guides
Management Referrals FAQ
Keeping the workforce happy, healthy & safe
We know that referring an employee to occupational health can raise questions for both managers and staff.
To help, we’ve gathered answers to the most common queries about our management referral process – covering everything from confidentiality and consent to what happens after the assessment.
General FAQs
What happens after an occupational health assessment?
How quickly will I get a report back?
Unless it is a complex case reports are usually sent to the employee within 24-48 hours.
What’s the difference between OH and GP advice?
In short, a GP treats the illness; OH advises on how to manage the impact of that illness in the workplace.
- A GP’s role is to look after the employee’s overall health and provide treatment. Their medical certificates (fit notes) confirm whether someone is fit or not fit for work in general terms, but they may not go into detail about specific job demands.
- Occupational Health (OH) advice is different: OH clinicians focus on how an employee’s health condition affects their ability to perform their specific job role. They provide workplace-focused recommendations – such as adjustments, phased returns, or equipment – rather than general medical care. OH reports give managers practical, independent guidance for making decisions at work, while still respecting the employee’s confidentiality.
What is a resonable adjustment?
Adjustments are practical changes an employer makes to the workplace or to an employee’s role so that a health condition or disability does not put them at a disadvantage at work. They are designed to help the employee perform their job effectively, safely, and fairly.
The test of ‘reasonableness’ is for the employer or for the organisation to consider.
Examples of adjustments could include:
Workplace or Role Adjustments
- Changing or reducing specific tasks (e.g. lifting, night shifts, high-risk duties)
- Adjusting working hours (phased return, flexible start/finish, part-time temporarily)
- Modifying duties to avoid tasks that aggravate a condition
Physical Adjustments
- Ergonomic equipment (specialist chair, sit-stand desk, wrist supports)
- Relocating workstation (closer to facilities, better lighting, quieter area)
Supportive Adjustments
- Allowing time off for medical appointments
- Providing extra training or supervision if health has affected confidence
- Offering a buddy/mentor system during return-to-work
Policy Adjustments
- Extending sick pay or absence triggers during recovery
- Adjusting performance targets while an employee regains health
- Allowing home or hybrid working where feasible
FAQs for Managers and Employers
When should I refer an employee to occupational health?
Read our Guide: › Is it Time to Refer an Employee? A Managers Guide
Does employee consent to a referral have to recorded in writing or can it be verbal?
Consent can technically be given verbally, but best practice is to record it in writing and provide the employee with a copy of the referral.
This provides clear evidence that the employee understood the purpose of the referral, agreed to the process, and gave permission for occupational health to share a report with their employer.
What happens if the employee refuses the offer of a management referral?
Occupational health referrals are voluntary – an employee cannot be forced to attend.
While you can’t compel someone to attend, you can highlight that without occupational health advice, it may be harder for you to make fully informed decisions about adjustments or fitness for work.
What happens if the employee refuses to allow the employer to see the management report?
If an employee refuses consent for their report to be shared, the occupational health clinician cannot release it.
In this situation, you won’t receive formal advice on fitness for work, adjustments, or return-to-work planning.
You can still make management decisions based on the information you do have – such as absence records, performance, and any discussions with the employee – but you may need to proceed with less clarity.
It’s important to:
- Document that consent was not given.
- Explain to the employee that without a report, you’ll need to make decisions without clinical input.
- Seek HR or legal guidance if the situation is complex.
How should I share the referral form with the employee?
It’s best practice to share the completed referral form with the employee before it is sent to Occupational Health. This ensures transparency and gives the employee an opportunity to:
- See what information you’ve included (such as absence details or your referral questions).
- Correct any factual errors (for example, dates or job details).
- Understand exactly what Occupational Health will be asked to advise on.
You can share the form securely by:
- Emailing a copy and inviting the employee to confirm they’ve read it.
- Providing a printed copy in a private meeting.
Always keep a note of when and how it was shared. This helps build trust and demonstrates that the process is fair and open.
FAQs for Employees
My manager wants to do a referral. Am I in trouble?
Do I have to agree to the referral?
No, referrals are voluntary. But if you agree, it helps your manager make decisions about supporting you at work.
If you are not happy to engage with the referral, please discuss this further with your manager or HR.
I'm having problems coping at work. Can I self-refer?
Please speak with HR and ask them to check the company policy.
Will my manager know my medical history?
No. The clinician does not share your medical history without your consent.
The report shares work-related recommendations (like adjustments or timelines), not your private medical history.
Read more about › Management Referral confidentiality
Can I see the report before it goes to my employer?
Yes. You will be sent the report before it goes to the employer and you can request corrections to factual errors.
Will Occupational Health tell me if I’m “fit for work” or not?
The OH clinician will give an opinion to your fitness to work.
They give advice to your manager; your employer makes the final decisions.
What if I refuse to giving consent to the release of the report?
Please discuss this with your manager or HR.
Will this affect my job or pay?
OH advice itself doesn’t change your employment terms – it’s there to guide your employer on how best to support you.
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.