A few months ago, a Director of HR at a mid-sized retail company shared a story with us. One of their store managers had submitted an accommodation request for a cashier experiencing chronic migraines. It seemed simple enough—a request for a modified lighting schedule. But instead of a resolution, the request bounced between a third-party vendor and the employee for weeks. By the time HR even heard about the delay, the employee had quit.
“I felt like we failed her,” the Director said. “And the worst part? We didn’t even know it was happening.”
This isn’t a one-off scenario. As accommodation requests become more frequent and more complex, many companies are realizing that their current systems—whether it's an outsourced partner, a claims platform, or an internal help desk—aren’t built to handle the nuance, urgency, and legal implications of workplace accommodations.
Let’s explore the different ways companies manage accommodations today, why many of these methods fall short, and what a modern, human-centered approach should look like.
Up first, we’ll cover the purely internal management of accommodations (often referred to as ‘insourced’). There are a few ways companies are handling accommodations internally.
The latest trend? Routing accommodation requests through the same platform used for IT issues, HR tickets, or onboarding checklists.
These tools are great for standardizing processes. But accommodations are anything but standard.
These tools weren’t built for medical disclosure or legal compliance. And using them for accommodations can do more harm than good—especially when a case gets escalated.
Yes, you read that correctly. We’ve spoken to companies that manage accommodation requests – and all of the related follow up – via spreadsheets on their computer or literal sticky notes tacked to their desk.
This carries the same risk as ticketing systems and workflow tools – only worse. Spreadsheets lack robust privacy settings, complete lack of automation means requests can sit untouched for weeks, and sticky notes are hardly HIPAA compliant.
There’s got to be a better way.
Next up there are outsourced options. These are external vendors, systems, and/or brokers that manage the end-to-end accommodations process with little involvement from the employer. Let’s review what that could look like.
TPAs are external vendors that manage requests on behalf of the employer, often the same ones who handle leaves or disability insurance. They step in to relieve HR of the administrative burden.
Sounds good in theory. But what happens in practice?
These partners often lack context for an employee’s job, team dynamics, or workplace culture. They rarely speak with managers, and requests often feel transactional. There’s no real dialogue—just a checklist.
Employees are forced to share deeply personal medical information with someone outside their organization, which can feel cold, confusing, and even invasive. And the back-and-forth between the employee, TPA, and HR? It can delay support for weeks.
We’ve heard from HR leaders who didn’t find out an employee’s accommodation was denied until an exit interview. Let that sink in.
Some organizations try to handle accommodations using the same systems they use for FMLA or disability claims. It’s a logical shortcut—everything’s in one place, right?
But accommodations aren’t claims. They’re not static forms with binary decisions. They’re iterative, interpersonal, and require judgment. Claims platforms are rigid. They assume a one-size-fits-all workflow—upload a doctor’s note, wait for a response, done.
We recently spoke with a global employer who used a claims system to manage accommodations. When asked how they handle manager conversations or nuanced mental health requests, they said, “We just add notes in the margins and hope someone reads them.”
That’s not a process—it’s a liability.
Over the past few years, accommodation requests have skyrocketed. Between the pandemic, the rise of long COVID, new laws like the PWFA, and increasing mental health disclosures—HR is handling more accommodations than ever before.
And they’re more complicated, too.
These aren’t check-the-box cases. They require understanding, creativity, and coordination across departments. That’s why many companies are bringing the process back in-house—but with more structure, better tools, and clearer accountability. We call this co-sourced accommodations management.
One of our clients told us, “We tried outsourcing accommodations, but we kept getting burned. Now, we’re bringing it back under HR—but we need support. We can’t just do this over email anymore.”
Managing accommodations internally doesn’t mean doing it alone. It means owning the process—with the right tools, workflows, and visibility to do it well.
Here’s what modern HR teams need:
That’s where most systems break down. They’re either too rigid, too outsourced, or too generic.
Co-sourced platforms (like Disclo!) are built specifically to solve this exact problem. They’re not a claims system, they’re not a leave platform, and they’re definitely not a ticketing tool.
We’re a little biased, but for good reason. Disclo is the first end-to-end solution built specifically for managing workplace accommodations—with the needs of employees, HR, and legal teams in mind.
With Disclo, you get:
We’re helping employers replace fragmented, reactive processes with something better—something that works.
Accommodations are more than a compliance box. They’re a chance to build trust, prevent legal risk, and support your people when it matters most. But only if the process works.
If you're still managing accommodations through an insurance claim system, an IT helpdesk tool, or an outside vendor that doesn't know your team from a spreadsheet—you’re not alone. But it doesn’t have to stay that way.
Disclo is here to help you bring accommodation management into the modern era—securely, efficiently, and with heart. Because doing this right isn’t just about the law. It’s about leadership.
Learn why traditional accommodation systems fail and how co-sourced solutions offer a better approach that balances compliance, efficiency, and employee care.
A few months ago, a Director of HR at a mid-sized retail company shared a story with us. One of their store managers had submitted an accommodation request for a cashier experiencing chronic migraines. It seemed simple enough—a request for a modified lighting schedule. But instead of a resolution, the request bounced between a third-party vendor and the employee for weeks. By the time HR even heard about the delay, the employee had quit.
“I felt like we failed her,” the Director said. “And the worst part? We didn’t even know it was happening.”
This isn’t a one-off scenario. As accommodation requests become more frequent and more complex, many companies are realizing that their current systems—whether it's an outsourced partner, a claims platform, or an internal help desk—aren’t built to handle the nuance, urgency, and legal implications of workplace accommodations.
Let’s explore the different ways companies manage accommodations today, why many of these methods fall short, and what a modern, human-centered approach should look like.
Up first, we’ll cover the purely internal management of accommodations (often referred to as ‘insourced’). There are a few ways companies are handling accommodations internally.
The latest trend? Routing accommodation requests through the same platform used for IT issues, HR tickets, or onboarding checklists.
These tools are great for standardizing processes. But accommodations are anything but standard.
These tools weren’t built for medical disclosure or legal compliance. And using them for accommodations can do more harm than good—especially when a case gets escalated.
Yes, you read that correctly. We’ve spoken to companies that manage accommodation requests – and all of the related follow up – via spreadsheets on their computer or literal sticky notes tacked to their desk.
This carries the same risk as ticketing systems and workflow tools – only worse. Spreadsheets lack robust privacy settings, complete lack of automation means requests can sit untouched for weeks, and sticky notes are hardly HIPAA compliant.
There’s got to be a better way.
Next up there are outsourced options. These are external vendors, systems, and/or brokers that manage the end-to-end accommodations process with little involvement from the employer. Let’s review what that could look like.
TPAs are external vendors that manage requests on behalf of the employer, often the same ones who handle leaves or disability insurance. They step in to relieve HR of the administrative burden.
Sounds good in theory. But what happens in practice?
These partners often lack context for an employee’s job, team dynamics, or workplace culture. They rarely speak with managers, and requests often feel transactional. There’s no real dialogue—just a checklist.
Employees are forced to share deeply personal medical information with someone outside their organization, which can feel cold, confusing, and even invasive. And the back-and-forth between the employee, TPA, and HR? It can delay support for weeks.
We’ve heard from HR leaders who didn’t find out an employee’s accommodation was denied until an exit interview. Let that sink in.
Some organizations try to handle accommodations using the same systems they use for FMLA or disability claims. It’s a logical shortcut—everything’s in one place, right?
But accommodations aren’t claims. They’re not static forms with binary decisions. They’re iterative, interpersonal, and require judgment. Claims platforms are rigid. They assume a one-size-fits-all workflow—upload a doctor’s note, wait for a response, done.
We recently spoke with a global employer who used a claims system to manage accommodations. When asked how they handle manager conversations or nuanced mental health requests, they said, “We just add notes in the margins and hope someone reads them.”
That’s not a process—it’s a liability.
Over the past few years, accommodation requests have skyrocketed. Between the pandemic, the rise of long COVID, new laws like the PWFA, and increasing mental health disclosures—HR is handling more accommodations than ever before.
And they’re more complicated, too.
These aren’t check-the-box cases. They require understanding, creativity, and coordination across departments. That’s why many companies are bringing the process back in-house—but with more structure, better tools, and clearer accountability. We call this co-sourced accommodations management.
One of our clients told us, “We tried outsourcing accommodations, but we kept getting burned. Now, we’re bringing it back under HR—but we need support. We can’t just do this over email anymore.”
Managing accommodations internally doesn’t mean doing it alone. It means owning the process—with the right tools, workflows, and visibility to do it well.
Here’s what modern HR teams need:
That’s where most systems break down. They’re either too rigid, too outsourced, or too generic.
Co-sourced platforms (like Disclo!) are built specifically to solve this exact problem. They’re not a claims system, they’re not a leave platform, and they’re definitely not a ticketing tool.
We’re a little biased, but for good reason. Disclo is the first end-to-end solution built specifically for managing workplace accommodations—with the needs of employees, HR, and legal teams in mind.
With Disclo, you get:
We’re helping employers replace fragmented, reactive processes with something better—something that works.
Accommodations are more than a compliance box. They’re a chance to build trust, prevent legal risk, and support your people when it matters most. But only if the process works.
If you're still managing accommodations through an insurance claim system, an IT helpdesk tool, or an outside vendor that doesn't know your team from a spreadsheet—you’re not alone. But it doesn’t have to stay that way.
Disclo is here to help you bring accommodation management into the modern era—securely, efficiently, and with heart. Because doing this right isn’t just about the law. It’s about leadership.
