A Guide to Management Referral

1. Consider if a referral is appropriate.

A manager should consider referring a member of staff to SOHS for a health assessment where:

• The employee has had several episodes of short-term absence
• There is a long term or continuous sickness absence
• There may be an underlying health factor contributing to performance issues
• There is a concern that there may be work related medical problems or that an existing health problem is being aggravated by work duties
• Advice is sought in relation to facilitating a return to work or there may be difficulties coping on return after being absent
• The employee has developed a disability and advice is required regarding any workplace modification / safe systems of work.

N.B. This is not an exhaustive list.

Where a manager is unsure whether a referral would be appropriate, advice can be sought from the relevant HR Adviser and/or Staff Occupational Health Adviser.

2. Gaining the employee’s informed consent

A referral to SOHS will not be accepted unless informed consent for the referral has been gained and confirmed within the management referral form.

It is therefore essential to explain to the employee:

• the reasons a referral to SOHS would be beneficial;
• that a referral is not a sanction;
• that a referral is to assist in dealing with a health concern by ensuring that medical advice is sought on the most appropriate course of action.

If the employee is unable to sign the form it is the responsibility of the HR adviser or manager to explain the form content by phone, email or post prior to any appointment taking place and to send a copy of the referral form and consent leaflet to the individual, see right-hand link to Management Referral Forms .

3. The referral process

For full guidance on how to make an effective management referral, (including access to the referral form), and the structure of the subsequent management report please refer to the following link: www.shef.ac.uk/hr/wellbeing/sohs/policy

Upon receipt of the management referral form, SOHS will schedule an appointment in writing with the employee, copying to the manager.

It is important to ensure the employee is aware that if they are unable to attend the appointment on the date/time proposed, they should immediately contact the SOHS via their central email address: staff-occupational-health@sheffield.ac.uk to arrange an alternative appointment.

4. Action upon receipt of SOHS report

• Seek clarification from the SOHS if you do not understand something within the report
• Discuss the content of the report with your HR Adviser to agree what steps may be appropriate in that particular circumstance.
• Arrange to meet with the employee to discuss the SOHS report.
• During the meeting, agree with the employee what steps will be put in place (if appropriate).

It is the manager´s responsibility to ensure that appropriate action is taken following receipt of the SOHS report. The HR Adviser will provide guidance, working closely with the manager to ensure that any necessary steps are taken within a reasonable time frame.

5. Potential follow up action

Depending on the advice recommended by the SOHS, action required may include liaison with other agencies e.g. Access to Work, referral to the Staff Counselling Service.

Formal meetings, with Trade Union involvement, may be required and where a range of complex issues are involved it may, in some instances, be appropriate to hold a case management meeting to discuss all the issues and to seek an appropriate resolution.

A case management approach allows relevant individuals to discuss practicable ways of resolving outstanding issues and agreeing control measures to manage risk/a way forward.

If retirement on ill-health grounds has been recommended the HR Adviser will discuss the process and the options available to the individual.

6. Rehabilitation plans

A plan in relation to facilitate an employee’s return to work can often be beneficial where they have been absent due to ill health for a long period. These should be developed in liaison with the employee, to ensure that this is effective, as empowering an individual to influence their return to work can help boost well-being and confidence.

As part of this plan, in some cases a phased return may be appropriate. These can be agreed in some cases simply between the manager and employee, however, advice can also be sought from the SOHS where appropriate. Alternatively, they may also be recommended by SOHS following a management referral. If so, the SOHS Adviser/Physician will discuss their proposal with the manager and, where applicable, with the HR Adviser, to ensure the phased return programme is operationally viable. Details of the proposed phased return programme will be provided to the manager and HR Adviser in the SOHS report. SOHS can also seek to review an individual toward the end of their phased return to work in order to assess their progress.