Referral guidance for staff
Understanding the process
Why am I being referred to Occupational Health?
You may be referred to Occupational Health for specialist advice on health issues that could be affecting your work. This referral is intended to support you and ensure that your work environment is safe and suitable for your health needs.
Before a referral is made, your manager will discuss this with you and request your consent.
Common reasons for referral include:
- You’ve developed a health condition that may be work-related
- You’ve had several short-term or recurring absences
- You’re currently on long-term sick leave
- You’re preparing to return to work after illness
- Your health may be affecting your ability to safely or effectively carry out your role
- You have a long-term health condition
- Ill-health retirement is being considered
- Health surveillance checks
- Pregnancy
A guide to your appointment
Purpose of the appointment
- The OH appointment is not a medical examination in the same way as a GP visit.
- It focuses on how your health may affect your work or how your work may affect your health.
- The goal is to provide advice to support your wellbeing and help your employer make any necessary adjustments.
What the appointment may include
- Discussion of your medical history (including relevant physical or mental health conditions).
- Details about your current role, work environment, and any challenges you're facing.
- Review of sickness absence (if relevant).
- Recommendations for workplace adjustments, phased return to work, or support services.
- Consent-based communication – any information shared with your employer will be with your consent and clearly explained.
Location & Duration
- Appointments may take place in person, by phone, or via video call. You’ll receive confirmation with full details
- Typically, appointments last around 30–45 minutes, but this may vary depending on your circumstances.
What should I bring to my appointment?
Please bring:
- Any recent letters from your GP or specialist
- A list of medications you’re currently taking
- Details of recent tests, investigations, or treatments
- Think about anything you’d like to discuss, such as how your condition affects your work, or any concerns about returning to work
This information helps the OH adviser to better understand your health situation.
What if I can’t attend or don’t want to attend?
Attending an OH appointment is part of the University’s sickness absence policy, and is an important part of ensuring the right support is in place for you.
If you’re unable to attend your scheduled appointment, please contact Heales Medical as soon as possible to rearrange, giving at least 3 days’ notice. Missed appointments without 3 days’ notice still incur a cost and may delay your support.
If you refuse to attend, a second appointment will be arranged. Continued refusal or non-attendance will be referred to HR and managed under the University's policies.
Is my medical information confidential?
Yes. All personal and medical information you share with OH is treated as strictly confidential, in line with medical ethics and data protection laws (such as GDPR). Only information relevant to your ability to work will be included in the management report, and only with your consent
Individual occupational health records or reports are confidential and staff have access to any information kept under the General Data Protection Regulation and the Access to Medical Reports Act 1988.
The Heales Medical GDPR statement can be accessed here.
What kind of recommendations might be made?
Depending on your situation, OH might suggest:
- A phased return to work
- temporary adjustments to duties or hours
- Additional equipment or support
- Time-limited restrictions (e.g. avoiding certain tasks)
- Referral to other services like counselling (where relevant)
These are ADVISORY and MAY NOT BE OPERATIONALLY FEASIBLE, and your manager will consider them when planning any next steps
Will I receive a copy of my report?
Yes. You have the right to see your report before it’s shared with your manager. During your appointment, the adviser will explain the contents and ask for your consent to release the report.
You will have three working days to review the report and confirm you’re happy for it to be shared. You can request factual corrections, but not changes to professional opinions or clinical recommendations.
If you choose not to give consent, the report will not be shared, and your manager will be informed. Your case may then be placed on hold.
What information is shared with my Manager or HR?
Following your appointment, the Occupational Health Adviser or Physician will write a report for your manager and HR. This report may answer specific questions from management and will provide professional advice about your fitness for work and any recommended adjustments or support.
You’ll have the opportunity to review this report before it’s sent.
Can I contact Occupational Health directly?
Generally, appointments are arranged through referral, but if you have questions or need to update your details, you can contact Heales Medical directly once referred, you will find their contact information in the appointment invitation or on the landing page of the Occupational Health staff hub. You can also raise concerns with your HR business partnering team
In summary:
- Occupational Health is here to support you and your manager
- Your consent matters and is respected at every step.
- You’ll be involved in the process and can review your report.
- Clear communication and attendance are important to help us support your wellbeing at work.