Your Employee Handed You a Doctor’s Note. Now What?
It’s Monday morning. One of your employees walks into your office, hands you a doctor’s note, and says they need to be off work for the next two weeks. Now what? Many employers immediately wonder: These are common questions, and unfortunately, they’re also where many employers unintentionally make costly mistakes. First Things First: Respect the Employee’s Privacy A doctor’s note is often the beginning of a conversation—not the end of one. In most situations, an employer is not entitled to know an employee’s diagnosis or detailed medical history. Medical information is private, and employees have a right to confidentiality. Instead, employers should focus on understanding how the medical condition affects the employee’s ability to work. For example, it’s generally appropriate to understand: Notice that none of these questions require knowing why the employee is ill. Is Every Doctor’s Note Enough? Not necessarily. Some notes simply state: “Please excuse this employee from work for two weeks.” While this may be sufficient in some circumstances, there are situations where an employer may reasonably require additional information—particularly if accommodation is being considered or operational decisions need to be made. Depending on the circumstances, an employer may request clarification regarding: Functional abilities or restrictions. Whether modified duties are appropriate. Expected duration of restrictions or leave. Whether reassessment will be required. The key is requesting information that is necessary for the employment decision, not information out of curiosity. Accommodation Is a Shared Process When an employee has a medical condition that affects their ability to work, employers have a legal obligation to consider reasonable accommodation, up to the point of undue hardship. Accommodation isn’t something the employer does to the employee—it’s a collaborative process. That often means: Reviewing medical restrictions. Discussing possible accommodations with the employee. Exploring modified duties, scheduling changes, or temporary adjustments. Monitoring whether the accommodation remains effective over time. Employees also have responsibilities, including participating in the process and providing sufficient medical information to support accommodation requests. Should You Contact the Employee During Their Leave? Generally, yes—but thoughtfully. Many managers worry they’re not allowed to contact an employee while they’re on medical leave. In reality, reasonable communication is often appropriate. For example, you may need to: Confirm benefit or payroll information. Discuss return-to-work planning. Request updated medical information if previously agreed upon. Check in regarding anticipated return dates. What employers should avoid is creating pressure for the employee to return before they are medically able or repeatedly asking for updates without a legitimate business reason. Common Mistakes Employers Make Some of the most common errors include: Asking for the employee’s diagnosis. Sharing medical information with coworkers who don’t need to know. Assuming a doctor’s note automatically answers every question. Treating employees inconsistently. Failing to document conversations and decisions. Forgetting that medical leave and accommodation obligations can overlap. Often, these mistakes happen because managers are trying to do the right thing but haven’t received guidance on how to navigate sensitive situations. A Practical Approach When an employee provides a doctor’s note, take a moment before reacting. Ask yourself: Do I have enough information to make an employment decision? Am I requesting only information that is necessary? Have I protected the employee’s privacy? Do I need to consider accommodation? Should I seek HR advice before taking the next step? Every situation is different, and the right approach depends on the circumstances. Responding thoughtfully helps support employees while reducing legal and operational risk for your organization. Need Guidance? Medical leaves and accommodation requests can quickly become complex. Whether you’re unsure what information you can request, how to manage an extended leave, or how to navigate the accommodation process, Bay Street HR can help you make informed, compliant decisions while supporting both your employees and your business. By: Carly Howard, Human Resources Manager