What Is a Management Referral?

A Plain-English Guide for Employers

In the fast-paced world of HR and business leadership, few things matter as much as supporting your employees’ health and wellbeing. But when concerns come up – be it recurring absence, a sudden change in performance, or health issues affecting work – it’s natural to feel unsure about the next step. This is where management referrals come in: a straightforward, compassionate process designed to help you and your team navigate workplace health concerns with confidence.

Understanding Management Referrals

Management referrals are a structured way for employers, managers or HR professionals to involve an occupational health expert when there’s a concern about an employee’s health and its impact on work.

• It is not about “catching someone out” or policing attendance
• The purpose is to get reliable, evidence-based advice to support staff appropriately and comply with your duty of care as an employer

At their core, management referrals are about partnership:

• Helping you gather clear, actionable guidance on fitness for work
• Ensuring employees receive the adjustments, support, or interventions they need
• Providing a fair, consistent process for handling workplace health issues

What Steps are involved when you refer someone to Occupational Health?

A management referral to occupational health is the formal process where you, as a line manager or HR professional, ask an independent clinical expert to assess an employee’s health in relation to their work.

Common scenarios:

• An employee is on long-term sickness absence
• Noticing a pattern of short-term absences or a change in behaviour/performance
• Concerns about workplace adjustments for a disability or new health diagnosis
• Needing professional advice to fulfil legal requirements under the Equality Act (2010)

Key Points:

• The referral is not a judgment – it’s a supportive tool.
• You set out your concerns and any questions you need answered (e.g., “Is this employee fit to work their normal hours?”, “What adjustments would help?”).
• The occupational health clinician provides their expertise.

What Happens If You Refer Someone to Occupational Health?

If you’re an employer considering referring someone to occupational health, here’s a step-by-step overview of the process for both you and your team member:

1. Identifying the concern:
   You notice an employee struggling, ask how you can help, and decide together that further support is needed.
2. Completing the referral:
   You fill in a referral form with as much relevant background information, clearly outlining your concerns and what advice you’re seeking. This is your opportunity to provide the OH practitioner with the situation from the organisation’s perspective.
3. Booking the appointment:
   The employee is invited to an assessment, which can take place in person, over the phone or by video call, depending on circumstances and preference.
4. The assessment:
   The OH clinician has a confidential discussion with the employee, focusing on their health, work, and what might help. Only relevant, work-related information is discussed.
5. Receiving the report:
   You receive a concise, jargon-free occupational health report summarising medical advice and suggested workplace adjustments, usually within 24–48 hours with services like ours.

Throughout:

• The employee is treated professionally and compassionately.
• Privacy is respected.
• The employee will be given the opportunity to see the report and provide consent, before it’s shared with you.

What Happens if you are Referred to Occupational Health?

While each case is unique, here’s what you and your employee can expect:

• Thorough assessment:
  The clinician considers medical information and the demands of your role.
• Focused discussion:
  Occupational health assessments are not medical investigations or diagnoses; rather, they ask, “How does this health condition impact your work” and then try to identify what can be done to help.
• Practical recommendations:
  The report may include guidance on phased returns, changes to duties, or recommendations for workplace adjustments
• Clear outcomes:
  Your manager receives evidence-based advice to make informed decisions on how to support you at work.

For a more detailed breakdown on how to make a referral and what to expect from this process, you might find our page on occupational health referrals helpful (https://ohsltd.uk/management-referral-form-download/)

How Management Referrals Support Employers and Employees

For employers, management referrals offer:

• Clarity: Know exactly where you stand with fit for work decisions.
• Compliance: Meet legal and health & safety requirements without guesswork.
• Support: Create a culture where employee wellbeing is a lived value, not just a policy statement.

For employees:

• A confidential space to discuss any health issues affecting their work
• Tailored recommendations for support or adjustments
• Getting the right help at the right time

Summary: Clarity, Confidence, and Care

Management referrals are a trusted, practical approach to navigating health and work challenges. By involving occupational health experts, you empower both yourself and your staff with the support needed to address issues constructively and compassionately.

If you’d like to know more or need guidance on when and how to refer an employee to occupational health, we’re here to help.
Our specialist team at Occupational Health Services Ltd is committed to high quality, good communication and collaboration, providing fast, jargon-free advice and reports, making the management referral process as straightforward and supportive as possible.

Looking to better support your team with sickness absence or workplace health concerns?
Our management referrals service is here to help you navigate these situations with confidence and care.