Medical Leave Policy Template

Whether planned or unexpected, medical leave is a reality of the modern workplace. Employees may need time away from work to recover from an illness, undergo surgery, manage chronic conditions, or care for a loved one facing a serious health issue. A clear and comprehensive medical leave policy ensures that employees understand their rights and options, while helping people teams navigate complex leave scenarios with consistency and empathy.

From compliance with local and federal laws (like the Family and Medical Leave Act in the U.S.) to coordination with short-term disability insurance or other benefits, your medical leave policy should provide clarity, promote transparency, and support a culture of care.

What a Medical Leave Policy Should Include

To ensure your policy is effective and legally sound, it should cover the following:

• Policy purpose and scope: Who the policy applies to and what it aims to support
• Eligibility requirements: Define which employees qualify for medical leave and any tenure or hours-based criteria
• Types of medical leave covered: Detail leave for personal illness, injury, surgery, or medical conditions, as well as care for immediate family members
• Duration of leave: Set limits for how much leave is available and whether it’s job-protected
• Pay during leave: Explain whether leave is paid, unpaid, or supplemented by disability insurance or PTO
• Leave request process: Provide steps for applying for leave, including notice requirements and medical documentation
• Coordination with other benefits: Clarify how medical leave works alongside paid time off (PTO), short-term disability (STD), or government-provided leave
• Job protection and return-to-work: Outline job reinstatement rights, accommodations, and return-to-work procedures
• Confidentiality and privacy: Reaffirm that medical information will be kept confidential
• Point of contact: List who employees should reach out to with questions or to initiate leave

Purpose of the Policy

The medical leave policy is designed to:

• Provide employees with time to recover from serious health conditions or care for family members
• Comply with federal, state, and local laws regarding protected leave
• Promote a supportive and inclusive work environment
• Standardize leave procedures to ensure fairness and transparency
• Protect both employee wellbeing and business continuity

Medical Leave Policy Template

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1. Overview

We recognize that employees may need to take time away from work to address personal or family medical needs. This policy outlines the conditions under which employees may take medical leave, the duration of leave available, and the process for requesting and managing such leave.

We are committed to supporting employees during these challenging times and complying with all relevant leave laws and regulations.

2. Eligibility

Medical leave is available to employees who:

• Are employed in a full-time or part-time capacity
• Have completed at least [12 months] of service and worked a minimum of [1,250 hours] in the past 12 months (if leave is covered under FMLA or similar law)

Eligibility requirements may vary based on jurisdiction and the nature of the leave (e.g., state laws may provide medical leave protections for employees with shorter tenures).

3. Types of Medical Leave Covered

Medical leave may be granted for:

• An employee’s own serious health condition, illness, or injury
• Recovery from surgery or hospitalization
• Treatment or management of chronic conditions (e.g., diabetes, cancer, mental health)
• Pregnancy- or childbirth-related medical conditions
• Care for an immediate family member (spouse, domestic partner, parent, or child) with a serious health condition

Requests for leave due to non-medical reasons (such as bereavement or personal matters) may fall under other leave policies.

4. Duration of Leave

Eligible employees may take up to [12 weeks] of unpaid, job-protected medical leave per 12-month period in accordance with the Family and Medical Leave Act (FMLA), or more if required by state or local laws.

If additional time is needed beyond what is protected under FMLA or applicable laws, the company will review requests on a case-by-case basis and determine whether accommodations or extended leave can be granted.

5. Paid vs. Unpaid Leave

Medical leave may be paid, unpaid, or a combination of both, depending on the employee’s circumstances:

• Employees may be required to use accrued paid time off (PTO) or sick leave before taking unpaid leave
• If eligible, short-term disability (STD) insurance may replace a portion of income during medical leave
• Paid family leave laws in certain states may supplement income for qualifying medical leave

HR will assist employees in understanding and coordinating available income replacement options.

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6. Requesting Medical Leave

To request medical leave, employees must:

1. Notify their manager and HR as soon as possible — ideally at least 30 days in advance of planned leave, or as soon as practicable in emergencies
2. Submit a completed medical leave request form
3. Provide a healthcare provider’s certification verifying the need for leave, expected duration, and any work restrictions (if applicable)

Failure to provide timely notice or required documentation may delay or result in the denial of leave.

7. Intermittent or Reduced Schedule Leave

If medically necessary, employees may request to take medical leave on an intermittent basis or work a reduced schedule. The company will make reasonable efforts to accommodate these requests while balancing operational needs.

Documentation from a healthcare provider must specify the need for intermittent or reduced-schedule leave.

8. Job Protection and Benefits Continuation

While on approved medical leave:

• Employees’ jobs will be protected to the extent required by law
• Health insurance benefits will continue under the same terms as if the employee were actively working, provided the employee continues to pay their share of premiums
• Accrual of paid time off may be paused during unpaid leave depending on company policy

If an employee is unable to return to work after their leave ends, HR will work with them to explore possible accommodations or an extension of leave.

9. Return to Work

Employees returning from medical leave must:

• Submit a return-to-work notice from their healthcare provider (if required), confirming fitness for duty
• Discuss any accommodations or modified duties they may need during reentry

We are committed to working with employees and their healthcare providers to facilitate a smooth, safe transition back to work.

10. Confidentiality

All medical information shared in relation to a leave request — including healthcare certifications, diagnoses, or treatment details — will be kept confidential and stored separately from personnel files in compliance with applicable privacy laws.

Only HR and necessary stakeholders will have access to this information.

11. Contact Information

Employees with questions about medical leave, or who wish to request leave, should contact:

[Insert HR contact name]
[Insert email address]
[Insert phone number]

HR can also help employees coordinate short-term disability claims, paid leave benefits, or workplace accommodations.

Frequently Asked Questions

1. Do I have to use PTO before taking unpaid medical leave?
Yes, in most cases, you’ll need to use available paid time off (PTO or sick leave) before taking unpaid leave. Exceptions may apply depending on your location or employment agreement.

2. Will my job be protected while I’m on medical leave?
Yes — if you’re eligible under FMLA or a similar state or local law, your job is protected for the duration of your leave. If you exceed the protected leave period, we’ll work with you on a case-by-case basis.

3. Can I take medical leave intermittently?
Yes, if your healthcare provider certifies that intermittent leave is medically necessary, we will make every effort to accommodate your needs.

4. Is medical leave paid?
Not automatically. However, you may be able to use accrued PTO or sick leave, and you might qualify for short-term disability or state-paid family leave, depending on your location.

5. How do I apply for short-term disability during medical leave?
Once you’ve notified HR of your leave, we’ll help you initiate a short-term disability claim through our insurance provider. A separate medical certification may be required.

6. What happens if I’m not ready to return to work when my leave ends?
Reach out to HR as early as possible. We may be able to extend your leave or explore workplace accommodations under the Americans with Disabilities Act (ADA) or equivalent local regulations.

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