Getting the most out of your Occupational Health referral: A practical guide for HR professionals

Occupational health (OH) referrals are crucial in effective people management. Whether you’re supporting an employee through a period of ill health, managing long-term absence, or navigating complex workplace adjustments, a well-structured OH referral can provide the clarity and confidence needed to make informed, fair, and legally sound decisions. Yet, many HR professionals find that OH reports can sometimes fall short – offering general observations rather than actionable guidance. The key to unlocking their full value lies in how the referral is prepared, communicated, and followed up.

Here are seven  key tips to help you get the most out of every OH referral:

1. Be clear on the purpose of the referral

Before initiating a referral, take time to define its objective.

Are you seeking advice on:

• The employee’s fitness to carry out their current duties?
• Reasonable adjustments under the Equality Act 2010?
• A phased return-to-work plan?
• The likely duration of absence or prognosis?

Being clear on the purpose ensures the OH practitioner can tailor their assessment and recommendations to your specific needs. It also helps avoid generic reports that offer little practical value.

2. Ask specific, functional questions

The quality of the OH report is directly influenced by the quality of  questions you ask. Avoid vague requests such as “please assess” or “please advise”. Instead, frame your questions around the employee’s functional capacity and workplace context.

For example:

• Is the employee currently fit to carry out their full duties?
• Are there any temporary or permanent adjustments that would support their return to work?
• Is the employee’s condition likely to be considered a disability under the Equality Act 2010?
• What is the likely timescale for recovery or return?

These types of questions help the OH practitioner focus on what matters most to you as an employer – how the employee’s health impacts their ability to work, and what can be done to support them.

3. Communicate transparently with the employee

Transparency is essential.

Before making the referral, explain to the employee:

• Why the referral is being made
• What the process involves
• What kind of information will be shared
• That their consent is required

This not only ensures compliance with data protection and confidentiality but also builds trust and transparency. Employees are more likely to engage positively with the process if they understand that the aim is to support them, not to scrutinise or penalise.

4. Provide comprehensive context in the referral

The more context you provide, the more useful the report will be.

Include:

• A brief summary of the employee’s role and key responsibilities
• Details of any recent absences or performance concerns
• Any workplace adjustments already in place
• Relevant background, such as grievances, interpersonal issues, or organisational changes and previous occupational health reports.

This helps the OH practitioner understand the broader picture and tailor their advice accordingly. It also reduces the risk of receiving a report that lacks relevance or nuance. Be cautious however when mentioning relevant background and ensure that this shared in a neutral manner, as it’s possible that the employee will see the referral at some point in the process or may ask the OH professional why they have been referred or what was shared with them.

5. Respect confidentiality and consent

Occupational health professionals are bound by medical ethics and data protection laws. Their role is to provide impartial, evidence-based advice on the employee’s functional capacity.

Ensure the employee has the opportunity to review the report before it is shared with management. If they withhold consent, respect their decision and consider alternative ways to support them, such as through informal adjustments or further dialogue, or perhaps by way of mediation if the situation would benefit from this.

6. Use the report to drive meaningful action

Once the report is received, don’t let it sit in a file.

Use it to:

• Inform return-to-work planning
• Implement reasonable adjustments
• Support performance management processes
• Guide discussions with the employee on capability

If the report is unclear or incomplete, don’t hesitate to go back to the OH provider for clarification. A good provider will welcome the opportunity to ensure their advice is useful and actionable. It is always recommended that a meeting is arranged to discuss the report with the employee and agree actions before arranging their  return to work, implementing adjustments or proceeding with any performance management or medical capability process. The reason for this is that it’s possible an employee will not always agree with the content of the OH report, for example an employee mightnot accept they are not fit to return to work in any capacity, despite the medical diagnosis and effects suggesting this.

7. Refer early – not as a last resort

One of the most common mistakes is waiting too long to make a referral.

Early intervention can:

• Prevent short-intermittent absence or long-term absence
• Support early resolution of performance issues
• Demonstrate a proactive and supportive approach to employee wellbeing

Timely referrals made following an open and transparent discussion with the employee, are often the difference between a constructive and manageable situation and a protracted, contentious one.

A well-prepared OH referral is not just a compliance exercise – it’s a strategic tool that can support employee wellbeing, reduce organisational risk, and foster a more inclusive and resilient workplace.

By approaching referrals with clarity, empathy, and having a focus on practical outcomes, HR professionals can ensure that occupational health becomes a valued partner in managing people effectively.

How we can help

If you’re facing a complex referral situation or simply want to improve your organisation’s approach to occupational health, don’t hesitate to get in touch with our Senior Solicitor, Sarah, at Sarah.ThompsonRobertson@andersonstrathern.co.uk. Whether you need help framing referral questions, interpreting reports, or navigating legal considerations, expert guidance is available from our Employment Team at Anderson Strathern. We can help make occupational health work better for your people and your business.