When an employee’s health is affecting their work—or work may be affecting their health—it can be difficult for managers to know what support is appropriate and what steps to take next.
Clarity’s management referral service provides independent, clinically informed advice to help employers manage sickness absence, work capability, workplace adjustments and return-to-work planning fairly and with confidence.
We help you understand what an employee may be able to do, what support or adjustments could be considered, and how to move forward in a practical way—while respecting clinical confidentiality and the employee’s individual circumstances.
A management referral is when a manager or HR professional asks occupational health for independent advice about the relationship between an employee’s health and their work.
It may be used when an employee is absent, has frequent short-term absences, is finding aspects of their role difficult because of a health condition, or may need support to remain at work or return safely.
The purpose is not to “sign someone off” or “sign them back on.” Occupational health provides advice to help employers make informed, fair decisions about work, adjustments, support and next steps.
A referral is most useful when it includes clear, relevant questions and enough information about the employee’s role, workplace demands, absence history and any support already considered.
Our reports focus on the practical questions managers need help with: current fitness for work, likely timescales, potential adjustments, phased-return options and what support may help an employee remain in or return to work.
We write in clear, plain English and aim to make recommendations easy to understand and consider.
Our clinicians provide independent occupational health advice. We take account of the employee’s health, the demands of their role, the workplace context and the organisation’s operational responsibilities.
The aim is to support a balanced, proportionate approach that is fair to the employee and practical for the employer.
Absence and workplace-health situations can be time-sensitive. We work with you to arrange appropriate assessments and provide reporting within agreed service timeframes, so managers are not left without the information they need to move a case forward.
Management referrals can often be completed remotely by telephone or video consultation, helping employees access support promptly wherever they are based. Where a face-to-face assessment is clinically appropriate, we can arrange on-site or clinic-based options.
Every referral should give managers clearer insight into what an employee can do, not simply what they cannot.
Our management-referral and case-conferencing approach is designed to help ensure the clinician understands the relevant workplace context before the appointment, so the advice that follows is focused, proportionate and useful.
Before an assessment, we can:
Review the referral form and clarify the questions you need answered.
Discuss relevant workplace context, role demands, practical constraints and support already considered.
Agree the focus of the referral, so the clinician understands what the organisation needs advice on.
Help you make sure the referral is clear, fair and appropriate before it is sent to the employee.
This helps avoid unnecessary delays, ensures the employee understands the process and enables the clinician to focus the consultation on the issues that matter.
During the appointment, the occupational health clinician will discuss the referral with the employee, explore how their health may be affecting work, consider relevant role demands and discuss possible support.
The discussion is confidential. The employee should understand the purpose of the referral and how information will be used. Occupational health will only share information that is relevant to the agreed referral questions and necessary for workplace decision-making.ico.org+1
Following the assessment, you receive a report addressing the questions in your referral. It may include:
An opinion on current fitness for work and likely short-term outlook.
Advice on whether a phased return may be appropriate.
Recommendations for temporary or longer-term adjustments.
Guidance on workplace support, role modification or redeployment options where relevant.
Advice on review timescales and possible follow-up.
Commentary on whether the information suggests the employee may meet the legal definition of disability, to help you consider your obligations.
Recommendations are advisory. Employers should consider them alongside the employee’s views, the job requirements, operational feasibility and their legal responsibilities.
We do not provide employers with full clinical records. Individual medical details remain confidential; reports focus on relevant functional information, advice and workplace recommendations.
A management referral may be helpful when you need independent occupational-health advice about an employee’s work capability, support needs or return-to-work options.
Common reasons include:
Continuous sickness absence, including absence expected to last four weeks or more.
Frequent short-term absence where a health-related pattern may be emerging.
Concerns that a health condition, treatment or medication may affect safe work, particularly in safety-critical roles.
An employee who is struggling at work because of a physical or mental health condition.
A request for workplace adjustments, support or altered duties.
Concerns that workplace factors may be contributing to a health issue.
A complex return to work after illness, injury, surgery or hospital treatment.
A planned return after maternity leave, cancer treatment, mental-health absence or another significant life or health event, where supportive advice would be useful.
If you are unsure whether a referral is appropriate, we can help you consider the right route before you begin.
Our reports are designed to be clear, proportionate and practical. They focus on the information you need to support fair workplace decisions.
Depending on the referral questions, a report may cover:
Whether the employee is currently fit for their role, fit with adjustments, or temporarily unfit.
The likely prognosis for return, improvement or sustained attendance, where this can reasonably be estimated.
The functional effects of the health condition in relation to role demands.
Recommended adjustments, including temporary measures, workplace equipment, altered hours, modified duties or phased return.
Whether workplace factors may be contributing to symptoms or recovery.
Suggested review periods and indicators for further occupational-health input.
Whether the situation may meet the Equality Act definition of disability, while recognising that legal decisions remain for the employer or courts.
The report is occupational-health advice, not legal advice. Where an employment-law issue is complex, employers should seek appropriate HR or legal guidance.
A management referral works best when the employee understands why it is being requested and what will happen.
Before making a referral, managers should explain the purpose of occupational health, discuss the questions they plan to ask and give the employee an opportunity to share relevant information or concerns. The employee should understand how their information will be used and who will receive the report.
Occupational health professionals keep clinical information confidential. Reports to managers focus on relevant functional advice and workplace recommendations, rather than detailed diagnoses or medical history. Employees should not be asked to agree to the disclosure of their entire medical record; any request for medical evidence should be specific, relevant and proportionate.
Whether you are managing a complex absence, supporting an employee through a return to work or trying to understand what adjustments may be helpful, Clarity can provide independent occupational health advice.
Tell us about the situation, the employee’s role and the questions you need help with. We will guide you towards the most appropriate next step.
An employee may be referred when their health is affecting their work, their work may be affecting their health, they are absent due to illness or injury, they have frequent short-term absences, or they may need support or adjustments to remain at work or return safely.
A management referral is when a manager or HR professional asks occupational health for independent advice about the relationship between an employee’s health and their job. The advice can help employers consider fitness for work, adjustments, absence management, return-to-work planning and workplace support.
Employers should discuss the referral with the employee, explain its purpose and make clear how information will be used. Employees can decide whether to engage with occupational health, although an employer may need to make workplace decisions based on the information available if an assessment does not go ahead. The process and consent arrangements should be explained clearly before the appointment.
The occupational health clinician discusses the referral questions, the employee’s health in relation to their work, relevant role demands and possible support. The appointment may be by telephone, video or face to face, depending on what is clinically appropriate.
The report addresses the referral questions and may include advice on fitness for work, likely timescales, functional restrictions, potential adjustments, phased return, workplace support and review periods. It does not normally include full confidential medical details.
No. Occupational health reports provide relevant advice for workplace decision-making, not the employee’s full medical records. Health professionals have a duty of confidentiality, and employers should only receive information that is necessary and proportionate for the stated purpose.
Yes. An occupational health report can help employers understand how a health condition may affect work and identify adjustments that could be considered. Whether an adjustment is reasonable depends on the employee’s circumstances, the role and the organisation’s resources and operations.
Timescales depend on the service level agreed, employee availability and whether a remote, clinic or on-site assessment is appropriate. We will discuss the practical options and expected timeframes when you contact us.
Tell us your workforce size, locations and main risks. We’ll recommend a practical delivery model and respond within one working day.
Tell us about your workforce, sites and requirements. We will call you to discuss a practical occupational health solution and the most suitable delivery options.
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