Management referrals to occupational health
Managers may refer individuals to occupational health for advice on a range of problems or difficulties which are or may be affecting an individual’s ability to work effectively and/or efficiently.
Reasons for referral
The range of problems which may lead to a referral includes:
- actual or suspected adverse health affects to an individual from work
- long-term or frequent sickness absence (see also the policy statement on management of sickness absence)
- fitness for work following illness or injury
- deteriorating work performance/conduct associated with health problems
- work placement advice under the Disability Discrimination Act
- where the work itself or the working environment changes significantly
This list is not exhaustive; it is intended as a guide.
Procedure
The reason for referral for an Occupational Health opinion should be discussed with the individual concerned first, and the Link Human Resources Manager should also be consulted. Advice may also be sought from Occupational Health before making the referral, by telephone if preferred.
A referral must be in writing or by e-mail and the pro forma below may be used if wished. Managers should be aware that individuals have the right to see files about themselves so it is important to ensure that any referral information is factual. It is preferable not to name third parties in such referrals.
It is important to be clear in the referral request document why the referral is being made and what advice is being sought from Occupational Health.
Occupational Health Procedure
The usual procedure is for the individual to be contacted and invited to attend the Occupational Health Department for an initial assessment. Decisions are usually made at that stage whether additional medical information is required from the individual’s GP or consultant. This is likely to take a minimum of four weeks to obtain, and managers should be aware that the individual has the right to see any such report about him/herself before it is sent. It is necessary for an individual to give written consent for such a report to be requested. The consent is requested by Occupational Health. Should it be refused or given and later withdrawn, the individual will be informed that any management decisions about him/her will be made without the benefit of medical advice. It is very rare for this to happen.
The purpose of the Occupational Health consultation is to gather as much factual information about the situation as possible (this may require a workplace visit), to advise the individual of the outcome, and to report to the referring manager as soon as possible. This report is written and usually e-mailed to the referring manager. The e-mail is usually copied to the individual concerned and the relevant Human Resources Manager. If further appointments are considered appropriate they will be arranged with the individual directly and the manager informed in the report. Medical details are not discussed in such reports; they concentrate on the practical aspects to enable the manager to manage the situation/individual.
Case Conferences
It can be useful (and often timesaving) for the manager(s) involved to meet with Occupational Health and Human Resources (not the individual concerned) to discuss a management referral. This can be arranged with either Occupational Health or Human Resources.