Sickness Absence Referrals

An occupational health assessment is when an employer refers an employee to Spirit Occupational Health service for advice on an employee's sickness and absence from work, or their sickness and poor work performance.

It is the responsibility of the referring person to ensure all relevant documentation is supplied to Spirit Occupational Health Service Ltd prior to the appointment with the occupational health Nurse or Doctor. If the appropriate referral information has not been received in a timely manner this may result in the following:

• A cancellation of appointment with a nominal financial fee payable by the employer
• A delay in a report being sent out
• Information sent after a consultation may not be considered by the health professional, as it will raise quality issues i.e. conflict of interest, invalidate informed consent process etc.

Our Process

1. A request for a referral can be made through the following routes: Management, OH Nurse recommendation to management, OH Doctor recommendation following pre-case discussion with either management or OH Nurse.
2. Once the referral has been accepted dates and times for appointments will be released. Note late cancellation or none attendance will be chargeable.
3. If the referral is via management either directly or as a result of a discussion with the OH Doctor/Nurse, the referee must complete and return all relevant referral information to Spirit Occupational Health Service Ltd prior to the employee’s appointment (leaving at least 48 hours to spare to allow for the administrative process). Relevant information would be: singed consent form, completed referral form, additional relevant information, such as risk assessments, job description, fit note(s), sick absence record, and occupational hygiene report.
4. If the referral is organised as a result of OH Nurse/OH Doctor recommendation/case discussion, the relevant member of Spirit Occupational Health Service Ltd team will organise the gathering of all relevant referral information prior to the employee’s appointment (leaving at least 48 hours to spare to allow for the administrative process). Relevant information would be: singed consent form, completed referral form, additional relevant information, such as risk assessments, job description, fit note(s), sick absence record, and occupational hygiene report. The relevant member of Spirit Occupational Health Service Ltd team will require the co-operation of the employer for some of the referral information.
5. Informed consent is an important part of the process and whether the employee has an appointment with the OH Nurse or OH Doctor, an in date signed consent form must have been completed and submitted to Spirit Occupational Health Service Ltd prior to the appointment. Please be aware the employee has to be made aware of whom the report will be circulated back to following an occupational health assessment. Spirit Occupational Health can only send the occupational health report to personnel cited on the consent form. It is the sole responsibility of the personnel receiving the report to honour the consent rights of the employee. If the personnel receiving the report feels it would be appropriate to share contents of the occupational health report, it is their sole responsibility to obtain this permission from the referred employee directly. For example: If the report has only been consented to go back to the manager, then the manager cannot request Spirit Occupational Health Service Ltd to send to other parties that didn’t appear on the consent form. It is the sole responsibility of the personnel receiving the report to honour the consent rights of the employee. If the personnel receiving the report feels it would be appropriate to share contents of the occupational health report, it is their sole responsibility to obtain this permission from the referred employee directly.
6. Expected timescales for report turnaround:

• 7-10 working days (for those reports that the employee has not requested to see before the employer) excluding weekends and bank holidays depending on complexity and whether third party medical advice is required
• 21-28 working days (for those reports that the employee has requested to see before the employer) excluding weekends and bank holidays depending on complexity; whether third party medical advice is required and the response time of the employee reviewing the report
• It is imperative the timescales be observed for releasing the report, so timely referrals are made to avoid undue pressures being exerted on all parties involved
• There may be the requirement to correspond with the employees’ third party medical team, such as GP, Consultant, Physiotherapist etc.. . Where such information is required appropriate consent must be sought from the employee. When such information is requested Spirit Occupational Health Service Ltd log and makes regular contact with the third party to ensure timely release of requested information. Please be aware that in some cases due to pressures within other medical services release of information can take from 21 working days onwards. In some cases payment may be requested before the third medical party will release requested information.
• Where employees refuse a report to be released, the employer will be notified in writing. The report and or consultation notes from the assessment will remain on the employees’ occupational health record and access can’t be granted without informed consent.

7. Management report circulation whether report is produced by OHNA or OHP:

• Where an employee has requested to see the report before it is sent to the employer it will be sent to them in the post, with a covering letter
• Where the employee has requested a copy of the report, the company referring the individual should provide this once they receive the report from occupational health 

RIDDOR

RIDDOR - Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013.

i.e. Hand Arm Vibration, Occupational Asthma, Occupational Dermatitis etc.. are reportable disease under RIDDOR.

Who should report?

Only ‘responsible persons’ including employers, the self-employed and people in control of work premises should submit reports under RIDDOR. It is not the responsibility of occupational health professionals to report cases on behalf of employers.

Reporting online:-

Responsible persons should complete the appropriate online report form. The form will then be submitted directly to the RIDDOR database. You will receive a copy for your records.

For more information please contact us on 01952 670665