How to choose an occupational health provider

Your organisation may need an OH provider if

Your risk assessments identify exposures that require health surveillance, such as noise, vibration, respiratory sensitisers, skin hazards or other regulated substances.

You employ people in safety-critical roles, for example driving, working at height, rail, construction or utilities, where periodic medicals are typically required.

Managers need impartial fitness-for-work opinions or guidance on reasonable adjustments, and there is no clinical expertise available in-house.

Sickness absence is increasing and the organisation would benefit from a structured approach to supporting earlier return to work.

New starters require pre-placement screening or immunisation checks before commencing their role.

Understanding your requirements

Consider the size and structure of your organisation. A single-site office with 30 employees has different needs from a multi-site operation with shift workers across several regions.

Identify which parts of the workforce require services. Safety-critical teams, employees exposed to hazards, office-based staff and lone workers each present different requirements. The mix will shape the service you commission.

Consider geography. Confirm that the provider can realistically serve all of your locations within acceptable timescales.

If you plan to host clinic days on your premises, ensure you have suitable facilities, including a private room, power supply and parking for mobile units where applicable.

Establish your referral process. Decide whether a single HR contact will manage all bookings or whether line managers will refer directly. Whichever approach you choose, confirm that the provider can accommodate it.

Think about delivery models. On-site batch clinics are well suited to surveillance programmes. Remote or telephone appointments work well for management referrals. Some assessments may require a face-to-face appointment at an external clinic. Most providers offer a combination.

Verify clinical competence. Health surveillance must be delivered by appropriately trained and qualified clinicians. Ask about qualifications, professional body memberships and accreditation.

Arrange a scoping meeting before entering into a longer-term arrangement. Use it to confirm expected volumes, turnaround times and reporting requirements.

Qualifications and expertise

Confirm that the provider employs appropriately qualified occupational health physicians, OH nurses and technicians with relevant training and professional body memberships. A reputable provider should be able to tell you who will be delivering each service.

Range of services

Ensure the services on offer match your identified risks and legal obligations. Common requirements include pre-placement screening, health surveillance, management referrals, safety-critical medicals and immunisations. Providers who can tailor protocols to your sector and workforce will typically deliver a more efficient service.

Responsiveness and accessibility

Ask about typical appointment waiting times, how referrals are submitted and how quickly reports are returned once consent has been obtained. Establish the process for handling urgent cases.

A named account contact who understands your organisation can significantly improve the day-to-day working relationship.

Data security and confidentiality

Occupational health involves sensitive personal data. The provider should comply with UK GDPR and the Data Protection Act 2018, use encryption, operate role-based access controls and maintain clear consent and retention policies. Request their Data Processing Agreement and Privacy Notice before entering into a contract.

Pricing and contract terms

Look for transparent fee structures with clearly defined service level agreements. Establish what is included in the standard fee and what incurs additional cost, such as travel, out-of-hours appointments or specialist tests. Review renewal and cancellation terms carefully.