Staff sickness absence can quickly disrupt patient care, appointment schedules, and practice finances - particularly in small dental teams. As a practice owner, you need a clear and consistent approach to reporting, managing, and recording absence to stay legally compliant and maintain service levels.
Our full guidance supports dental practice owners step by step: from reporting and sick pay rules through to managing persistent absence, capability procedures and other procedures if necessary. It explains your legal obligations, contractual requirements, and provides ready-to-use templates.
This page addresses the most common questions practice owners ask about managing sickness absence. Members can log in to read the full guidance and download resources. Extra, Expert or employed Essential members can also contact our advisory team via phone or email for unlimited one-to-one support.
Contents
- Overview – why clear sickness absence procedures protect your practice and staff
- Employer responsibilities – legal duties, contracts, data protection and communication
- Managing absent employees – reporting, medical evidence, return-to-work meetings and adjustments
- Other reasons for absence – emergency leave, medical appointments, pregnancy related absences, fertility treatment and Mental health illness.
- Sick leave and holiday – statutory holiday leave accrual and when to take paid holiday
- Sick pay – statutory sick pay (SSP) and enhanced contractual arrangements
- Capability procedure and dismissal – fair processes for repeated absence or long-term incapacity
Frequently asked questions
What is considered short-term vs long-term sickness absence? Short-term absence usually means less than a week off, while long-term absence can last for much longer. Accurately recording staff absence helps you manage any concerns legally and trigger formal absence processes fairly.
When can I request medical evidence or a fit note? Dental practice owners can request a GP fit note after seven calendar days’ absence. If the note says the team member “may be fit for work,” arrange a discussion to agree adjustments, this may require a discussion with an occupational health provider.
What sick pay must I provide my staff? Dental staff are entitled to Statutory Sick Pay (SSP). If eligible some contracts offer enhanced sick pay. Your policy should clearly state what pay applies, for how long, and be compliant with current employment law regulations. Our template is fully up to date with current employment law requirements.
When should I start a capability process? You may wish to begin a capability process when a team member’s absence is persistent and is impacting on patient care. You could consider an occupational health referral, consider adjustments, and make sure you document each step. Any additional steps are best discussed with a HR professional, such as the BDA advisory team.
What records must I keep about sickness absence? Dental practices must log absence dates, any correspondence relating to the absence, and any action taken as a result of the absence, such as return-to-work meetings. Records must be secure and GDPR-compliant. Good documentation is essential to protect the practice in case of disputes or tribunal claims.
How we can help
Our advisory service is designed for dental practice owners. We provide clear, step-by-step guidance to help you stay compliant with employment law - protecting your practice, your patients and your team.
Why trust us?
Dental practices face unique challenges - small teams, managing patient expectations alongside colleague expectations. Our advisors combine HR, employment law and dental sector expertise, so you get advice that is practical, defensible and relevant to you.
If you are dealing with staff sickness absence issues, log in or join us to access our full guidance and download resources. Extra, Expert and employed Essential members can also speak directly to our advisors by phone or email for unlimited one-to-one advice.