Who
The employer, for all employees, not only for employees with a disability.
Workplace reintegration management, conducted properly.
From the invitation to the signed report. The employee chooses who holds the conversation: an AI avatar in a fixed structure, or a person from Persohap. Persohap's BEM case management writes and signs the report, and you receive a summary of the work-related topics with recommendations. The employee's original answers stay confidential.
43 days
Sick days after which BEM is offered
18
Questions in a fixed order and wording
21 days
To answer, then a new invitation
Alex AI BEM avatarConfidential
“Hello, I'm Alex, your personal AI BEM avatar. I'm conducting the BEM conversation with you.”
18 questions follow
Who receives what
- EmployeeThe full conversation
- PersohapThe confirmed answers
- EmployerSummary and recommendations
- Everyone elseNo access
01Legal framework
What § 167 Abs. 2 SGB IX sets out.
The provision in brief, close to its wording.
When
When an employee has been unable to work, fully or partly, for more than six weeks within one year, in one stretch or in total. More than six weeks means from day 43.
What
Clarifying how the incapacity can be overcome, which services or support can prevent renewed incapacity, and how the job can be kept.
With whom
Together with the works council and, for severely disabled employees, also the representative body for severely disabled employees.
Consent
Only with the consent and participation of the employee.
02The process
From the invitation to the signed report.
Seven steps. Each one is recorded with its date and time.
The offer, from the employee record
HR or the responsible manager starts the offer from the employee's record, with the days of absence and the employee's position. Below 43 days, the system refuses the offer.
Position from the employee recordThreshold checked
A separate invitation
The employee receives a separate email: what BEM is, when it is offered, how to name a person of trust, what the decision means, and where to read the law. A copy goes to the works council and the representative body for severely disabled employees. No email contains health data.
Accept or decline from the emailCopy to works council and SBV
21 days to answer
If there is no answer within 21 days, a new invitation goes out automatically, up to three. The last one says that without an answer the offer counts as declined. When the employee first opens the invitation is recorded as proof of receipt.
Automatic follow-upProof of receipt
Informed consent
Before accepting, the employee confirms that they have read and understood the information and that they may bring a person of trust, gives the data-protection consent, and chooses who holds the conversation: the AI avatar, with an explicit consent to AI, or a person from Persohap. A named person of trust is told by email that their name is stored.
AI or a person, the employee decidesPerson of trust informed
The conversation
With the AI avatar, in German or English: a fixed opening, 18 questions in a fixed order and wording, and a fixed close. It knows the employee's position, never asks for a diagnosis and proposes no measures. In a case with a recognised disability, it first welcomes the members of the representative body and the works council and asks the employee to agree to their presence. Whoever declines AI talks to a person from Persohap instead.
Up to 30 minutesCrisis helplines included
The employee confirms
The conversation becomes a summary in the employee's own words, organised by fixed topics. The employee corrects it and confirms; nothing moves on without that confirmation. The full conversation can be downloaded as a PDF.
The employee owns the textPDF download
Report, signature and deletion
Persohap's BEM case management reviews the confirmed answers, writes the report and signs it, which delivers it in Persohap to you and the employee: a summary of the work-related topics and recommendations for possible measures, with no health information beyond restrictions at work. 14 days later, everything except the status and the dates is deleted.
Signed by a personNo original answers to the employer
03The conversation
One structure, asked word for word.
With the AI avatar: a fixed opening, 18 questions in eight topics, and a fixed close. The order and the wording are set: the avatar cannot skip a question or end the conversation early. It takes up to 30 minutes, in German or English.
2 questionsCurrent situationHow the employee is, and whether they are working, on sick leave or on a graded return.
4 questionsWork and healthCauses of the absences, whether they recur, difficulties with tasks, and medical restrictions without a diagnosis.
1 questionStrain at workWhat puts a strain on the employee at work, and what should change.
4 questionsGoalsA good outcome of the BEM, what the employee can contribute, what the employer could do, and who should be involved.
3 questionsMedical careTreatment, rehabilitation and a graded return, at the level of yes or no.
1 questionSkills and qualificationsWhere the employee's skills and qualifications are best used in the company.
1 questionIdeas for measuresChanges or support that would help the employee work well again.
2 questionsPersonal situationVoluntary and asked last: personal difficulties that affect work, and the support that would help. Never passed on to the employer.
04Who receives what
Each party receives what it needs.
Access is decided by role and checked on the server for every request.
EmployeeThe full conversationTheir own conversation and confirmed summary at any time, the conversation as a PDF, and the right to end the BEM whenever they want.
PersohapThe confirmed answersPersohap's BEM case management reads them in Persohap, holds the conversation itself when the employee declined AI, and writes and signs the report.
EmployerSummary and recommendationsThe signed report: a summary of the work-related topics and recommendations for possible measures, for 14 days, plus the status and dates of the case. Never the original answers.
Everyone elseNo accessAccess is checked on the server for every request. There is no other way in.
05Pricing
A fixed price per case.
Billed per BEM case, from the invitation to the signed report. One conversation is included. Which price applies is the employee's choice: whoever declines AI gets a conversation with a person.
Avatar conversation149 €An AI avatar conducts the first conversation. A Persohap psychologist reviews the documentation, closes the case and signs.per case, excl. VAT
Conversation with a psychologist289 €A Persohap psychologist conducts the conversation and writes the documentation. The process, the documentation and the confidentiality are the same.per case, excl. VAT
06Questions
About the BEM module.
After how many sick days is BEM offered?
From day 43.
The law speaks of more than six weeks within one year, in one stretch or in total. Below that, the system refuses the offer.
What does the employer receive?
A summary, never the original answers.
A summary of the work-related topics and recommendations for possible measures, signed by Persohap's BEM case management, plus the status and dates of the case.
Can the employee decline?
Yes, at any time.
The employee can decline, agree later instead, or end the BEM at any time without giving a reason.
Does the AI propose measures?
No.
The avatar asks the questions and listens. Recommendations come from Persohap's BEM case management, and measures are agreed by people.
What if the employee does not answer?
A new invitation after 21 days.
Every invitation has a 21-day deadline. Without an answer, a new invitation goes out automatically, up to three. Without an answer to the last one, the offer counts as declined; the employee can still accept it later.
Can the employee bring a person of trust?
Yes.
The invitation explains how, and the employee can name the person of trust when accepting.
Where is the data?
In Frankfurt.
Hosted in Germany, encrypted in transit and at rest, separated per organisation.
What does a BEM case cost?
149 € or 289 €
Per case: 149 € with an avatar conversation, 289 € when a psychologist conducts it. Net, plus VAT.
Does the employee have to talk to an AI?
No.
The employee chooses: the AI avatar, after an explicit consent to AI, or a conversation with a person from Persohap. The price depends on that choice.
How long is the data kept?
14 days after the report.
Then everything except the status and the dates is deleted. If the employee ends the BEM, everything is deleted at once, except the fact that it was ended.
Get started
Set up BEM once, properly.
Thirty minutes: your case numbers, your process, and the documentation you receive at the end.