Action Plan: setting a joint course for successful reintegration

When an employee is off sick for an extended period, there’s a lot to navigate as an employer. One of the most important steps in that process is drawing up an Action Plan. In this article, Paul Kalfsvel — who has worked at Capability for 19 years as a case manager and absenteeism specialist — explains what this document entails, why it’s so important, and shares practical tips every employer should know.

What is the Action Plan?

The Action Plan is a document in which employer and employee jointly set out how the recovery and reintegration process will be approached. It always follows the occupational health physician’s problem analysis, which must be completed by the sixth week of absence. The Action Plan must then be drawn up within two weeks — usually by week eight.

“The form itself isn’t the most important part,” Paul explains. “That only really comes into play at the end of the process, when applying for WIA benefits from the UWV. What really matters is the conversation between employer and employee that comes beforehand. You read through the doctor’s advice together, discuss what it means in practice, and agree on concrete steps to follow through. That conversation lays the foundation for successful reintegration.”

Want to know more about completing the Action Plan form correctly? Paul explains it all in this:

Why is the Action Plan so important?

• Legal requirement (Gatekeeper Improvement Act)
  Without a properly completed Action Plan, the UWV can impose a wage sanction when assessing a WIA application.
• Clarity and structure
  The plan helps align expectations and prevents misunderstandings between employer and employee.
• Strengthening collaboration
  By putting agreements in writing, both parties know which steps will be taken and who is responsible for what.
• Preventing future issues
  “A complete and up-to-date file helps avoid nasty surprises two years down the line,” Paul notes. “We often see employers, especially in SMEs, underestimate the importance of this. But creating clarity now can save a lot of trouble and costs later. And it sets the stage for a constructive conversation about what the employee is still capable of doing — based on the occupational physician’s advice.”

Rights and responsibilities: it takes two

Good reintegration depends not only on clear agreements, but also on mutual commitment.

• The employer is obliged to continue salary payments and to actively offer suitable reintegration opportunities.
• The employee is required to cooperate seriously with the reintegration process.

“It’s a shared responsibility,” says Paul. “If an employee refuses to cooperate, the employer can take measures. The same goes the other way — if an employer fails to meet their obligations, it can also have consequences. Reintegration and the Action Plan only work if both sides step up.”

How do you draw up an Action Plan?

• Sit down with your employee and discuss the occupational physician’s advice.
• Translate the advice into practical agreements — such as phased return, suitable tasks, and evaluation points.
• Record the agreements without medical language. Respect privacy: avoid diagnoses, and refer to general terms like ‘limitations’ or ‘abilities’. Capability can help you phrase this properly.
• Provide a clear rationale if you deviate from the doctor’s advice.
• Sign the document together (digitally or on paper), and store it securely in the absenteeism system so it’s properly logged in the case file.

Making the most of your Action Plan

Paul shares four golden tips:

1. Keep it practical
   “It doesn’t have to look pretty. The UWV isn’t judging form, but content — and whether the plan exists at all.”
2. Keep it updated
   “Every three months, check: is the doctor’s advice still relevant? Do we need to update the plan? This prevents outdated agreements.”
3. Don’t shy away from differences
   “The employer and employee don’t have to agree on everything. Both perspectives can be recorded — as long as the conversation happens.”
4. Keep the dialogue central
   “The Action Plan isn’t just paperwork. It’s a tool to chart a joint course. Make sure it stays on the agenda.”

At the helm together

Capability supports employers through this process with both care and action. As Paul concludes: “The Action Plan is really the starting point of shared responsibility. As an employer, you don’t have to do it alone — but you do need to start the conversation. That’s where effective reintegration begins.”