It’s a common misconception that occupational health management referrals are only used in cases of long-term sickness or disciplinary concerns. In reality, they are one of the most powerful tools an organisation can use to support employees, address health-related challenges early, and sustain workforce productivity.
At Health Matters Occupational Health (HMOH), we view management referrals as part of a proactive health and wellbeing strategy, enabling early intervention, improving outcomes, and empowering better decision-making for both employee and employer.
What is a Management Referral?
A management referral is a structured process where a line manager, HR professional, or senior leader refers an employee to occupational health to seek expert advice related to a health concern impacting their work.
Common Referral Triggers Include:
- Frequent short-term sickness absence
- Long-term absence (typically over 4 weeks)
- Concerns about an employee’s ability to perform their role due to a health issue
- Mental health concerns (e.g. anxiety, burnout)
- Concerns about safety in safety-critical roles
Occupational health provides work-focused advice, helping employers manage risk while supporting the individual’s recovery and sustainable return to work.
The HMOH Process: Clear, Confidential, and Compassionate
At HMOH, we ensure that every management referral is handled with professionalism, and confidentiality. Our streamlined process includes:
Step 1: Completing the Referral Form
- The manager outlines concerns, reasons for referral, and any relevant job details.
- We complete a triaging process to determine if the case is best handled by an occupational health nurse or doctor.
Step 2: Clinical Assessment
- The employee is assessed by an occupational health professional (remotely or in-person).
- The discussion remains confidential, with the employee’s consent sought before sharing advice with management.
Step 3: Occupational Health Report
- A concise report is provided to the employer, answering agreed questions.
- It may include guidance on:
- Fitness for work
- Likely recovery timeline
- Adjustments or support needed
- Return-to-work planning
- Compliance with disability discrimination obligations
Step 4: Ongoing Support
- Where appropriate, follow-up reviews are scheduled.
- HMOH can work alongside HR to monitor and further discuss cases.
What Employers Can Expect From a Referral
Management referrals help employers take informed, fair, and legally compliant action. Our reports are focused on workplace impact, and are designed to:
- Support reasonable adjustments under the Disability Discrimination Act (1995) (NI)
- Reduce legal risk and sickness absence costs
- Promote open dialogue and employee trust
- Strengthen management confidence in dealing with sensitive issues
Benefits for Employers and Employees
For Employers:
- Expert advice to guide HR and management decisions
- Improved return-to-work outcomes and workforce productivity
- Demonstrates duty of care and commitment to employee wellbeing
For Employees:
- A supportive, confidential space to discuss health-related work challenges
- Access to expert guidance on how their condition may be supported at work
- Clarity around the next steps, phased returns, or workplace modifications
- Greater confidence that their employer is acting fairly and responsibly
Best Practice Tips for Managers Making a Referral
- Be clear and objective: Focus on how the health issue is affecting performance or attendance.
- Keep communication open: Explain to the employee why you are making the referral and what to expect.
- Involve HR early: Ensure processes are followed and support is available throughout.
- Act on the advice: Use the recommendations to make informed, compassionate decisions.
Early Intervention Matters
Management referrals should be seen as a supportive and proactive step, not a last resort. By involving occupational health early, employers can better support their people, reduce absence, and create a more resilient workplace. For further enquiries, please contact our team here.