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Persons and organisations involved in the rehabilitation process

Manager in charge

The manager who is responsible for rehabilitation, according to the applicable order of delegation, is ultimately in charge of rehabilitation of a sick employee throughout the period of rehabilitation.

The manager is to be attentive of early signs of ill health among his/her employees and attempt to remedy this. The manager shall also regularly follow up the employee on sick leave and is responsible for the implementation of the rehabilitation plan.

It is important that the manager documents and follows up the various rehabilitation measures that are taken. This is so that there is no doubt among the persons involved as to what has been agreed and it is possible to see what has been done if someone else takes over a case.

The employee

The employee is responsible for actively trying to regain his/her work capacity and submitting medical documentation and assistance in obtaining the information required for the need for rehabilitation to be determined.

The employee is to participate in rehabilitation planning and then actively participate in various rehabilitation measures.

HR department

The HR department is a specialist resource that can provide advice and support throughout the rehabilitation process.

If the employee cannot work within the department for rehabilitation then KI's HR department can help to find alternative solutions within or outside of KI. The HR department never assumes the responsibility of the department for the rehabilitation.

If necessary it is possible for internal coaches to offer supportive personal consultations. These discussions are based upon the needs of the individual employee. The employee may receive help in finding new ways and methods of orientation in one's future work and life. These discussions are concluded in concrete action plans on the individual level.

The HR department also has overall responsibility for developing routines and policies for rehabilitation at KI.

Rehabilitation networks

The purpose of rehabilitation networks is to work proactively to prevent ill health in the organisation and start rehabilitation efforts as soon as possible that result in return to work within KI or to alternative career paths.

As a workplace Karolinska Institutet wishes to contribute to cooperation among the various above-mentioned persons involved, i.e. manager in charge, employee, HR department, Health Promotion, Previa/certifying physician, employee organizations, the Swedish Social Insurance Agency and Swedish Public Employment Service.

There are two geographical rehabilitation networks at Karolinska Institutet: one for the departments that belong to the Solna campus and one for those that belong to the Huddinge Campus.

Depending upon the character of the case, these networks include representatives from the HR department, Swedish Social Insurance Agency, Previa, Health Promotion and the Swedish Public Employment Service. They participate in order to support employees who want/need to find a solution that leads to improved health and work capacity, reduced stress or alternative careers. The manager's and employee's responsibility are to be the focus of network meetings and the other persons involved serve to support them. The rehabilitation networks meet on a regular basis once a month.

For more information, contact the HR department

Health Promotion

Health Promotion is a KI resource that offers support in health-related issues

  • of a preventive nature,
  • during rehabilitation, and
  • after rehabilitation.

Health Promotion activities

Previa/Certifying physician

The certifying physician is responsible for medical issues and sick leave certification. It is easiest if the physician is from our occupation healthcare services, Previa, with whom we have developed cooperation and who is familiar with KI.

Previa can help with rehabilitation planning and other rehabilitation measures. Previa offers not only the support of a physician but also that of a physical therapist and supportive discussions.

Previa has two occupational nurses: one at Previa Haga and one at Previa Huddinge, who work to coordinate rehabilitation at KI. They receive new rehabilitation cases from KI. There are fixed appointment times once a month for Previa in Solna and Huddinge. See the form for rehabilitation planning. The rehabilitation coordinator meets with the employee and, if necessary, refers him/her to an appropriate professional, e.g. occupational healthcare physician or physical therapist.

Read more about Previa's activities, contacts and phone numbers

Swedish Social Insurance Agency

  • Makes sure that the person on sick leave has someone who is in charge of his/her case at the Swedish Social Insurance Agency.
  • Is responsible for coordinating necessary rehabilitation measures. This can be a question of contacting the employer, employee organisations, health care, employment service, social services and others involved.
  • Is to take the initiative for medical insurance investigations and rehabilitation planning directed toward working life if necessary.
  • Can, in some instances contribute to the funding of rehabilitation measures.

Employee organisations

Representative of employee organizations can be an important source of support for an employee during his/her rehabilitation. Find out from the employee whether or not a representative of a relevant employee organisation should participate in rehabilitation work.

Swedish Public Employment Service

If it is determined that a person who is receiving sick allowance/pay will not be able to return to his/her regular job or other work for his/her employer then the possibility for doing a job on the regular labour market must be investigated.
In such case the Swedish Public Employment Service is an important resource for helping the individual to find a new job.


It is important that rehabilitation cases are handled with discretion and that secrecy is maintained. Secrecy in personal social situations and personal care-giving operations is regulated in Sweden though the Official Secrets Act, Chap. 7, Section 11. This is applicable to everyone who is involved in the rehabilitation work.

"Secrecy is applicable to the public authority's personnel administrative operations regarding information on the health status of an individual and information about an individual person's relationships in reference to matters of transfer or pensioning an employee if it can be assumed that the individual or anyone close to him/her might suffer if the information were to be divulged. Secrecy is not, however, applicable in matters of employment or disciplinary issues nor is it applicable to decisions in other matters referred to in this paragraph." (Secrets Act, Chap 7. Sect 11, paragraph 3).