Guide to making a good referral to occupational health
Making a referral to occupational health (OH) is a crucial step for HR professionals and managers aiming to support employees’ health, productivity and well-being. However, the content of the initial referral directly determines the quality and effectiveness of the advice provided in the report arising from an assessment.
A well-crafted referral can help OH clinicians address the right issues and give meaningful, actionable advice. Here’s a guide for UK HR professionals and managers on how to make an effective OH referral.
Firstly, it’s important to remember that anything you include on a referral form is discoverable by the employee. If an employee submits a Subject Access Request, the OH provider will have to give them copies of all relevant information (unless to do so would damage their health or the health of others).
It is important to only include factually relevant, dispassionate and concise information. You should not include your own opinions (e.g. “We think the employee has heart disease/issues at home/is drinking too much” etc) and especially if you have not discussed your views with the employee first.
If you have performance concerns, you must have discussed them with the employee first too. If an employee discovers their employer has performance concerns and it’s news to the employee, it can derail the whole assessment process. It is possible that the employee may disagree with the information provided and the assessment may not proceed. You will very likely still be charged for the appointment in these circumstances.
If you indicate that ‘short-term absences’ are the reason for an assessment, you should provide a detailed summary of the absences, including the dates and reasons for each absence. Without this information the assessing clinician will have to rely on the employee’s recollections of the reasons for any absence.
Essentially, the referral is your opportunity to paint a picture for the assessing clinician (and anyone who may view the paper trail in the future) of everything you need the clinician to consider, to demonstrate that you are fairly supporting your employee.
All referring managers should consider the advice below, which is structured into key steps relevant to a referral.
1. Be clear on the purpose of the referral
Clearly identify why you’re making the referral. Common reasons for OH referrals include long-term sickness absence, recurring short-term absences, concerns about an employee’s health affecting performance or helping an employee return to work after illness or injury.
Defining the goal – what you want to get from the referral – is the foundation of a good referral. The more specific you are, the more targeted and relevant the report will be.
2. Be detailed and clear on the referral form
Provide as much relevant information as possible, avoiding vague statements and subjective opinions. Most OH providers will have a referral form to make sure all the relevant information is captured, although you can also instruct some OH providers by letter.
You should always include the details such as the length of service, job role, why you need the assessment and any adjustments already in place.
You must include detailed information about the employee’s tasks. A full job description is preferrable. Any safety-critical work needs to be included too (e.g. working at heights, with machinery etc). This helps OH assess the compatibility of the employee’s health with their duties.
3. Ask the right questions
The type of questions you pose to OH can shape the quality of advice you receive. It’s important to consider that you are posing the questions to the clinician conducting the assessment, to obtain their opinions and advice, rather than to the employee. Useful questions might include:
- Is the employee fit to carry out their full duties?
- Can adjustments to their role or work environment improve their condition?
- Will the employee’s condition fall under the Equality Act 2010, requiring long-term accommodations?
- What are the recommended steps for a phased return to work?
As a principle, it’s worth putting as much thought as possible into what you’re seeking from the assessment, then work the questions towards giving you that outcome.
You may wish to consider including adjustments that may be easier for the business to implement. The law expects you to consider re-deployment if someone has a disability and is not able to perform their role as you would wish. You can include any preferred alternative roles or duties with the referral, then ask if they may be suitable or not.
4. Maintain communication with your employee
It’s essential to keep the employee informed and engaged throughout the process. You should explain why the referral is happening, the benefits it can bring and address any concerns they may have at the earliest opportunity.
Occupational health works best when everything is transparent and open. It is not possible to conduct an assessment based upon information that is withheld from the employee – nothing can be withheld from the employee.
You may find our “What to expect from occupational health” guide useful too.
5. Think about what you will do with the advice
When you receive a report from occupational health, it’s a good idea to have thought about what steps you may take in advance of the
report arriving. It’s important to reflect that occupational health can only inform and advise. It is up to the employer to decided what to do with the advice. No occupational health clinician will ever say “and now you should dismiss”.
Our guide to occupational health reports has much more on the topic.
A good referral can make all the difference in how quickly and effectively an employee gets back on track. By being clear, specific, and considerate, referring managers can maximise the value of their OH service, with the aim of benefiting both the employee and the organisation.
References:
ACAS, Managing Absence: ACAS Guide
Health and Safety Executive: Buying support from professionals
CIPD: Occupational Health Explained
GOV.UK, Fit Notes: GOV.UK Fit Notes
Equality and Human Rights Commission: Reasonable Adjustments
About Occupational Health Assessment Ltd – a nationwide
occupational health provider
Occupational Health Assessment Ltd provides rapid access to expert occupational health support for businesses across the United Kingdom. Appointments are available nationwide within two days.
With a unique occupational health assessment service, night worker health assessments, fitness certifications and access to clinics in Belfast, Birmingham, Bradford, Brighton, Bristol, Cardiff, Coventry, Derby, Edinburgh, Glasgow, Hull, Leeds, Leicester, Liverpool, London, Manchester, Newcastle, Northampton, Nottingham, Plymouth, Portsmouth, Reading, Sheffield, Southampton, Stoke, Surrey and more, the business provides high quality, expert medical advice.
Please contact us for further information or assistance.