What happens behind the report?

For employers and employees who have not used Occupational Health before, the referral process can sometimes feel unfamiliar.

What information will Occupational Health receive? What happens during the consultation? Will the employee see the report? How is confidential information protected?

At David Barber (O.H.) Ltd, we aim to make every stage of the process clear, efficient and supportive. From the initial enquiry through to the secure release of the completed report, several important steps take place behind the scenes.

Step 1: The initial enquiry

The process often begins when a manager or HR representative contacts us for advice about referring an employee to Occupational Health.

A referral may be appropriate when:

• An employee has been absent from work due to illness or injury.
• A health condition may be affecting their attendance, performance or ability to undertake their duties.
• Advice is required about a safe and sustainable return to work.
• Workplace adjustments may help an employee remain in work.
• There are concerns about whether an employee is medically fit to undertake a particular role or task.
• Independent clinical advice would help management make an informed decision.

Our team can explain the referral process, the type of assessment available and the information that should be included. However, clinical decisions and recommendations remain the responsibility of our qualified Occupational Health professionals.

Step 2: Completing the referral

The employer completes a management referral form, which provides the Occupational Health clinician with the background information required to conduct a meaningful assessment.

A helpful referral should include:

• The employee’s job title and principal duties.
• Relevant dates and reasons for sickness absence.
• Details of any known health concerns affecting work.
• Previous support or workplace adjustments.
• Any return-to-work concerns.
• Clear questions for the Occupational Health clinician.

The referral should be factual, balanced and relevant to the employee’s health in relation to their work.

Employers should discuss the referral with the employee before it is submitted. The employee is asked to sign the referral form to confirm that they understand why they are being referred and consent to the referral being made.

Step 3: Checking the information

Once we receive the referral, our administrative team reviews it to ensure that the necessary information has been provided.

We check that the employee’s contact details are available, the referral questions are clear and the appropriate consent has been recorded. We may also receive relevant supporting information, such as a job description, fit notes, medical correspondence supplied by the employee or notes from welfare meetings.

If anything important is missing or unclear, we contact the referring manager or HR representative before arranging the consultation. This helps ensure that the clinician has the information needed to address the employer’s questions effectively.

Step 4: Arranging the appointment

Once the referral has been checked, we contact the employee directly to arrange a suitable appointment.

Depending on the circumstances, the consultation may be conducted:

• By telephone.
• Through Microsoft Teams.
• Face to face, where clinically appropriate or specifically arranged.

The employee is given information about the appointment and what to expect. They also have an opportunity to ask any questions about the process before the consultation takes place.

Step 5: Confirming consent

Consent is not treated as a one-off signature.

At the beginning of the consultation, the Occupational Health clinician explains their role, the purpose of the assessment and the limits of confidentiality. The clinician confirms that the employee understands the process and is happy to proceed.

The employee can ask questions, raise concerns or decide not to continue. They can also choose how they would like the Occupational Health report to be released.

This approach ensures that consent is informed, current and freely given.

Step 6: The Occupational Health assessment

During the consultation, the clinician discusses the employee’s health, their work and any difficulties they may be experiencing.

The assessment focuses on the relationship between health and work. It is not intended to replace the employee’s GP or hospital care, and Occupational Health does not provide the employer with a detailed medical history.

Depending on the reason for referral, the clinician may explore:

• The employee’s current health and treatment.
• The effect of the condition on daily activities and work.
• Whether the employee is fit to remain at or return to work.
• Whether temporary or permanent adjustments may be helpful.
• Whether a phased return could support a safe and sustainable return.
• Whether further medical advice or evidence may be required.
• The likely timescale for recovery or improvement, where this can reasonably be estimated.
• Whether a future Occupational Health review would be beneficial.

The clinician considers the information provided by both the employer and the employee before forming an impartial clinical opinion.

Step 7: Preparing the report

Following the consultation, the clinician prepares an Occupational Health report addressing the relevant questions raised by the employer.

The report usually focuses on practical advice, which may include:

• The employee’s fitness for work.
• Recommendations for a return-to-work plan.
• Possible workplace adjustments or restrictions.
• Advice about attendance, rehabilitation or further review.
• The likely effect of the employee’s health on their work.
• Whether the condition may meet the definition of disability under the Equality Act 2010, where it is appropriate to comment.

Occupational Health recommendations are advisory. The employer remains responsible for deciding whether an adjustment is reasonable and can be implemented within the workplace.

Only information that is relevant to the employee’s work and the purpose of the referral is included. Unnecessary confidential medical details are not disclosed.

Step 8: The employee’s report choice

At the end of the consultation, the clinician asks the employee whether they consent to the report being released directly to the referring manager or HR representative.

Alternatively, the employee may request to see the report before it is released to their employer. This is known as prior sight.

Where prior sight is requested, the report is sent to the employee securely. The employee may:

• Consent to the report being released.
• Identify a factual inaccuracy and request that it is considered.
• Withdraw their consent for the report to be released.

Prior sight does not allow the clinical opinion to be changed simply because the employee disagrees with it. However, genuine factual inaccuracies will be reviewed by the clinician.

The report cannot be released to the employer until the employee’s consent has been received.

Step 9: Secure release to the employer

Once the appropriate consent is in place, the completed Occupational Health report is securely uploaded to our Occupational Health system.

Employers using our secure Occupational Health portal receive an email notification when the report has been released. Reports can then be accessed securely by authorised users, helping organisations manage referrals efficiently while protecting confidential information. Access is restricted to users with the appropriate permissions.

We aim to provide reports promptly, usually within 48 hours of the consultation, provided the necessary consent has been received. If the employee has requested prior sight, the overall timescale will depend on when their authority to release the report is received.

Confidentiality at every stage

Occupational Health information is sensitive personal data and must be handled carefully.

At David Barber (O.H.) Ltd, confidentiality is embedded throughout the referral process. This includes:

• Checking consent before an assessment proceeds.
• Limiting reports to information relevant to health and work.
• Confirming the employee’s wishes before releasing a report.
• Using secure systems to store and share Occupational Health information.
• Restricting access to authorised individuals.
• Following professional, ethical and data protection requirements.

Our role is to provide impartial, evidence-based Occupational Health advice while respecting the employee’s confidentiality and supporting the employer to make informed workplace decisions.

A supportive and transparent process

A successful Occupational Health referral depends on good communication between the employer, the employee and the Occupational Health provider.

By checking referrals carefully, explaining the process, obtaining informed consent and releasing reports securely, we aim to provide a service that is professional, timely and reassuring for everyone involved.

Behind every completed Occupational Health report is a carefully managed process designed to protect confidentiality, support employee wellbeing and give employers clear, practical advice.

Considering an Occupational Health referral? Contact David Barber (O.H.) Ltd to find out how we can support your organisation and its employees.

‍