Occupational Health Management Referrals: What Employers Need to Know

When a team member is struggling with their health, performance, or attendance, managers often face difficult decisions. Occupational Health (OH) management referrals offer a practical, evidence-based way to understand what an employee can do, what support they may need, and how to move forward fairly and safely.

At All Health Matters, we provide management referrals online, face to face in our clinics, or at your workplace (on-site is most economical when you have four or more referrals in a single visit). Whichever route you choose, the purpose remains the same: to give clear, independent advice to help you support your workforce and protect your organisation.

What is an OH Management Referral?

A management referral is a structured assessment carried out by a qualified OH clinician to understand how an employee’s health may be affecting their work. It results in a written report for the employer offering impartial advice on fitness for work, reasonable adjustments, and next steps.

OH clinicians are specialists in the interaction between health and work. We do not diagnose or provide treatment (that sits with GPs and specialists), but we do assess how existing health issues impact an employee’s ability to carry out their role.

OH clinicians are specialists in the interaction between health and work.

Why Might a Manager Make a Referral?

There are many legitimate reasons for seeking OH input, including:

1. Sickness absence concerns

Frequent short-term absences, patterns in absence, or long-term sickness are all valid triggers for a referral. OH can help determine whether there is an underlying health condition and what support may be appropriate.

2. Performance issues potentially linked to health

If performance dips and health may be a factor, a referral ensures you manage the situation fairly and with the right information.

3. Workplace stress or mental health concerns

OH can assess how work is affecting wellbeing and what can be done to support the employee.

4. Support during an ongoing health condition

Employees with long-term or fluctuating conditions may benefit from periodic OH input to help sustain attendance.

5. Advice on reasonable adjustments

OH provides practical, individualised recommendations based on the employee’s health, their job role, and the realities of your workplace. These recommendations are not mandatory; employers only need to implement adjustments that are reasonably practicable for their organisation.

Where relevant, our clinicians may give an opinion on whether a health condition is likely to fall under the Equality Act 2010, but this is not a legal determination — only a court can decide. Our role is to offer a clinically informed perspective to support your decision-making.

6. Concerns around capability or fitness to undertake certain duties

This may relate to safety-critical work, manual tasks, driving roles, shift work, or lone working.

How Occupational Health Management Referrals Benefit Employers

Legal confidence and risk reduction

• Helps you meet your duty of care.

• Supports compliance with disability and health & safety requirements.

• Demonstrates that you sought specialist advice before making decisions — helpful if a claim arises.

Clear, practical advice

OH reports give structured recommendations focused on:

• Fitness for work

• Reasonable adjustments

• Phased return plans

• Workplace considerations

• Review timelines

Saves time and reduces uncertainty

Managers receive clear, independent guidance to support fair and confident decision-making.

Protection from costly disputes

Failure to consider adjustments or mishandled sickness absence is a common source of tribunal claims. Early OH involvement can make a measurable difference.

A more productive workforce

When employees feel supported, they are more likely to return sooner, stay in work, and remain engaged.

How OH Benefits Employees

Fairness and independence

Employees value impartial advice from a clinician who understands the workplace context.

Support to stay in work or return safely

OH focuses on capability and solutions, not blame.

A confidential space to discuss concerns

Employees can explain how their condition affects them without judgement.

Control over information

Only information the employee consents to share will be included in the employer report.

What OH Does Not Do

• We do not diagnose medical conditions.

• We do not prescribe or provide treatment.

• We do not share sensitive medical information without explicit consent.

• We do not comment on disciplinary matters.

• We do not provide definitive legal advice.

Our role is strictly to assess the relationship between health and work.

How OH Differs From a GP

GPs focus on clinical diagnosis and treatment. They seldom have detailed knowledge of your workplace, the demands of individual roles, or what adjustments may be feasible.

OH clinicians specialise in:

• The impact of health on work

• The impact of work on health

• Reasonable adjustments

• Workplace legislation

• Return-to-work planning

• Risk-sensitive or safety-critical duties

This makes OH the appropriate place to seek advice when work capability is the concern.

What to Expect From an OH Report

You will receive:

• Clear responses to your referral questions

• Advice on fitness for work

• Recommended reasonable adjustments

• Suggestions for phased returns or modified duties

• Guidance on whether the condition may meet the Equality Act’s definition of disability (as an opinion, not a legal judgment)

• Advice on review points or whether further information is needed

Where Prognosis Is Uncertain

Managers often ask for likely timescales — for example, how long a condition may affect someone or when they might return to work. Our clinicians will always provide an estimate when possible, based on available information and their professional experience.

However, in early stages of a new or undiagnosed condition, a reliable prognosis may not be possible. If investigations are ongoing or the clinical picture is unclear, we will explain the uncertainty and outline what information is needed before firmer advice can be given. This ensures the report remains clinically accurate and genuinely helpful.

What You Won’t Receive

• Detailed medical history without consent

• Irrelevant personal details

• Speculation or assumptions

• Commentary outside of the clinician’s remit

The Cost Benefit of Early OH Involvement

Management referrals regularly demonstrate strong return on investment:

1. Reduced sickness absence costs

With average sickness absence costing around £120–£150 per day, even small reductions make a meaningful financial difference.

2. Faster return to work

OH input often shortens absence duration, particularly for musculoskeletal or mental health conditions.

3. Lower legal risk

Early OH involvement shows that you sought expert advice and acted fairly — important if disputes arise.

4. Better retention of skilled staff

Supporting a valued employee back to work is far more cost-effective than recruiting and training a replacement.

5. Improved productivity

Appropriate adjustments can make a significant difference to performance and wellbeing.

How All Health Matters Delivers Management Referrals

We offer flexible options to suit your business:

• Remote video consultations – convenient and ideal for most cases

• Face-to-face appointments in our clinics – Canterbury, East London, and Brentford

• On-site assessments – best value when you have four or more referrals in one day

Extended Referral Option for Complex Cases

For more complex or sensitive cases, or where a manager needs to ask a larger number of questions, we offer an extended referral option. This provides additional consultation time with the employee and allows the clinician more time to prepare a thorough, meaningful report. It helps ensure that complex matters are handled with the care and detail they require, without the pressure of a standard appointment timeframe. If we feel an extended referral would be appropriate, we will discuss this with you at the point of booking so you can decide how best to proceed.

Thinking About Making a Referral?

A well-timed OH referral can prevent a minor issue from escalating, provide clarity for managers, and ensure employees are treated fairly.

If you're unsure whether a referral is appropriate, or you’re ready to arrange one, our team at All Health Matters is here to help.

Contact us now.