Occupational health assessments: Managers guidance

When should I request an occupational health assessment?

You should consider referring members of staff to occupational health if you notice or they report any issues that they may have in relation to their health.

This could be mental or physical health conditions. Members of staff may be off work or still at work.

You should discuss occupational health referral with the member of staff before submitting a referral to explain the reason for doing so and what support can be offered to them.

Examples of when referral may be helpful  

What will I need to do?

You need to complete a referral form with up-to-date contact details for both yourself and the person you are referring.

Please include details on the job role of the individual, your reasons for concern and any support already in place for them. Avoid leaving any sections on the form blank. 

If you have ideas on adjustments then it is also helpful for you to put these in the form.

It is recommended that the referral form is shared with the member of staff for transparency and so they are not surprised by anything they will be asked in the consultation.

The occupational health service need to be informed of all appropriate information including any completed ‘stress in the workplace risk assessments’ and whether the member of staff undertakes any secondary work – including staff bank – so they can ascertain whether it is appropriate for them to continue to undertake such employment during sickness absence.

Who will the appointment be with?

NewcastleOHS will receive the referral and contact the member of staff directly by email to arrange an appointment with one of our occupational health team members.

This appointment may be by telephone in the first instance. You will be copied into details of the planned appointment.

What happens at the consultation?

In the consultation the member of staff will be assessed by one of our clinicians. This independent consultation provides the opportunity to discuss concerns they may have about work and their health. They will ask you questions about the member of staff’s general health and wellbeing.

The clinician will work with the member of staff to come up with a plan to support them at work and signpost them to appropriate services.

At the end of the consultation, the clinician will write a report agreed with the member of staff which will be sent to your manager and HR officer.

What is the purpose of the consultation?

Occupational health aim to gain relevant information on the employees health and work so that we can provide you with an accurate, independent, fair, concise and useful opinion on fitness to work.

What about confidentiality?

Occupational health appointments are confidential, this means that what is discussed in the appointment will not be shared with you or HR. Reports written to you are shared with consent from the employee.

Why can’t I use the GP instead?

GPs are the expert for treating illness, but occupational health physicians are more familiar with the workplace. They are trained in and experienced at understanding how health can affect work, how work could affect health and what reasonable adjustments may be appropriate to help support employees and managers. 

In some cases OH may write to the GP or specialist (with consent) to request further information.

What if the employee refuses to attend or just don’t turn up?

Members of staff usually engage with occupational health. However, in this scenario you may have to make decisions with support from human resources team, without the value of an independent occupational health report.

What happens after the consultation?

The team member will ask if the member of staff if they wish to receive a copy of the report before, or at the same time as you.

We will then send the report to the member of staff, usually within 5 working days of the appointment. They will read it and then approve the final version to be sent to you.

Most employees consent to the report being released simultaneously to both yourself and human resources team.

A return to work plan should be completed where applicable.

What will the report include?

• A confirmation of fitness for work
• A likely date when the member of staff may be able to return to work (if they are currently off work)
• Whether there is a confirmed medical problem which may affect performance or attendance
• Recommendations for a workplace adjustment plan or recommendations regarding other reasonable workplace adjustments.
• A professional view on whether the employment tribunals may consider the disability provisions of the Equality Act applies to these circumstances.

Any recommendation and advice we provide is given by an occupational health specialist so it would useful for you to give some thought as to whether our suggestions are reasonable, practical and possible to implement.

It can be helpful to document the reasons why adjustments may not be possible and whether consideration of redeployment is required.

If the adjustments are not possible a further discussion with occupational health, the member of staff and human resources can assist in the form of a case conference.

If a member of staff is unable to return to work in any capacity, termination on grounds of health and or an application of early release of pension on grounds of health may be required.

Occupational health physicians can assist in these matters and often early discussion assists the employee.

Management referral to OHS form

If a manager has any concerns about the effects of work on a member of staff’s health, or the effects of an member of staff’s health on their ability to work: referral to OHS should be considered. OHS offers advice to managers and can assist employees with their health problems.