Choosing an occupational health provider is a procurement decision with clinical and legal implications. The right fit depends on your hazards, sites, headcount and how you manage absence—not on generic marketing claims. Use the sections below to define what you need before you compare quotes.
Signs you may need an OH provider
- Risk assessments show a need for health surveillance (noise, vibration, respiratory sensitisers, skin hazards or similar).
- You employ people in safety-critical roles where periodic medicals are standard (driving, work at height, rail, construction, utilities).
- Managers need fitness-for-work advice or help with reasonable adjustments and you have no in-house clinical resource.
- Sickness absence is rising and you want a structured return-to-work process.
- New starters need pre-placement screening or immunisation checks before they start.
Define your requirements first
- Map which groups need which services: hazard-exposed staff, safety-critical roles, office staff, lone workers.
- Confirm the provider can cover all sites within sensible travel or clinic access.
- If you want on-site clinic days, check you have a private room, power and parking (or space for a mobile unit).
- Decide whether HR or line managers will book referrals—and whether the provider supports that workflow.
- Plan delivery: on-site batches for surveillance, phone or video for many referrals, clinic visits where face-to-face is required.
- Ask who holds clinical qualifications and professional body memberships before you sign.
- Hold a scoping call to agree volumes, turnaround times and report format.
Qualifications and expertise
Ask which clinicians will run your account: occupational health physicians (GMC-registered with occupational medicine training), occupational health nurses (NMC-registered), and technicians for screening. The provider should name who delivers each service and how clinical oversight works.
Range of services
Match the menu to your risk assessments: pre-placement screening, surveillance, management referrals, safety-critical medicals, immunisations, and any sector-specific protocols. Providers who adapt programmes to your roles usually cause less rework than one-size-fits-all packages.
Responsiveness and accessibility
Ask for typical waiting times, how referrals are submitted, and how long reports take after consent. Clarify urgent cases and whether you get a named contact who knows your organisation.
Data security and confidentiality
OH processes special category data. Expect compliance with UK GDPR and the Data Protection Act 2018, secure systems, role-based access, and clear consent and retention policies. Request a Data Processing Agreement and Privacy Notice before you contract.
Pricing and contract terms
Look for clear fees and SLAs: what is included, what triggers extras (travel, out-of-hours, specialist tests), and how renewal and cancellation work.
Disclaimer
General information for procurement planning only—not legal or clinical advice. Availability, timescales and locations depend on scheduling, eligibility and contract terms.