Occupational health referrals explained
Occupational health (OH) referrals play a key role in supporting employee wellbeing while helping employers make informed, fair decisions around managing sickness and absence.
In this guide, we answer some key questions about the purpose of an occupational health referral, what to expect from the process and the benefits it offers when used effectively.
What is an occupational health referral?
An occupational health referral (sometimes referred to as a management referral or occupational health assessment) is a formal request for independent, specialist clinical advice about an employee’s health in relation to their work.
The purpose is not to diagnose but to assess current functional capability, with the aim of supporting them to stay in or return to work safely and sustainably, with appropriate adjustments where needed.
Referrals are typically used as part of sickness and absence management, particularly where an employee has:
- Ongoing or recurrent sickness absence
- A long-term condition affecting work
- Mental health concerns
- Recovery needs following illness or injury
Crucially, occupational health referrals are not about challenging an employee’s absence, managing them out of the business on health grounds or disclosing personal medical details. Instead, they are a supportive tool designed to benefit both the employee and the organisation by:
- Identifying practical solutions to support employee health and wellbeing
- Providing impartial, objective work-focused medical advice
- Helping managers make informed, fair decisions about reasonable adjustments, support and next steps
Ensuring that your employee understands the reasons for referral and is clear on what to expect can reduce anxiety and ensure the process remains collaborative and constructive throughout.
When is an occupational health referral needed?
The process of referring an employee usually begins when a manager or HR professional identifies a concern that may benefit from specialist occupational health input. This might be triggered by:
- Short-term absence patterns (such as frequent intermittent sickness)
- Long-term sickness absence
- Performance concerns with a possible health link
- Health disclosures from the employee
- A need for medical advice to help understand whether reasonable adjustments may be required under the Equality Act 2010
What to discuss with the employee before submitting the referral
Transparency is essential when considering an occupational health referral. Setting the right tone at this stage helps build trust and encourages the employee to engage positively with the process. Before submitting a referral, you should therefore have a clear and supportive conversation with them to explain:
- Why a referral is being suggested
- What occupational health does (and does not do)
- What information will be shared with the occupational health provider
You should also obtain the employee’s consent. This can be verbal, although OH providers will often require a signed consent form before accepting the referral.
The purpose of these conversations is to actively reassure the employee and set expectations, so the tone should be clear, open and supportive.
How is the referral form completed and sent?
Once consent is given, the employer completes an occupational health referral form and submits it to their OH provider. The form shouldn’t include any information that hasn’t been discussed with the employee. Some referrers prefer to complete the referral form prior to the discussion with the employee, so a copy can be shared with them.
The referral form usually includes:
- Details of the employee’s role and key duties
- Current absence details or concerns
- Specific questions the employer would like answered
- Any relevant workplace context
Clear, focused referral questions are important. For example:
- Is the employee fit to return to work?
- Are reasonable adjustments recommended?
- Is a phased return appropriate?
It’s important that any questions are clear and targeted, to ensure the OH clinician can provide practical, tailored advice rather than generic guidance.
What can employees expect from an occupational health assessment?
An occupational health assessment is typically carried out by a qualified clinician, such as an occupational health nurse or physician. It may take place:
- Over the phone
- Via video consultation
- Face to face
During the assessment, the clinician will usually discuss:
- The employee’s health and symptoms
- How their condition affects them, both at work and at home
- Current treatment or recovery plans
- Barriers to attendance or performance
This is a supportive conversation, not a medical examination. The focus remains on assessing fitness for work and any workplace support needs.
What information is included in the OH report?
Following the assessment, the OH provider will prepare a report for the employer. This does not include confidential clinical details but instead offers clear, actionable advice and recommendations.
Reports typically cover:
- Fitness for work status
- Timescales for recovery or review
- Recommended reasonable adjustments
- Whether a phased return or altered duties are required
- Supportive workplace strategies to facilitate a return to work and support ongoing wellbeing
The advice should help the employer to make informed decisions, balancing business needs with their duty of care.
The employee is usually given the opportunity to see the report before it is shared, adding an extra layer of reassurance and transparency.
How do occupational health referrals support absence management?
Occupational health referrals help organisations move away from guesswork and opinion, allowing them to make evidence-informed decisions based on specialist clinical guidance. When used well, they can:
- Reduce long-term absence
- Support early intervention
- Improve employee confidence and trust
- Help employers meet their legal and ethical responsibilities
For employees, their use demonstrates that health concerns are being taken seriously and managed fairly – not ignored or misunderstood.
Occupational health referrals: a supportive process
Proactive and effective use of occupational health referrals can transform how sickness absence is managed. When handled sensitively and collaboratively, they are a powerful tool for improving wellbeing, retention and organisational resilience.
Whether supporting an employee back to work or helping prevent further absence, occupational health should always be seen as a bridge to practical solutions, not a barrier to progress.
Want expert support for your organisation?
If you’re looking to strengthen your sickness absence and wellbeing strategy, professional occupational health support can make all the difference. To learn how we can help, click to discover our OH services.
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