The interactive process is a timely, good-faith exchange between an employer and an applicant or employee to understand an accommodation need and consider effective options. It is a process of individualized problem-solving, not simply a form to approve or deny.
Why this matters for employers
A productive discussion focuses on job functions, relevant limitations, and possible adjustments. Employers should avoid demanding broad medical histories or letting a request sit while departments debate ownership. Documentation should show what was considered and why. Medical information needs appropriate confidentiality, and the process may need to resume if an accommodation is not effective or circumstances change.
What employers should review
- Acknowledge the request and identify a responsible HR contact.
- Clarify the work-related need and the information reasonably necessary to evaluate it.
- Consider effective alternatives with the employee rather than assuming only one option exists.
- Record next steps, decision reasons, implementation dates, and follow-up.
Employer example
An employee returning from leave has a temporary restriction affecting one task. HR consults the manager about essential duties and discusses possible adjustments with the employee. The review should not stop at the statement that everyone must be fully healed. The employer needs to assess the actual job and available options under the governing rules.
Frequently asked questions
Is completing a form enough?
No. A form can organize information, but the employer still needs meaningful communication and consideration of the individual circumstances.
What if the first accommodation does not work?
Revisit the discussion and assess alternatives. A documented follow-up helps distinguish an ineffective adjustment from a failure to implement the agreed arrangement.
Put the definition into practice
Employer's Guardian can help employers coordinate policies, documentation, and day-to-day employer decisions. Explore our HR outsourcing support and performance management support, or speak with our team about your workforce.
Related employer terms
Official reference: EEOC: an ADA primer for small business.
General educational information, not legal or tax advice. Requirements vary by jurisdiction and circumstances. Consult qualified counsel or tax advisers about specific obligations.
