Services
Management Referrals
Swift, confidential occupational advice for your team.
Keeping the workforce happy, healthy & safe
On this page
About Management Referrals
Management Referrals or Occupational Health Referrals are made for a wide range of reasons – most commonly to aid where an employee’s health might be affecting their fitness to carry out their job, or their job may be impacting their health.
The occupational health assessment gives management advice on whether an employee is fit to perform their tasks effectively and without risk to their own or others’ health and safety.
We use evidence-based workplace interventions and specialise in dealing with complex cases:
- Multiple conditions
- Addictive behaviours
- Work relationship issues
- Ill health capability dismissal
- Ill health retirement
The number of people working past age 65 is increasing and chronic ill health is increasing, around 50% of those defined as long term sick are in work.
We have extensive experience in a wide range of occupational settings, in particular:
- Education
- Health
- Retail
- Manufacturing
- Light industry
- Service Industry
- Mining and quarrying/construction
An overview of the Workplace Wellness Management Referral Service
Our experienced Occupational Health Physicians (OHPs) provide a professional advisory service, offering health solutions so that employees may remain in work.
We offer an informed and impartial medical opinion on fitness to work, or advice on supporting an employee returning to work. This may include advice on temporary or permanent adjustments and, where appropriate, guidance and compliance with the Equality Act (2010).
When to make a Management Referral
Employers are charged with a duty of care to ensure their employees are fit for their job and the work conditions do not have any adverse health effects on the workforce.
Referring an employee to occupational health helps an employer resolve a situation. Common causes include:
- The employee’s health may limit or prevent them from performing the job effectively
- The employee’s health may be adversely affected by the job
- An employee is returning to work after significant illness /injury or absence
- Long-term absence (4+ weeks), repeated short absences
- Performance concerns
- Well-being impacts
Read more in our free guide: “Is it time to refer an employee? An Employers Guide”
Getting started
Here are some examples of how an employer can raise a referral with an employee.
Read more in our free guide on “How to Talk to an Employee About an OH Referral“.
‘I am concerned about how you are getting on at work. I want to refer you to occupational health so they can explore whether you might have some health issues that could be the cause of this and if so, what can be done to help’.
‘We are aware that you have a health problem, and we want to make sure we are providing sufficient support to enable you to do your job’.
‘Your absence level is high, we would like OH to advise on any support measures that may help you. Please be assured, this is confidential.
Step-by-step:
A management referral guide
Step 1 - Employer identifies a need
Employee health, absence, or performance concern identified.
Step 2 - Discuss with employee
Explain referral purpose and gain employee consent.
Step 3 - Complete the referral form
Employer submits referral form with employee consent and input.
If you are in doubt on any of the contents, please speak to our team. Ideally, the HR Department will complete the form with the employee and Line Manager to ensure all details are correct and for the employee to sign the form.
Step 4 - The OH team reviews & schedules
The appointment is triaged to the most appropriate clinician. The appointment can be face to face, by telephone or virtual. Both employer and employee are emailed with appointment details. Please check you both have received this and the contact details are correct.
Step 5 - The Occupational Health Assessment
Employee attends meeting with occupational health clinician.
Step 6 - The report is prepared
OH clinician outlines content of the report with the employee and prepares a tailored report.
Step 7 - The report is sent to the employee for consent
The report outlines clear recommendations & next steps. The employee is asked to approve the report. On average we allow up to two days for this.
Step 8 — The report is sent to the employer
When employee has consented, the report is sent to the employer.
Step 9 - Implement recommendations
Employer and HR to liaise with employee on the path forward.
What’s included in the Management Referral Report
The report will advise on the employee’s functional capacity for their role. The employee’s consent is needed before the report is released to the referrer; this is because we are conveying an opinion on medical fitness.
The report will respond to the questions raised in the referral.
What’s not included in the Management Referral Report
Occupational health is not a diagnostic or treatment service.
The report does not include medical details. Medical details are private and confidential; it is more important for management to know about an employee’s functional ability for their role rather than their individual medical issues.
Management Referrals: Frequently asked questions
We know that referring an employee to occupational health can raise questions for both employers 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.
Checklist:
Choosing the Right Management Referral Provider
Clinical Expertise
- Experienced and qualified Occupational Health physicians
Speed & Efficiency
- Clear turnaround times
- Streamlined communication with managers & HR
Quality of Reports
- Clear return-to-work timelines and practical adjustments
- Reports focus on functional advice (not medical jargon)
- Confidential
- Consideration of Equality Act (disability) compliance
Communication & Support
- Pre-referral discussion, if required
- Ability to contact for clarification
- Guidance for the manager on how to interpret and apply the recommendations in the report
- Employee-centred approach - supportive, not punitive
Flexibility of Services
- Face-to-face appointments at our premises or on-site
- Remote options include video or telephone appointments
Data Protection & Compliance
- GDPR-compliant processes
- Secure storage of medical information
- Explicit employee consent procedures
Cost Transparency
- Clear and upfront pricing (no hidden fees)
Confidentiality & consent
- Employee sensitive and medical details are not shared unless consented to by the employee.
- All data is held according to GDPR-compliant processes. We have Cyber Essentials accreditation: A UK Government-backed certification scheme that helps keep your organisation’s and your customers’ data safe from cyber attacks.
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.
Video consultations are secure and encrypted to provide a safe and protected consultation for your employee
Want to know more?
Get in touch and find out how we can help you.