The Return To Work Interview Form is a crucial document used across German organizations to manage and document an employee's return to work following any type of absence. It is specifically designed to comply with German labor laws, including the Entgeltfortzahlungsgesetz (EFZG), Sozialgesetzbuch IX (SGB IX), and data protection requirements under GDPR and BDSG. The form should be completed during a face-to-face meeting between the returning employee and their manager on the first day back at work, or as soon as practically possible. It captures essential information about the absence, assesses work capability, documents any required workplace adjustments, and ensures proper support measures are in place. This document is particularly important when the absence exceeds six weeks, triggering the statutory workplace integration management process (BEM).
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1. Employee Information: Basic details including employee name, personnel number, department, and position
2. Absence Details: Information about the period of absence, including start and end dates, type of absence (illness, injury, etc.), and whether proper notification procedures were followed
3. Return to Work Discussion: Record of the conversation about the employee's current well-being and ability to return to full duties
4. Work Capability Assessment: Evaluation of whether the employee can perform their regular duties or requires modifications
5. Required Actions: Documentation of any necessary workplace adjustments, modified duties, or support measures
6. Data Protection Notice: Statement about how the information will be processed and stored in compliance with GDPR and BDSG
7. Signatures: Space for both employee and manager to sign and date the form, confirming the discussion took place
1. Medical Certificate Review: Section for reviewing medical certificates if the absence was due to illness - only included when medical documentation was required
2. Occupational Health Referral: Section for documenting referral to occupational health services if needed for complex cases or long-term absences
3. BEM Process Initiation: Section required when absence exceeded 6 weeks within 12 months, triggering the workplace integration management process under SGB IX
4. Pattern of Absence Review: Optional section for discussing patterns of absence if there have been multiple absences - to be included only when relevant
5. Risk Assessment: Section for documenting specific workplace risks that need to be considered for the returning employee - included when returning from workplace injury or when new risks need to be assessed
1. Absence History Summary: Appendix showing overview of employee's absence history for the past 12 months
2. Workplace Adjustment Plan: Schedule detailing specific modifications to workplace, equipment, or duties if required
3. Follow-up Meeting Schedule: Timeline for follow-up meetings to monitor progress and adjust support measures if needed
4. Health and Safety Checklist: Checklist ensuring all necessary safety measures are in place for the employee's return
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