Paid leave requests are on the rise in healthcare workplaces nationwide. Here at HR for Health, we’ve seen an uptick in calls and messages from clients concerned about handling new leave laws, integrating flexible time-off options, and ensuring ongoing compliance.
As more employees seek extended or more frequent leaves—whether for medical reasons, family obligations, or even “pawternity” time—healthcare employers need to adapt their policies and practices swiftly. Now, we will explore why these requests are increasing, highlight recent legislative changes, and offer best-practice guidelines for balancing employee needs with operational demands.
Why Paid Leave Requests Are Increasing
Healthcare has always been a demanding field, but recent developments have exacerbated the paid time off request increases. From public health concerns to changing workforce demographics, a variety of factors have converged to shape this new wave of leave requests.
- Employee Wellness Emphasis: Many healthcare professionals are prioritizing self-care and mental health. This shift is reflected in everything from routine sick leave and stress management breaks to longer-term leaves for family or personal recovery. As a result, organizations are grappling with how to stay flexible and supportive.
- Legal and Cultural Changes: The broader conversation around paid leave has gained momentum nationwide. States like Alaska, Michigan, Missouri, and Nebraska are rolling out new sick leave legislation, while some local jurisdictions are considering more expansive leave definitions, including allowances for pet-related absences (sometimes called “pawternity” leave) although none have passed yet.
- Changing Workplace Culture: The rising popularity of remote or hybrid work has led employees to expect greater flexibility across the board. That includes a more accommodating approach to time off. In PTO in healthcare settings, this expectation can clash with fixed shift requirements and mandatory patient care coverage, demanding careful policy planning.
Navigating New and Upcoming Leave Laws
Recent legal shifts underscore the importance of staying on top of compliance for paid leave requests. As states tweak their legislation or introduce completely new policies, healthcare employers can’t afford to be caught off-guard. Employers can stay ahead of these changes by using an HR management solution that automatically integrates new laws and regulations into their employee handbooks and payroll systems to stay in compliance.
- Alaska (Effective July 1, 2025): Employers with 15 or more staff must provide up to 56 hours of sick leave annually; smaller employers, up to 40 hours.
- Michigan (Rolling changes in 2025): Larger practices (11+ employees) must begin offering paid sick leave in February, while smaller ones have until October.
- Missouri (Starting May 1, 2025): Employers with 15 or more employees need to provide 56 hours of paid sick leave; smaller ones, 40 hours.
- Nebraska (Effective October 1, 2025): Employer size determines how many hours of sick leave employees can accrue each year, with larger organizations offering more.
Common Compliance Pitfalls
- Inadequate Handbook Updates: When states implement new requirements but an employee handbook remains outdated, confusion arises. Ensure your documentation clearly reflects each state’s policies, especially if you operate in multiple locations.
- Misclassification of Employees: Some practices mistakenly treat all staff as exempt from certain leave laws. In truth, categories and roles must be carefully assessed to avoid fines or legal repercussions.
- Poor Tracking and Communication: It’s easy to lose track of how much time each person has accrued or used. Without robust time-tracking tools, miscalculations can lead to compliance breaches and employee dissatisfaction.
Types Of Leave On The Rise
Beyond legislative mandates, everyday circumstances have sparked an uptick in specific categories of leave. Employees now seek more varied reasons and durations for stepping away from work.
Medical and Sick Leave
Healthcare settings have seen a noticeable paid time off request increase tied to personal illnesses and ongoing medical concerns. Employees often arrive armed with medical certifications, leaving employers little room to contest usage. While most requests are genuine, occasional misuse poses dilemmas if an employer suspects that an employee is not truly sick but still has valid documentation.
Family and Maternity Leave
Greater family awareness and planning have led to more advanced maternity leaves. On the positive side, this foresight helps employers organize coverage. However, when multiple maternity leaves occur around the same time, employee scheduling can become a major challenge. Encouraging open dialogue and early planning ensures that patient care remains uninterrupted.
Pet Care or “Pawternity” Leave
Though not formally recognized in any current laws laws, the concept of using paid leave to care for ailing pets or to help new puppies or kittens settle in is gaining attention. From an employer standpoint, deciding whether to accommodate these requests is often a question of culture. Some offices incorporate flexible PTO structures, allowing employees to use time off for whatever they deem essential, including pets.
The Impact On Healthcare Workflows
Every absence in a medical or dental office influences patient scheduling, staff workload, and overall morale. As paid leave ramps up, it’s crucial to plan effectively so that neither patients nor fellow team members bear undue burdens.
Maintaining Patient Care Standards
Patient appointments typically follow a strict timetable. If a nurse, dental assistant, or front-desk staff member takes unplanned leave, rescheduling can be difficult. To mitigate such disruptions:
- Cross-Train Employees: If multiple employees know how to handle key tasks, one person’s absence is less likely to create chaos.
- Use Temporary Staffing: Have a system for calling on part-time or per-diem workers, allowing you to fill coverage gaps quickly.
- Keep a Contingency Schedule: Implement a flexible scheduling format (e.g., open blocks or “float” staff) that can accommodate last-minute absences without derailing patient care.
- Leverage Technology: Utilize scheduling software that sends real-time updates to staff. By automating notifications, you can swiftly reassign tasks or shift patient appointments when someone is out unexpectedly.
Minimizing Workplace Tension
A staffer who repeatedly calls out can breed resentment if co-workers must assume extra duties. Conversely, employees with legitimate personal emergencies may feel judged. Balancing compassion with fairness calls for:
- Consistent Enforcement of Policies: Apply leave guidelines uniformly, so no one feels singled out.
- Transparent Communication: Clearly explain how workloads will be managed during absences to reduce speculation or frustration.
- Shared Responsibility: Rotate coverage duties or reassign tasks so no single employee is overburdened when a colleague is out.
- Offer Workplace Support: Provide access to resources like an Employee Assistance Program (EAP) or HR counseling. This shows empathy and can help reduce stress that contributes to frequent absences.
- Rotate On-Call Duties: Establish a fair on-call system so each team member understands their role and timing, helping evenly distribute last-minute or emergency coverage.
Best Practices For Responding To Paid Leave Requests
Given the paid time off request increase, robust structures can keep your practice thriving without sacrificing employee satisfaction.
Update And Clarify Your Policies
Regularly review your employee handbook. Confirm it includes:
- Eligibility Criteria: State which employees can earn or use sick leave and at what rates they accrue.
- Request Procedures: Outline the process for requesting PTO in advance, as well as same-day absences and emergency leaves.
- Documentation Requirements: Where relevant, note if you require medical certificates or other proofs.
Focus On Documentation And Tracking
Accurately recording leave is half the battle in ensuring compliance and fairness:
- Automated Systems: Software designed for healthcare settings can track PTO balances in real-time and automatically log usage by pay cycle to ensure employees are getting paid accurately.
- Leave Calendars: Maintain a shared schedule showing who’s out and for how long. This fosters transparency and helps with scheduling.
Encourage Early Communication
Early notice is crucial for extended leaves like surgery recovery, maternity leave, or planned family obligations:
- Advance Requests: Motivate employees to request leave as early as possible, giving management time to find coverage.
- Check-Ins: If an employee indicates they’ll be out for more than a few days, consider scheduling check-ins or discussing a return-to-work date.
Accommodations For Unique Leave Requests
In certain cases—such as caring for pets or volunteering—there may be no legal framework requiring you to grant time off. However, providing flexible solutions can boost morale and retention. If you decide to allow “pawternity” or personal leave:
- Standardize the Policy: To avoid favoritism, create clear guidelines on how often employees can use this type of leave and whether it counts as paid or unpaid.
- Educate Managers: Ensure anyone involved in approvals knows the details so employees receive consistent answers.
Handling Potential Leave Abuse
While most employees use their paid time off responsibly, a small minority might exploit loopholes in your policy.
- Identify Patterns: If a specific staff member repeatedly takes days off around weekends or major holidays, it’s worth a discreet conversation.
- Require Documentation: If your policy says a medical certificate is mandatory after three consecutive days, enforce it uniformly.
- Consult HR or Legal Advisors: If you strongly suspect misuse but lack evidence, professional guidance helps you address the situation legally.
Key Takeaways And Next Steps
- Paid Leave Trend: Healthcare practices are seeing more requests for sick days, family obligations, and even “pawternity” time.
- Compliance Essentials: Keep up with evolving state laws (especially in Alaska, Michigan, Missouri, and Nebraska) and update your employee handbook accordingly. If you are using an always up-to-date handbook solution, then these new rulings will be added as they come into effect.
- Best Practices: Streamline your processes by encouraging early requests, adopting consistent time-tracking, and clarifying documentation requirements.
- Proactive Culture: Balancing PTO in healthcare with patient care demands is easier when policies are both empathetic and uniformly enforced.
Staying organized and mindful of employee well-being can help you manage the paid time off request increase effectively, preventing last-minute staffing dilemmas.
Contact HR for Health for Help Handling Shifts in Paid Leave Requests
Responding to a surge in paid leave requests can feel overwhelming, particularly in a high-stakes environment like healthcare. Yet with well-drafted policies, structured tracking systems, and open communication, your practice can maintain quality patient care and foster a positive employee environment. Here at HR for Health, we’ve designed a platform specifically for healthcare practices to comply with state and federal employment laws, accurately track and pay out on all leave requests, and provide expert HR advice to answer your unique leave related questions. If your practice is facing more frequent leave requests—or you simply want to prepare for a changing landscape—consider reviewing your policies now. Contact us today for help structuring your practice’s policies for success in this new environment.
