A management referral to occupational health is one of the most useful tools available to employers, yet many organisations either use it too late or not at all. A well timed referral can help resolve sickness absence more quickly, clarify fitness for work and identify reasonable adjustments that keep employees in their roles. This guide explains when to refer, what to include and how to act on the advice you receive.
What is a management referral?
A management referral is a request from the employer (usually a line manager or HR) asking an occupational health clinician to assess an employee and provide an opinion on their fitness for work. The referral is not a disciplinary action. It is a supportive measure designed to help both the employer and the employee understand any health related barriers and find practical solutions.
When should you refer?
There is no single rule, but common triggers include repeated short term absences with no clear pattern, a single period of absence lasting more than two to three weeks, concerns about an employee's ability to perform their role safely, a request for adjustments that managers are unsure how to assess, and return to work planning after a serious illness or surgery. The earlier you refer, the more useful the advice tends to be. Waiting until absence has become entrenched often limits the options available.
What to include in the referral
A good referral gives the clinician enough context to provide a meaningful opinion. Include the employee's job title and a brief description of their role, the reason for the referral, any relevant absence history, specific questions you want answered (for example, 'Is the employee fit to return to their current role?' or 'Are there adjustments that would support an earlier return?'), and any workplace factors that might be relevant, such as shift patterns or physical demands. Avoid including unnecessary personal information. The clinician only needs what is relevant to the workplace question.
What happens at the appointment
The employee attends an appointment with an occupational health clinician, either face to face or by telephone. The clinician reviews the referral, discusses the employee's health in relation to their work and then prepares a report. The report is sent to the employer with the employee's consent. It focuses on functional ability and workplace recommendations rather than clinical diagnoses.
Using the report effectively
The report will typically address each question in the referral and may include recommendations such as phased return to work, temporary or permanent adjustments to duties, equipment or hours, further medical investigation or treatment, and a review date to reassess progress. Managers should read the report carefully and arrange a meeting with the employee to discuss the recommendations. Not every recommendation will be feasible, but employers are expected to give them proper consideration. If you disagree with a recommendation or need clarification, contact the occupational health provider directly.
Keeping the process fair
Employees sometimes worry that a referral means they are about to lose their job. Clear communication helps. Explain that the referral is intended to support them and that the report will not include confidential medical details without their consent. Make sure you follow your own absence management policy and treat all employees consistently.