Why would my manager refer me to Occupational Health Services?
Employees, with their consent, may be referred by their manager(s) to the University of Oxford Occupational Health Service for an opinion on the effect of work on health or health on work.
The referral may be in relation to:
- post offer of employment where the employee has indicated they may have a disability or require adjustments and/or adaptations in their workplace in order to fulfil their employed role
- sickness absence and/or performance related concerns where a known or suspected health condition(s) may be affecting the employee’s attendance and ability to fulfil some aspects of their employed role
- where the work place and or, some work place activities appear to be having a detrimental effect on the employee’s health
How would I be referred?
A Management Referral Form must be completed by your manager, supervisor, or HR Business Partner which will provide Occupational Health Services with some information about your job, recent sickness absence (if relevant), and the concerns your manager has about you.
The referral will ask specific questions regarding your health and wellbeing. The answers to these questions will help your manager to make appropriate decisions to support you at work.
Ideally, the form will be completed by your referring manager with you present, so that you fully understand the reason(s) for the referral, can review any additional documentation that may need to be attached to the referral, and have the opportunity to discuss the referral with the referring manager.
In circumstances where upon you are not able to be present when your referring manager completes the referral, the completed referral form and supporting documentation (where applicable) should be sent to you for review.
If you agree with the referral content, your referring manager will then send the competed referral form and any supporting documentation to Occupational Health Services via email.
What happens next?
Upon receipt of the referral form, an OHA will triage the reason(s) for referral and assign an OHA or OHP to the case.
Occupational Health Services will then send you an appointment letter via email to the email address provided on the referral form. You should normally receive the appointment letter within 5 working days of the referral being received.
If you are unable to attend the appointment offered, you must contact Occupational Health Services no later than 48 hours before your appointment is due in order to reschedule. We do appreciate that from time to time unforeseen circumstance will arise where upon you will be unable to give 48 hours’ notice to reschedule.
Your referring manager will be advised of any rescheduled appointments.
In the event that you do not attend your appointment, your referring manager will be notified and will advise Occupational Health Services if a further appointment is required.
What can I expect from my appointment in Occupational Health?
At your appointment the OHA or OHP will go through the referral form with you to ensure you understand the reasons for the referral and consent to the consultation taking place. These consultations usually take 45-60 minutes.
The OHA or OHP will need to gather sufficient medical information from you to enable them to write an accurate, objective and useful opinion in regards to the reason for the referral and the questions that have been indicated to be answered on your referral form. This assessment will also give you an opportunity to talk, in confidence, about any concerns you might have regarding your health at work, with an experienced Occupational Health professional.
At the end of your consultation the OHA or OHP will summarise the information gathered and give you a verbal outline of the report they will generate to your referring manager(s).
What can I expect from my Occupational Health Services report?
Occupational Health Services reports are designed to offer an objective and professional opinion regarding fitness for work. These reports also provide advice on what might make it easier for you to carry out your duties successfully whilst taking into account your health issue and/or disability.
Information in the Occupation Health Services report is advisory only. It is for your manager to decide whether they can support or accommodate any suggested adjustments or adaptations.
The OHA or OHP will write the report and send this to you (password protected) via email for your consideration within 5 working days of the consultation. You will be given a further 5 working days in order to approve the report and provide your consent to it being sent.
If you have concerns in regards to the report you should contact the OHA or OHP to discuss this. If the OHA or OHP’s opinion is based on incorrect facts then you should highlight this - the OHA or OHP is normally happy to reconsider their opinion in these circumstances. However, if the facts are correct they will inevitably not be able to change their professional opinion but should take the time to explain this to you. If agreement cannot be reached and we do not obtain your consent to send the report
In cases where there is a delay in the report being sent and/or you do not agree to the report being released, Occupational Health Services will inform your referring manager(s) via email (copying you in) that consent to release the report has not been given. In these circumstances your manager will need to make decisions regarding your case without the benefit of Occupational Health Services advice or opinion.
Occupational Health Advisers and Occupational Health Physicians are registered practitioners and therefore work within the legal framework of the GDPR 2018, and adhere to the standards set down in the Nursing and Midwifery Council’s (OHA’s), General Medical Council’s (OHP’s), and other relevant bodies’ Codes of Conduct.
OHA’s and OHP’s will not share any information about you with a third party without your informed consent.