Appendix V

REFERRALS TO OCCUPATIONAL HEALTH

Management referrals

A member of staff will typically be referred to Occupational Health where:

a) they have been absent (or are likely to be absent) from work for a period of more than 4 weeks;

b) the line manager wishes to establish whether any health issues could be a contributing factor or underlying cause of persistent/recurrent short-term absences or patterns of absence which are developing;

c) it is indicated that their absence may be work-related;

d) advice is required in relation to their medical fit note/reason for absence;

e) there are general concerns which relate to the member of staff’s work and health (whether at work or absent);

The purpose of the referral is to enable the line manager to seek advice and guidance on issues such as:

• whether a medical condition is affecting attendance, performance or conduct, and the extent of the impact;
• if absent, a likely date of return to work, and guidance on what can be done to aid/support the member of staff’s return;
• what temporary or permanent adjustments to the job would enable a member of staff to undertake it safely and effectively in spite of their health condition;
• health matters relating to the Equality Act (Disability);
• suggesting types of suitable alternative work if a member of staff is unable to return to his/her own job;
• an appropriate process for rehabilitation back to work;
• whether work might have had an effect on a member of staff’s health and what measures or preventative steps can be put in place to avoid recurrence.

The process/typical stages of a management referral are as follows:

• The referral request should using the Occupational Health Review Form , where the manager will be required to specify the reason for the referral and the advice/information they are seeking.  The reason for the referral should be discussed with the member of staff prior to the line manager making the request, with the member of staff receiving a copy of this request when the referral is made.  Further guidance on completing the referral form can be viewed at www.gla.ac.uk/services/humanresources/policies/h-o/occhealth/ ;
• Once referred, an assessment will be undertaken by Occupational Health which will take account of the member of staff’s health/illness and the functional requirements of their work;
• Where appropriate, and with the consent of the member of staff, it may be necessary to seek a medical report from a doctor or specialist to assist with the assessment, particularly where the prognosis or expected duration of the illness is unclear.  Under the Access to Medical Reports Act 1988, the member of staff has the right to view the GP/Clinician's report before it is forwarded to Occupational Health (this will be explained more fully by the OH adviser should the need arise);
• Following the assessment and any subsequent discussions with appropriate others (e.g. the member of staff, line manager, Human Resources etc), advice will be given, typically in the form of an Occupational Health report, to the line manager with a copy to College/University Services Human Resources and the member of staff.  This report will seek to address, where possible, the specific questions raised/matters detailed in the referral form and will, where appropriate, give recommendations and any additional relevant information on the particular case.  The contents of the report will be discussed with the member of staff, and they will have the right to the see it prior to it being issued where this is requested; 
• On receipt of the report, and in light of any recommendations made, the line manager will then consider the range of options available and the feasibility of implementation, and will discuss matters with the individual and Human Resources as applicable;
• In certain cases a further review of progress by Occupational Health may be required.

Where a member of staff refuses to attend Occupational Health following a management referral, the decision on how best to deal with and manage their absence/health will have to be made on the information available.  For advice, please contact the relevant College/University Services HR Manager.
 
Self referrals

Whilst members of staff are encouraged to discuss health related problems which are or may be affecting their work with their line manager in the first instance, Occupational Health will also provide health information and advice to members of staff who self refer to the service.  For further information on making a self referral please contact the Occupational Health Unit.