Guides
How to Talk to an Employee
About an Occupational Health Referral
Keeping the workforce happy, healthy & safe
Talking about an Occupational Health Referral (OH Referral) doesn’t have to be difficult. With the right approach, it can show your commitment to supporting your employee’s wellbeing and create a healthier, more productive workplace.
1. Prepare before the conversation
- Know the purpose: Be clear on why you’re making the oocupational health referral (e.g. long-term absence, recurring short absences, concerns about fitness for work, or workplace adjustments).
- Have the facts ready: Absence history, any relevant job requirements, and your main questions for occupational health.
2. Set the right tone
- Be open, supportive, and professional.
- Emphasise that the referral is not a disciplinary action but a way to support them.
- Use plain, non-medical language to explain what occupational health does.
- Listen to the employees concerns.
Example opener:
“I’d like to talk about how we can support you at work. One option is to refer you to occupational health. Their role is to give independent advice about your health and how it relates to your job—not to share private medical details with us.”
3. Explain the process clearly
Employees often fear that occuptional health will share sensitive information with their employer. Be clear about:
- Confidentiality: The clinician only shares recommendations relevant to work, not private medical details.
- Consent: The referral only goes ahead with their agreement.
- What happens next: They’ll meet an OH clinician (in-person, phone, or video), who will prepare a report for you.
Key reassurance:
“The report we receive won’t be about your medical history – it will focus on practical advice, like adjustments or support that could help you at work.”
4. Focus on benefits
Help the employee see the occupational referral as a positive step. Benefits might include:
- Specialist advice to help them stay in or return to work.
- Recommendations for reasonable adjustments (temporary or long-term).
- Guidance that protects their wellbeing and meets legal requirements (e.g. Equality Act).
- A chance to have their perspective considered by an independent professional.
5. Involve the employee
- Encourage them to ask questions about the process.
- Be open to their concerns and acknowledge feelings of anxiety or mistrust.
6. Summarise and confirm next steps
- Agree on the referral and gain consent.
- Explain how long it will take and when they can expect an appointment.
- Let them know they will be sent a copy of the report before it is sent to the employer.
7. Follow up
- After the referral, arrange a meeting to discuss the recommendations.
- Work with HR and the employee to agree any adjustments.
- Keep the focus on support and solutions.
Want to know more?
For a full overview, see our Management Referrals page.
Make a Management Referral
Download or complete the Management Referral form below.
If you would like help with completing one of our forms please go to our How to Complete a Management Referral page for guidance.
If you would like advice on how best to complete the referral please call us on 01225 809099 to discuss your case with us. We believe this will ensure you can get the support you require and can achieve a clear and transparent process for all involved.
We use a secure and encrypted video consultation system to provide the very best remote consultations with your employees.