FAQ

Occupational Health (OH) is a specialist area of medicine that focuses on the relationship between health and work. It aims to:

• Assess the impact of health on work and work on health
• Advise on fitness for work and workplace modifications or adjustments
• Promote employee wellbeing and productivity
• Supporting early return to work
• Promoting wellbeing and preventing work-related illness and injury
• Help organisations comply with employment and health & safety laws

Occucare provides impartial, evidence-based advice through experienced clinicians via national video, phone, or in-person consultations.

Employers are legally obligated to:

• Identifying and assessing workplace health risks (e.g., stress, musculoskeletal risks, mental health triggers, exposure to hazards)
• Taking steps to reduce or eliminate those risks
• Providing appropriate support and adjustments
• Ensuring compliance with legislation such as the Health and Safety at Work Act 1974 and the Equality Act 2010

OH professionals support employers in fulfilling these duties and managing complex health-related workplace issues.

A management referral to OH allows an employer to seek professional, independent medical advice about an employee’s health in the context of their work. Occucare Services Ltd offers timely video, phone, and in-person consultations.

Referrals may be made by line managers or HR, with prior discussion with the employee. The referral process includes:

• Completing all sections of the Management Referral Form
• Ensuring employee consent is given and documented
• Discussing the content with the employee before submission
• Confirming contact details are up to date
• Attaching relevant risk assessments (e.g., DSE, stress) when applicable

Once submitted:

• Referrals are triaged by the clinical team
• An appointment is arranged with an appropriate clinician
• Following the consultation, a report is sent to the referring manager if consent is given

Typical reasons to refer include:

• Frequent short-term absence: usually 3 or more episodes in 6–12 months
• Long-term sickness absence: over 28 days, with a need for return-to-work planning
• Health conditions impacting capability: e.g., ongoing pain, fatigue, psychological symptoms
• Advice on adjustments under the Equality Act 2010
• Potential work-related illness or injury
• Psychological health concerns: especially where work-related stress is suspected
• Ill-health retirement consideration: must be initiated by HR
• Other: e.g., impact of surgery, treatment side effects, or repeated presenteeism

Work-related stress is a frequent referral cause and must be proactively managed:

• Encourage early discussion and use of stress risk assessments
• Attach completed risk assessments when making referrals
• Identify causes (e.g., workload, relationships, lack of support, organisational change, role clarity) to inform adjustments
• Refer to OH for an assessment and advice on coping strategies, adjustments, and return-to-work plans
• Use OH advice to build sustainable support and phased return strategies

Occucare can also assist in developing stress risk assessments and stress management interventions.

Referral forms include a section to request specific medical opinions. Managers should only tick or request what is relevant to avoid overloading the clinician or breaching confidentiality. Common questions include:

• Is the employee fit for their current or substantive role?

• Is the employee fit for modified or light duties?
• Is a phased return or recuperative duties required?
• What is the likely prognosis or return date?
• What adjustments could support a return to work or help sustain the individual in remaining at work and are these likely to be temporary or permanent?
• Is the employee fit to attend formal HR or management meetings?
• Is the condition likely to fall under the Equality Act 2010?
• Additional management questions if required

• The form becomes part of the employee’s OH record
• All communication in the process is disclosable under data protection law (UK GDPR)
• The referral must be factual, objective, and supported by background information
• Attach relevant documents (e.g., previous reports, assessments, GP letters)
• Ensure your HR advisor (if applicable) is informed and listed
• The employee must be informed about the referral and its purpose
• Occucare uses secure, confidential systems to manage referrals and records
• Early referrals often lead to better outcomes and earlier return to work

Informed consent is vital. The employee must be made aware of:

• The purpose of the referral
• The information being shared
• The questions being asked
• The intended use of the OH report

Without consent, the consultation may not proceed. However, if the employee attends but later withdraws consent for report sharing, managers may need to make decisions based on available evidence. In safety-critical roles, the clinician may override consent to ensure safety.

After the consultation, the OH clinician will prepare a report. Once issued (with consent), the report will include:

• A medical opinion on fitness for work
• Functional impact of the condition(s)
• Recommendations for adjustments or phased return
• Likely prognosis and recovery timelines
• Advice on whether the condition may fall under disability legislation

Managers must treat reports confidentially and use them only for the stated purpose. Managers should contact OH if clarification is needed.

Occasionally, the OH clinician may recommend obtaining additional medical information (e.g., from a GP or consultant). This process:

• Requires separate, specific written consent from the employee under the Access to Medical Reports Act 1988
• Requires clear justification for the request
• Will be focused on questions relevant to work and functional capacity

Occucare can facilitate this process and interpret any medical reports received and provide advice in the occupational context.

While GPs provide valuable care and sick certification, OH professionals offer:

• Work-focused, impartial advice
• In-depth understanding of workplace demands
• Expertise in return-to-work planning, legislation, and adjustments

OH and GP opinions may differ. OH assessments are typically more occupationally relevant and focused on function rather than diagnosis alone. Please note that employees can return to work at any time before the fit note expires without needing clearance from their GP.

• Case Discussion: Usually between the manager and OH clinician. It allows clarification of advice or planning around support and adjustments.
• Case Conference: A multi-party meeting involving the employee, manager, HR, and OH to collaboratively address complex health/work issues. It’s appropriate for prolonged absences, disability management, or where disputes arise.

Occucare can support and facilitate both processes as needed.

• Read and understand this guide
• Hold an open conversation with the employee
• Explain the reason for referral and questions being asked
• Complete and sign the referral form accurately
• Confirm the employee understands how their data will be used
• Attach relevant risk assessments or documents
• Ensure up-to-date contact details for communication

Important: Once the referral is submitted, any further questions to OH must be discussed with the employee first to ensure informed consent continues to apply.