported and the person’s name).
Q: What if there is an extreme event that happens to the me, e.g. I am incapacitated/hospitalised, which means that I am unable to contact Absence Manager?
A: We would ask that you make every effort to call Absence Manager, but we recognise that this may not always be possible. In these exceptional cases, a relative or friend should still call Absence Manager, giving the following information:
- Your full name
- Your work location
- The name of your line manager (if possible)
This will create a pending call which will allow your absence to be created in the system your line manager will then be notified by the system.
If at all possible your relative or friend should avoid calling your line manager directly.
Q. When will I need to start using the Absence Manager number to report sickness absence?
A: Absence Manager launches on 25 September 2023. All unplanned absences must be reported by calling: 0330 818 6439. From this date you will need to use your assignment number. This can be found on your payslip.
Q: Do I need any training on Absence Manager?
A. No – you just need to use the Absence Manager phone number to report, extend, or close your absence. There are recorded prompts when you call the phone-line that guides you through what you need to do. You can also access a guide for using the portal here.
You may want to record the Absence Manager number in your mobile phone contacts, and keep a note of your assignment number as you will need this when you call the phone line.
Q: What is Absence Manager?
A: Absence Manager is the agreed system for recording and supporting the management of all unplanned absences (excluding annual and study leave). The system is already in use at several other trusts within the North West and is now in the process of being rolled out across Mersey Care.
Q: What does Absence Manager do?
A: Absence Manager:
- Gives you a single telephone number (0330 818 6439) or an online portalto report absence
- Captures the absence information you provide and automatically notifies your line manager
- Guides line managers and employees through the absence process in order to support you to return to work
Q: What type of absence do I need to call the number for, is it just sickness?
A: You need to call the number for sickness. Absence Manager is to be used only if you are recording these absence types:
- sickness
- planned surgery
You do not need to use Absence Manager if you are recording any of the following absence types:
- carer's leave
- dependent’s leave
- bereavement leave
- compassionate leave
For these cases, staff must contact their manager directly who must then log those absence types in Roster.
Q: Where do I find the link to the Absence Manager system?
A: You can access Absence Manager using this link: https://absence.empactisapp.com/app/It will also be available as an icon on your desktop of your PC or laptop and in the IT Systems pages of the intranet.
Q. How will the system notify me when a member of my staff is absent?
A: You will receive an email notification whenever an employee you are responsible for reports or updates an absence using the Absence Manager ‘phone number. There is also an option for you to set up a text message notification.
Q: What do I do if someone contacts me directly about their absence rather than calling the Absence Manager phone line?
A: You need to ask the employee to report their absence using the Absence Manager phone line or portal and advise them that you will call them back via Absence Manager to ensure the appropriate information regarding their absence is captured. Reports of absence should only be accepted through the Absence Manager phone-line once your department has gone live on Absence Manager.
Q: What if there is an extreme event that happens to the employee, e.g. they are incapacitated/hospitalised, which means that they cannot contact Absence Manager?
A: In these cases, the employee’s relative or friend should contact their line manager. The line manager can contact the Absence Manager team on absence
Q: Can the employee call retrospectively to the system to log an absence?
A: The employee should call as soon as they know that they need to report an absence, however if they cannot call the number they will be able to report the absence seven days either way of their first day off date.
Q: What if the employee is having planned surgery?
A: The employee still needs to ring the system and can do so up to seven days before the planned surgery starts.
Q. A member of my staff is absent, but I did not receive a notification, why is this?
A: This may be either because they have not reported the absence using the Absence Manager number, or because they are not identified in the system as one of your members of staff. The Project Team will work with you before you ‘go live’ to ensure that the management structure for your team is correct in the system. However, if you do find people missing or in the wrong place at any point, please notify the ESR admin team. Any changes to your hierarchy should be directed to esradmin
| Employee name | Employee number | New supervisior name | New supervisor employee number |
Q. Why can I see employees that no longer work in my team?
A: Again this may mean that you ESR Hierarchy is not correct. If an employee has left the Trust or transferred to another department, you will need to update the line manager information within the absence manager system under the employee’s tab on the top right-hand side. Within the list of employees, you can select ‘current’ and ‘non-current’ to show only those staff who are currently in post in your team.
Q: What happens if I get a message about a member of staff that I do not manage?
A: Please notify this to absencemanager
Q: After I receive the notification about an employee’s absence, is there anything that I need to do?
A: Yes. Engagement with absent employees is essential to ensure that you fulfil your duty of care and that employees are supported to return to work as quickly as possible. The absence notification will prompt you to call the employee back to clarify the reason for absence, understand any support that might be needed, and establish their anticipated return date. At the end of the call, you will need to stay on the line and follow the instructions. You will also need to edit the absence online to confirm the absence type and reason. Details of how to do this are in the user guides that you will receive when your department goes live with Absence manager.
Q: What happens if I call an absent employee back, but they are not available?
A: It is important that the employee receives a call from a manager to discuss their absence as outlined in the question above. The system does capture attempted calls to the employee, although the task will show as fulfilled only once contact has been made with the member of staff so you will need to try to contact them again later that day.
Q: What happens if I accidently hang up the phone without confirming the successful callback?
A: Managers to specify the outcome of callback calls where they may have accidentally hung-up after being transferred to the employee but before confirming whether they spoke with the employee or left a message. On the Calls & Captures page for an absence any records in the Manager Calls list with a Status of Outcome Unconfirmed will be displayed with a Confirm Outcome icon. When the outcome has been confirmed any outstanding callback tasks will be updated as if the outcome had been provided during the callback call.
Q: Would we be notified if the employee doesn’t return to work on the expected return date?
A: Yes, the system would email the manager to advise that the individual hasn’t returned on their expected return date. If the individual amends their expected return date you will also receive a notification.
Q: What happens if there is on-call in my department, who would receive the notification?
A: A bespoke plan may be needed for areas with on call or complex arrangements. Where this is the case, the team leads are encouraged to make contact with the Absence Management team during the data gathering process to agree how Absence Manager can be configured to support management of absence in their area.
Q: Do I need to ‘close’ the absence when an employee returns to work?
A: No, it is the employee’s responsibility to call the Absence Manager phone line or online portal to close the absence on the day that they are fit to return to work (even if this is a non-working day e.g. day off/annual leave).
Q: Will the system manage the employee’s absence?
A: No—the system will record the absence and prompt managers and employees to follow the agreed absence process. As a manager it is your role to ensure that you support and manage employee absence effectively.
Q. What happens if I am on annual leave or unavailable and therefore don’t receive the notification of absence?
A: You will need to set up delegate cover in the system so that if you are unavailable for any reason all the notifications will be sent to a deputised authority whilst keeping you copied into emails relating to the absence. Details of how to do this will be covered in the training and available in the user guides issued to your department when it is live on the Absence Manager system.
Q: Can you have more than one delegate for your manager account?
A: Yes, that’s fine to set up – you can have an unlimited number of delegates; however, delegates should be of equal grade or above and not somebody that you manage.
Q: Can I record return to work details on the system?
A: Yes— once the employee has returned to work, you will receive an email notification prompting you to carry out the return to work interview. There is an on-line RTW form for you to use during this interview and once the return to work is completed, the completed form is saved on the system and captured as a finished task which is available for the manager to review at any time.
Q: Do we hold any of the documentation in paper format as well as on the system (e.g. in the event that we were to change supplier?)
A: That is a local decision; however, you should print a copy of the Return to Work form to share with the employee and also include a copy in their personnel file.
Q. What training is available for Absence Manager?
A: An eLearning packing is available by using the following link
merseycare.frank-cdn.uk/content/non_scorm/empactis/
The Absence Manager Team will also arrange several virtual demonstration sessions which will be bookable on the L&D prospectus under section 8. We will also be issuing user guides and learning packs for managers.
Q: How can I report any issues?
A:If you require any immediate support you can contact the absence manager team on absence
Health Manager has been used across the Trust since summer 2022.
Employee questions
Q: What if employees are off sick and not accessing their work emails, will it be sent to their personal emails?
A: There is an option to put an alternative email address in the referral being made by the manager. Colleagues will be able to access the Empactis platform through any mobile, tablet, laptop or PC.
Q: How is the report sent to the employees?
A:Colleagues receive email notification that the occupational health outcome report is available to view in Empactis. Included in this email is a web link that takes colleagues to the Empactis login page. Once logged in the ‘task’ to view the outcome report is visible to colleagues.
Q: Not all staff members have access to smart phone or computer, if they are off long-term sick will they be able to see the report?
A:Empactis is an online / cloud-based occupational health system, so access to a device that supports this is required. Prior to submitting an occupational health referral for colleagues, managers should consider clarifying with their colleague device accessibility at home or remotely and whether any practical solutions are needed prior to contacting occupational health.
Q: How do employees login to the system?
A: From 12 July 2022 you will be able to login via an Empactis desktop icon. The first time you login to this you will need to input your merseycare email address and click on “forgotten password” to create a password. Empactis will then email a link for you to create the password. Once created you can save your login details to your internet favourites for easier access in the future.
Q: Can the referral form be edited or updated after it is submitted to provide additional information?
A:Once occupational health receives, and accept, a management referral form it cannot be edited. However, until this occurs the management referral form can be edited by managers.
Q: How are the employee referrals prioritised?
A:Unless the referral is marked as urgent, priority is by the date received. On the management referral form there is an additional information box where managers can mark as urgent. For example, ‘This is an urgent referral’ or if the referral needs prioritising, managers can also ring Occupational Health for support.
Manager questions
Q: With staff who are currently off sick, when we go live with the health manager, will they be moved onto this new system, and if the answer is yes when and what will the transition look like?
A: Colleagues who are referred into Occupational Health prior to Empactis going live will be handled through the current management referral process; this is different depending on whether the referral is received at Hollins Park House Occupational Health or Switch House Occupational Health. There will be a legacy view available for Cohort, (the current Occupational Health system) which the Occupational Health team will be able to view.
Q: The sickness in my team is managed by a team of 4. Can each of those 4 individuals access each person’s referral and reports?
A: If colleagues are assigned to managers under ESR, the assigned managers will be able to access Empactis for their employees. However, only the referring manager will receive the email notifications from Empactis.
Q: Would a manager know if someone was in the pension scheme?
A: The question on the management referral form ‘is the colleague in a pension scheme’ is not a mandatory field for completion and there is an ‘unknown’ response option on the drop-down list for this question. However, if managers are referring colleagues to Occupational Health for an opinion on ill health retirement, the colleague must be in an NHS pension scheme to be eligible for this.
Q: If there are Three Charge nurses on a ward and a Ward Manager, how does that line management work for who’s on shift who’s not and annual leave?
A: A referring manager must be designated as a colleagues’ manager on ESR Supervisor Hierarchy to be able to create the online management referral to occupational health for the colleague. If you are the manager and are off your manager will be able to access the Empactis system for your colleagues.
Q: Are there timescales for when managers will receive the outcome reports? Are there time scales attached to referrals? How long will referrals take to be dealt with? (This will help teams decide which managers deal with referrals and who will be about when the outcome report comes back?
A: If a colleague consents to simultaneous release of an Occupational Health outcome report this will normally get released the same day as the consultation. However, if a colleague requests prior sight of a report they have 2 days in which to view this. This will delay report release, which the referring manager is notified of via email. If a colleague does not give consent for release, the report does not get released and the referring manager is also advised of this via email. Referrals are dealt with, and processed, as soon as possible by Occupational Health.
Q: If I put a referral through and I went off sick, is there a way of my manager being able to get onto the system?
A: Health Manager works on the ESR Supervisor Hierarchy. If you are a manager and make a referral for a colleague, and then you are absent yourself, then only your manager will be able to access any referrals you have made and any outcome reports that you receive in relation to your team members. You cannot “delegate” responsibility in Health Manager, to another manager or a deputy manager in your absence.
Q: I am worried that there will be a delay in receiving reports if staff do not log on to approve them.
A: The prior sight process consent is clearly communicated with colleagues during the Occupational Health consultation and through emails from Empactis. This includes regularly checking emails for an automated email notification that the Occupational Health report is available to review. Referring managers also receive email notification of this prior sight stage, so referring managers can also communicate with their colleagues regarding timely reviews of Occupational Health outcome reports.
Q: Does the report link take you directly to the report or just to the dashboard for the manager and then the manager must go through the dashboard to get the report?
A: Referring managers receive email notification that the occupational health outcome report is available to view in Empactis. Included in this email is a web link that takes managers to the Empactis login page. Once logged in the ‘task’ to view the outcome report is visible to managers on the Empactis dashboard.
Q: Can we have some guidance on the number of days absence? Do we include weekends or not for staff who typically work Monday 9-5pm?
A: As per the Trust’s Attendance Policy, sickness days continue to be 7 days due to Statutory Sickness Pay. For triggers onto different stages in the policy, this is managed on contracted days.
Q: If there are Three Charge nurses on a ward and a Ward Manager, how does that line management work for who’s on shift who’s not and annual leave?
A: A referring manager must be designated as a colleagues’ manager on ESR Supervisor Hierarchy to be able to create the online management referral to Occupational Health for the colleague. If you are the manager and are off your manager will be able to access the Empactis system for your colleagues.
Q: We update SharePoint with Line manager Information is that linked to ESR at all?
A: The only thing on SharePoint which could result in an ESR supervisor change is a new starter form or a contractual changes form.
Q: Can a senior manager raise OH referrals for the 5 employees that is under another manager, and will the senior manager also have access to the OH referrals raised by the manager that is under her for the 5 employees?
A: Managers can raise and see referrals and outcomes for ALL employees within their scope of control on ESR. In this case senior managers can raise Occupational Health referrals for the 5 employees and will also have access to the Occupational Health referrals raised by any management under her/him on ESR for the five employees.
Q: If a manager is on long term absence or snowed under, is there away of someone else that can do the referral?
A: The hierarchy in ESR goes up rather than down, which means your manager could pick up the referral.
Q: How confident are we that the ESR hierarchy is correct?
A: Managers are encouraged to look at their ESR profile hierarchy and make sure it is correct prior to the Empactis go live date on the 12th July 2022, as Empactis is linked to ESR hierarchy.
Q: Can I log on Empactis as another manager?
A: Login details must not be shared, it is against Trust Security Policy.
Q: If the manager has changed since previous reports, will the new manager be able to view the previous reports?
A: An employees’ new manager will be able to see previous occupational health referrals and outcome reports in Empactis if the new manager has the employee assigned to them in ESR. The occupational health consent form signed by employees outlines this, as line managers can change throughout an employees’ employment.
Q: Will there easy to follow screen shots that can be shared with managers that have been unable to attend a session/new manager?
A: There are user guides, E-learning package links (both for managers and employees) and video recordings of this demonstration on ‘YourSpace’.
HR questions
Q: Are HR included in receiving the outcome report?
A: Not at this stage. However, the wording on a colleagues’ consent for the release of an outcome report includes consent to share the report with a human resources representative on a need-to-know basis. The responsibility to share the outcome report for this will be with the colleagues’ line manager.
HR Case Manager is designed to assist and help record and manage HR cases.
Details to follow..
For any new queries, please email Empactis