Referral guidance for managers
Occupational Health provides independent, professional advice to support staff health and wellbeing at work. Use this page to understand when and how to refer a staff member, and how to ensure the process runs smoothly.
When to refer
You may consider referring an employee to OH if they:
- Have been off sick (or are likely to be) for an extended period (usually more than 4 weeks)
- Have frequent or recurring absences
- Are returning to work after a period of ill health
- Are experiencing health-related difficulties that may be affecting their performance
- Have disclosed a health condition that may impact their ability to do their job safely or effectively
- May benefit from reasonable adjustments under the Equality Act
- Need support in planning a safe and sustainable return to work
- Ill-health retirement discussions
How to refer to Occupational Health
To refer an employee to Occupational Health, you’ll need to use the provided by Heales Medical. Please ensure you use Google Chrome for the best experience.
If you haven’t used the portal before, or you need help with the referral process, your HR Business Partnering team is available to support you.
For guidance, please see the support and resources links to the right of this page. These resources are available to help you submit clear, effective referrals and get the most useful advice from Occupational Health
What support can I expect from Occupational Health
- Some appointments may be possible as a face to face on campus with an OHA - Use the comments section of the referral to request this option
- Medical advice related to work capability
- Recommendations for adjustments or accommodations
- Support with return-to-work planning
- Guidance on whether a condition is likely to be covered by the Equality Act
- Risk assessments and workplace health advice
- Advice on fitness for specific tasks (e.g. driving, night shifts, safety-critical work)
Information to include in a referral
To help OH provide accurate and helpful advice, your referral should include:
- Reason for referral and relevant background/context
- Details of the employee’s role and duties
- Sickness absence history or current health concern (if known)
- Specific questions you'd like OH to address (e.g. "Is the employee fit to return to work?", "Are there any adjustments we should consider?", "Is further medical treatment likely?")
- Any relevant documents (e.g. job description, risk assessment, previous OH reports)
Tip: Appointments are usually around 30–45 minutes, but may take longer if more detailed information is provided in the referral. The more context you give, the better the Occupational Health team can prepare - so please include as much relevant detail as possible when completing the referral form
Before you refer
- Discuss the referral with the employee first. Be open and supportive — explain the purpose of OH and reassure them it’s not disciplinary.
- Gain consent – while formal written consent isn’t always legally required to make a referral, it’s good practice to involve the employee and ensure transparency.
- Explain what will happen – e.g., the OH team will contact them directly to arrange an appointment, they’ll advise the time and date and following this a report will be shared with both the employee and management (with their consent).
- Let the employee know they will be contacted within 3 working days of the referral being submitted, and the appointment is typically offered within a further 10 working days
Without consent or attendance, the OH process cannot proceed.
After the appointment
- You’ll receive a summary report with OH’s recommendations.
- It’s your responsibility to consider and act on any suggested adjustments or next steps.
- Discuss the outcomes with the employee in a supportive and confidential setting.
Things worth remembering
- Using OH to “diagnose” rather than advise on work impact (they’re not a substitute for a GP)
- Referring too late - early intervention is often more effective
- Not giving clear context or questions in the referral
- Assuming OH advice is mandatory - it’s advisory, but it should be taken seriously