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Let The Challenge Begin!,[object Object]
And the Secret Ingredient is …,[object Object],PERSERVERENCE,[object Object]
Meet Scott, Head Chef,[object Object],During annual review, Scott claims migraines caused all ‘alleged’ problems,[object Object],Also tells you… ,[object Object],Onset unpredictable, triggered by stress ,[object Object],Results in yelling and rudeness,[object Object],More likely at end of the week,[object Object],Duration varies, generally 6 hrs,[object Object],Medication makes him anxious and unpredictable,[object Object]
        The Challenge is On …,[object Object],Mind racing, you search your memory for ‘buzz’ words & dig out your seminar notes,[object Object],FMLA – Serious Health Condition (SHC),[object Object],Chronic condition,[object Object],Intermittent leave ,[object Object],ADA – can he perform Essential Functions,[object Object],Substantially limited in major life activity,[object Object],Interactive process and realistic options,[object Object],Direct threat,[object Object]
What Now?,[object Object],Is Scott covered by FMLA?,[object Object],12 months // 1250 hours,[object Object],If so, do we have notice?,[object Object],Specific condition, chronic nature, current problem, will cause need for leave when occurs,[object Object],Within 5 business days of notification of need  ,[object Object],Rights & Responsibilities and Eligibility Notice (WH-381) and Medical Certification (WH-380-E),[object Object]
     15 Days Later …,[object Object],3. …Is the employee unable to perform any of his job functions due to the condition: ____ No __x__ Yes.  If so, identify the job functions the employee is unable to perform:Can’t work,[object Object],7. Will the condition cause episodic flare-ups periodically preventing the employee from performing his/her job functions? ____ No ,[object Object],   __x__ Yes.,[object Object]
     15 Days Later …,[object Object],(7)Is it medically necessary for the employee to be absent from work during the flare-ups? __x__ No __x__ Yes. If so, explain:Depends onseverity.,[object Object],(7)Based upon medical history and the medical condition, estimate frequency of flare-ups and duration of incapacity over the next 6 months: Frequency: _1_ times per _x_ week(s) month(s) _x_.  Duration: _2-12_ hours or ___ day(s) per episode. ,[object Object]
Notice of Deficiency,[object Object],New tool – Insufficient or Incomplete,[object Object],3: which job functions cannot be performed,[object Object],7: is time off medically necessary during flare-up*,[object Object],7: frequency unclear due to conflicting information,[object Object],Must provide written notice or use WH-382,[object Object],7 calendar days to cure,[object Object],Leave can be denied if not cured,[object Object]
     7 Days Later …,[object Object],3. …If so, identify the job functions the employee is unable to perform:All,[object Object],7. Is it medically necessary … absent from work during the flare-ups? __ No _x_ Yes. If so, explain:Severe migraines cause personality changes and medication causes drowsiness making it unsafe for Scott to work.,[object Object],Based upon medical history and the medical condition, estimate frequency of flare-ups and duration of incapacity over the next 6 months: Frequency: _ times per _from 1 day perweek(s)to once permonth(s) __.  Duration: _2-12_ hours or  __ day(s) per episode. ,[object Object]
 Cross-Roads,[object Object],Deny certification as not supporting leave,[object Object],Second Notice of Deficiency ,[object Object],Within 5 business days, accept Certification and designate leave (WH-382),[object Object],Accept and initiate direct contact to HCP to authenticate and clarify,[object Object]
  Second Opinion?,[object Object],Only opportunity to request (WH-382),[object Object],Genuine concern about legitimacy?,[object Object],At employer cost,[object Object],If not, time to designate (WH-382),[object Object],Consider Fit for Duty due to safety concern,[object Object]
Fit for Duty Certification,[object Object],Every occurrence, unless less than 30 days from last one,[object Object],Significant safety risk,[object Object],Doctor’s clarifying words ,[object Object],Scott’s statement during review,[object Object],Like ADA Direct Threat standard,[object Object],Consider using form for physician and job description as tools,[object Object]
Fast Forward …,[object Object],Scott misses 3 Friday & 4 Saturday shifts in 2 months,[object Object],Called right before, claiming he wants FML for his headache,[object Object],You scramble to find coverage and end,[object Object],     up cooking ,[object Object],Rumor has it that Scott is also working ,[object Object],    at another restaurant that pays more,[object Object]
      What Questions Can We Ask,[object Object],Does Scott qualify for leave?,[object Object],Which essential function can’t Scott perform,[object Object],Why does he needs entire shift off,[object Object],What is the medical necessity justifying absence,[object Object],Was notice given as soon as practicable,[object Object],How long will Scott be on leave,[object Object]
  What Tools Can We Use,[object Object],Normal & Customary attendance procedure,[object Object],Call-In Policy: Who, How, When, What Shared Consequences for non-compliance,[object Object],FML may be denied for inadequate notice,[object Object],Disciplined for failure to follow policy,[object Object]
Periodic Reports,[object Object],Can require employee to initiate contact,[object Object],Purpose is to confirm …,[object Object],Still has need for leave,[object Object],Still has intent to return,[object Object],Reasonable intervals,[object Object]
Personal Certification Policy,[object Object],I, _____, certify that my absence on ______ was due to the reason stated in the Medical Certification I submitted to the Company on ___ in connection with my Family Medical leave.  I understand that absence taken due to the serious health condition set forth in the Certification will be counted against my leave entitlement under the FMLA and Company policies.  I also understand that providing false or misleading information about my absence will result in disciplinary action, up to and including immediate termination.,[object Object]
Moonlighting Policy,[object Object],Consider limited policy focused on  misuse of leave,[object Object],Be clear about prohibition against working second job while on FMLA leave,[object Object],Gather evidence of violation if taking disciplinary action - consider using 3rd party or photos, as standard is honest belief of misuse ,[object Object]
Recertification,[object Object],Every 6 months for continuing/open-ended condition or sooner if duration finite,[object Object],Also available when information/events cast doubt on employee’s stated reason for leave,[object Object],Pattern of absence,[object Object],Working second job (if confirmed),[object Object],Contact health care provider to describe possible inconsistent conduct concern,[object Object]
  Bonus & Financial Motivators,[object Object],If based on attendance goal and consistent with all types of leave, counting permissible,[object Object],OFLA counting is NOT permissible,[object Object],Can also focus on hitting key objective targets,[object Object],Labor costs,[object Object],Gross profit,[object Object],Number of customers, positive reviews, etc.,[object Object]
Sick Leave Limitation,[object Object],Employer can require paid leave run concurrently,[object Object],Requiring use of vacation time/PTO is deterrent,[object Object],Narrow scope of sick leave to ‘employee only’ ,[object Object],Consider requiring employee to stay at home during sick leave unless otherwise approved,[object Object],Requiring medical support for sick leave pay,[object Object],Beware of Doctor’s Excuses! or similar companies,[object Object]
1 Hour Minimum,[object Object],Regulations allow counting of leave in units up to 1 hour,[object Object],Must use same unit for all leave programs,[object Object],Does not impact obligation to pay for time worked if less than 1 hour of leave used,[object Object]
Lessons Learned,[object Object],Thoughtful Procedure is Key,[object Object],Review certification and identify deficiencies,[object Object],Consider clarification if questions still exist,[object Object],If question legitimacy, second opinion option,[object Object],In designation process, remember fit for duty,[object Object],Ensure employee’s notice fits certification,[object Object]
Lessons Learned,[object Object],Adopt Call-In Policy,[object Object],Require Reasonable, Periodic Reports,[object Object],Personal Certification Upon Return,[object Object],Recertification if Questionable Use,[object Object],Bonus Incentive – Attendance/Performance,[object Object],Consider Limited Sick Leave Benefit,[object Object],Count in 1 Hour Minimum Blocks,[object Object],Designate Every Time,[object Object]
Home Team – 1,[object Object],Challenger – 0 ,[object Object]
About That Behavior Problem …,[object Object],You pick up the paper and see this picture on the front of the Food & Lifestyle Section,[object Object],Scott tracked down a food critic at home, and  gave a review of his own,[object Object],Scott claims his migraine made him do it and it was off-work behavior,[object Object]
 Do We Ignore or Discipline,[object Object],Can we discipline for off-duty conduct?,[object Object],Is there a policy that has been violated?,[object Object],Is Scott covered by the ADA?,[object Object],Do we need to ignore conduct as a reasonable accommodation?,[object Object]
Is Scott Disabled?,[object Object],Three pronged definition of disability:,[object Object],Physical / mental impairment (including episodic) that substantially limits 1 or more Major Life Activities*,[object Object],Record of such impairment,[object Object],Regarded as having such,[object Object]
Coverage Questions,[object Object],Is Scott qualified individual …,[object Object],Can he meet the regular and dependable attendance standard that is an essential function,[object Object],What is/are the major life activities …,[object Object],Working,[object Object],Thinking,[object Object],Interacting with others,[object Object],Is Scott substantially limited when condition active...,[object Object],Maybe, No, Probably,[object Object]
  Accommodation Steps,[object Object],Identify EJF that require accommodation,[object Object],Identify accommodations to reduce and/or remove barriers and increase productivity,[object Object],Determine cost and effectiveness of accommodations identified ,[object Object],Implement accommodation that is most appropriate with least economic hardship,[object Object]
  In the Case of Migraines,[object Object],Reduce migraine triggers …,[object Object],Lighting changes,[object Object],Noise reduction strategy,[object Object],Fragrance elimination,[object Object],Consistency ,[object Object],Allow recovery from episode … ,[object Object],Time off or quiet, dark place to rest,[object Object],Telework,[object Object],JAN is excellent source for exploring options,[object Object]
 What is Not Required,[object Object],Changes to Qualitative or Quantitative Standards,[object Object],Elimination of Essential Functions,[object Object],Changes that Create Undue Hardship,[object Object],Expensive,[object Object],Disruptive,[object Object],Eliminates reasonable conduct rules,[object Object]
The Choice,[object Object],Reasonable Options,[object Object],Explore reducing stress triggers,[object Object],Allow time off so long as call-in rules, etc. are followed,[object Object],Suspend some non-essential functions and re-evaluate periodically,[object Object],Unreasonable Options,[object Object],Telework,[object Object],Allow any requested scheduling change without notice,[object Object],Eliminate Essential Functions or provide assistant,[object Object],Overlook rule violations,[object Object]
No Matter What, No More of This!,[object Object]
Documentation,[object Object],Identify what assistance Scott may receive,[object Object],Clarify process for obtaining help or leave,[object Object],Document interactive process and Scott’s agreement to conclusion,[object Object],Confirm accuracy of current job description,[object Object],Obtain agreement to conduct and performance standards going forward, status of disciplinary process, and consequences for non-compliance,[object Object]
Lessons Learned,[object Object],Ensure job descriptions have behavior- & attendance-focused essential functions,[object Object],Provide clarity about quantitative and qualitative standards and expectations,[object Object],Identify appropriate accommodations to assist with removal of barriers,[object Object],Documents agreements, current status, and expectations going forward,[object Object]
Home Team – 2,[object Object],Challenger – 0 ,[object Object]
Questions?,[object Object],Tamsen Leachman | 503.417.5513 |tll@dunn-carney.com,[object Object]

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Solving FMLA Leave Abuse - Let the Challenge Begin

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