Occupational Health Service
PROCEDURE FOR REFERRAL TO THE OCCUPATIONAL HEALTH SERVICE
SELF REFERRALS
Most referrals to Occupational Health usually come via management such as HR or line
managers. However all members of staff are able to “self- refer” if they wish and are encouraged
to seek advice before they become ill and absent. All employees who self-refer to the
Occupational Health Service will be assured that any discussions will be treated confidentially
and no reports are returned to management without explicit consent. However in relevant workrelated cases, where it would be beneficial to the employee to directly raise issues at
management level, they will be encouraged to do so. Self-referral to the Occupational Health
Service has limitations on how much assistance can be given for workplace matters unless
management are involved. Most occupational health issues can only be addressed if the
University/manager is aware of the circumstances. Without knowledge of a problem the manager
cannot be expected to give appropriate support, so in instances of work related health matters,
the management referral process is advised. If it is a safety concern with health implications, the
Area or Departmental Safety Convener should be included in the process.
1. The Occupational Health Service does not diagnose or treat non-occupational conditions –
these should be directed towards a General Practitioner.
2. Self-referral to the OHS will be assessed initially by an Occupational Health Adviser and
confidential advice given and only in exceptional cases if the Occupational Health Advisor
thinks it necessary, onward referral on to the Occupational Physician may occur.
3. Staff will be encouraged to consent to a report to management if there are work related issues
to ensure appropriate action can be taken. Refusal to do means the consultation will be of
little benefit so no further appointments will be offered unless there are exceptional
circumstances or follow up is required to ensure any adjustments implemented are effective.
4. There may be instances where disclosure of certain information is considered necessary by the
Occupational Health staff and they will seek guidance from a higher authority or a professional
governing body if this is the case. Where information disclosed falls within the category of
posing a danger to the health and safety of any person, a criminal offence, or fails to comply
with any legal obligation, whether it is confidential or not is irrelevant.
Self–referrals can be made directly with Occupational Health.
MANAGEMENT/HUMAN RESOURCES REFERRALS
Line Managers should consult with Human Resources when they wish to refer employees to the
Occupational Health Service for medical assessment or examination. The manager should discuss
the reasons for doing so and seek advice on completion of the referral form. The intention should
then be discussed with the employee and the reasons for referral explained to them. A referral
form is completed, signed and sent to Occupational Health by the referring manager or member of
the Human Resources team. This form contains information outlining the circumstances for
referral and relevant questions to be answered and should be made available to the employee if
requested. The Occupational Health Service will advise on an appointment date and time and the
manager will notify the employee. Follow up appointments will be made directly by the
Occupational Health Service with the employee
University of Strathclyde Occupational Health Service
Procedures
Following the consultation at the Occupational Health Service a report will be returned to
management advising on relevant issues. The contents of this report will be discussed and agreed
with the employee at the time of the Occupational Health Service appointment. The employee is
entitled to a copy of this report if required. Medical details about individuals will only be made
available to managers in so far as it is necessary to enable them to discharge their management
responsibilities.
Appendix 1 – Management/Human Resources Referral to Occupational Health
DISCLOSURE
Guidance documentation identifies seven situations where confidential information can be
disclosed;
1. With the consent of the employee.
2. If disclosure is clearly in the patient’s interest but it is not possible or undesirable to seek
consent.
3. If it is required by law.
4. If it is unequivocally in the public interest.
5. If it is necessary to safeguard national security or to prevent a serious crime.
6. If it will prevent a serious risk to public health.
7. In certain circumstances for the purposes of medical research.
Where disclosure is considered necessary by the Occupational Health staff, they will first seek
guidance from a higher authority or a professional governing body. If information disclosed falls
within the category of posing a danger to the health and safety of any person, a criminal offence,
or fails to comply with any legal obligation whether it is confidential or not is irrelevant.
CONSENT
The Access to Medical Reports Act 1988 applies when the Occupational Health Service seeks a
medical report from an employee’s general practitioner or any other medical practitioner who is or
who has been responsible for the clinical care of the employee. This may be requested when
further information is required to assist Occupational Health staff in the case management of an
employee. Occupational Health staff will;
1. Obtain the employee’s informed written consent for the application of the report.
2. Inform the employee of his or her right to
 Withhold consent to the application being made.
 Access the report before it is supplied.
 Where it has been indicated that the individual wishes to see the report he/she has 21
days from date of consent to make arrangements. If arrangements have not been made
within that time the doctor may send the report regardless.
 Withhold consent once the employee has seen the report.
 Request amendments to the report or include a statement from the employee.
 Access the report for up to 6 months after it has been supplied.
Failure to give consent will be notified to the referring manager and they may then have to base
their decisions solely on the information that is available to them.
Appendix 2 - Notice of Proposal to Apply for a Medical Report for Employment Purposes
The University of Strathclyde is a charitable body, registered in Scotland, with registration number SC015263
Appendix 1
Occupational Health Service
REFERRAL TO OCCUPATIONAL HEALTH SERVICE – HUMAN RESOURCES / MANAGEMENT
Private and Confidential
PERSONAL DETAILS
Mr/Mrs/Miss/Ms/Prof/Dr/Other
Male/Female
Surname
First Name
Home Address
Home Tel No
Post Code
Date of Birth
Full Time/Part
Time
Post Held
Place of Employment
Date Appointed
Total Service
Expiry Date of:
Half Pay
OR
Full Pay
REASONS FOR REFERRAL
(Past 2 years) or enclose copy of record
DATE FROM
DATE TO
NO. OF DAYS
REASONS FOR ABSENCES
CODE
REASONS FOR REFERRAL
Please tick the following box or boxes to indicate the main reason (or reasons) for referring this
employee and give further details in the section provided below.
Long term sickness absence
Frequent short term absence
Possible effects of health on behaviour at work
Possible effects of health on work performance or work capacity
Possible effects of work on health
Advice on rehabilitation after illness
Advice on early retiral on health grounds
Suspected alcohol or drug related problems
Fitness for transfer to new duties
Other reasons (please specify in section below)
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ADVICE FOR MAKING A REFERRAL
Please complete this section giving the relevant background and the specific questions you wish the
Occupational Health Service to address
ADVICE FOR MAKING A REFERRAL
Before signing the referring manager’s section below, please read the following general advice to
managers:
 Before the referral, the employee should be informed of and understand the reason why they are
being referred and their agreement to attend should be obtained.
 The referral from will be sent by the referring manager/HR to Occupational Health outlining the
circumstances and highlighting the questions to be answered.
 The confidentiality of the employee’s clinical details is respected unless consent is given to
disclosure.
 The report from the Occupational Health Service to the referring manager/HR will be discussed with
the employee by the Occupational Health Physician or Nurse undertaking the assessment.
 Communications with General Practitioners or hospital doctors will only take place with the signed
consent of the employee taking into account the Access to Medical Reports Act.
 Managers and employees should understand that all correspondence in the occupational health
record, including the manager’s referral correspondence, can be seen by the employee under the
Data Protection Act.
 All sections of the referral form must be completed and signed before sending by mail or, by
arrangement, through a secure fax. Please do not e-mail this form.
Name of person making referral (please print)
Designation
Location
Tel no
Full address for correspondence
E-mail address for confirming appointments
I have read the referral advice, communicated with the employee being referred and completed all
sections of the form.
Signature (Not pp)
Date
The University of Strathclyde is a charitable body, registered in Scotland, with registration number SC015263
Appendix 2
UNIVERSITY OF STRATHCLYDE
OCCUPATIONAL HEALTH SERVICE
To (Employee): …………………………………….
NOTICE OF PROPOSAL TO APPLY FOR A MEDICAL REPORT FOR EMPLOYMENT
PURPOSES
I intend to request the medical practitioner named overleaf to supply me with a medical report about
you. You have certain rights under the Access to Medical Reports Act 1988, which are explained as
follows.
1
You may refuse consent now, in which case I will not proceed any further with the application.
2.
You have the right of access to the proposed report before it is supplied to me, and you will be
asked to indicate (overleaf) your wish.
If you state that you require access you should contact your doctor within 21 days (from the date
of application) to arrange it. Provided that you do this he will then keep the report until you have
seen it and agreed that he can then send it to me. However, if you do not contact him he may
send the report to me at the end of this period without your further permission.
If you do not request access now the waiting period will not apply. Nonetheless you may change
your mind and write to your doctor to state that you do wish to see the report before he sends it
to me. Unless it has already been sent he will then wait 21 days from the date of your letter for
you to contact him to make arrangements for access as above.
3.
Where you have been given access to the report, you have the right to request your doctor to
amend any part of it which you consider to be incorrect or misleading. Your request to him to do
this must be made in writing.
4.
You also have the right of access to this report after it has been sent to me, and to any other
medical report relating to you supplied for employment or insurance purposes by your doctor in
the previous six months. This right only applies to a report prepared from 1 January 1989
onwards.
5.
The Act describes certain circumstances that allow your doctor to deny you access to a report or
part of one. He will notify you of this if it applies, and will not supply it to me without your
consent. You will still have access to any part of a report which is not restricted by this
exemption.
6.
Your doctor is entitled to charge a reasonable fee to cover the cost of supplying you with a copy
of a medical report
Applicant ……………………………………………
Position …………………………………..
Signed ………………………………………………
Date ………………………………………
The University of Strathclyde is a charitable body, registered in Scotland, with registration number SC015263
PART A
CONSENT TO APPLY FOR A MEDICAL REPORT
I have read and understood the summary of my rights under the Access to Medical Reports
Act 1988 as stated overleaf.
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I give you my permission to apply to the medical practitioner named below for a medical
report.
OR
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I do not wish you to apply for a medical report
PART B
REQUEST FOR ACCESS TO A MEDICAL REPORT OR CONSENT TO SUPPLY WITHOUT PRIOR
ACCESS
If you have agreed in Part A to the application for a medical report, you should now indicate whether
you wish to have access to the report before it is supplied. Tick one box to indicate your wish.
……………………………………………. (Name and address of GP/Consultant)
To: Dr
…………………………………………….
…………………………………………….
Tel No.
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……………………………………………….
I give you my permission to supply a medical report to the applicant named overleaf and I do
not request access to it before it is sent.
OR
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I wish to have access to the medical report before it is supplied to the applicant named
overleaf.
Signed(Employee)…………………………………………
Date ……………………………………….
This form is valid for 6 months from the date of signing.
Processed in accordance with the Data Protection Act 1998
The University of Strathclyde is a charitable body, registered in Scotland, with registration number SC015263