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Occupational health:

3.Occupational health referral - manager guidance

On this page:

    Introduction

    If you have a team member with a health issue that is impacting on their ability to carry out their role. Make sure you complete the pre-referral checklist.

    If after working through the checklist, you need some advice and/or medical information, the following outlines how you can make a referral to occupational health.

    Refer someone to occupational health

    We use the North Yorkshire Council occupational health portal to manage the referral process. Follow these steps to begin the process.

    What happens next

    Once you have submitted the form, the occupational health service will review the information you have provided in your referral and decide on the best course of action.

    They may provide you with advice on how to progress the situation, and/or arrange an appointment with your team member to carry out an occupational health assessment.

    In the meantime, you should contact your team member and ask them to read through the employee guidance.

    This will also ask them to create an occupational health portal account so they are able to view the referral report, and any other documents provided by the occupational health service.

    Please note:
    If your team member does not have access to a computer, or the internet, you can support them to set up an account. You can also arrange for them to visit a council office, library or other council venue, to access their portal account.

    1
    Open the occupational health portal

    Use the button below to open the application and login:

    Login to the occupational health portal

    Not got an account? Find out how to set one up.

    Create a new form button.

    2
    Start a new referral form

    Select the large green Create new online form button.

    On the Form Type dropdown, select Management Referral.

    Select the priority for your referral from the Priority dropdown.

    Leave the details and status boxes as they are prefilled.

    Select the Continue button to move to the next page.

    Please note:
    You can save your form at any time and return to it. Select the Save form button from the left-hand menu. To access your form again, login and go to the My Forms view.

    3
    Download the guidance document

    You should refer to the following guidance notes, provided by North Yorkshire County Council, while completing the form. They will:

    • explain the importance of the information requested in the form
    • help you to achieve the best outcome for your team member.

    4
    Referral information

    You should have already:

    • advised your team member that you are referring them to occupational health
    • explained the reason why
    • asked for their consent to refer them.

    Tick the checkbox to confirm you have done this.

    If your team member has been referred to occupational health before, select Yes to Question 2. Otherwise select No.

    Select the Next Page button.

    5
    Team member’s details

    Type your team member’s first name in the Forename field.

    Add their last name to the Surname field.

    Select their date of birth from the Date of Birth calendar dropdown.

    In the Employees address including post code field, type your team member’s address and postcode.

    Add their phone number to the Employees primary phone number field.

    Enter their email address in the Employees email address field.

    In the Employees Organisation dropdown, select Other Local Authority.

    Type East Riding of Yorkshire Council in the following field.

    Add the directorate and service area name in the Employees Department/School Service Area field.

    Select the Next page button.

    6
    Reason for referral

    Enter the team member’s job title in the Employee job title field.

    From the Reason for referral dropdown, select why you are referring them. If you select other, complete question 13.

    Please note:
    The reason you select will determine which of the remaining questions on this page you’ll need to answer. You do not need to answer the questions shaded out in grey.

    Fill in any relevant remaining questions.

    Select the Next Page button.

    7
    Working hours and role

    From the Work Pattern dropdown, select the relevant work pattern.

    If your team member has a non-standard work pattern add this in the Please provide details field.

    Add their contracted hours in the Contracted Weekly Hours field.

    If they work nights, select Yes. Otherwise select No

    In the Employee Key Tasks and Duties, provide the relevant information about the team member’s role.

    If there is a disciplinary or grievance procedure in force that relates to this referral, select Yes to question 24. Otherwise select No.

    If the employee is currently off sick, select Yes to question 25. Otherwise select No.

    Select the Next Page button.

    8
    Absence information

    In this section, provide details of any absences your team member has had in the last 2 years.

    You’ll need to answer the set of questions for each instance of absence.

    Once you have completed the first set of questions, select the Repeat absence button to add another instance.

    You can also attach any relevant documents, such as a:

    • fit note
    • document summarising the dates and duration of absence.

    To add an attachment, select Attachments from the left-hand menu and follow the instructions to upload your files.

    When you have finished adding all instances, select the Next Page button.

    9
    Advice needed from occupational health

    Provide an overview of why you need advice from occupational health. Give as many details as possible regarding the actions you have taken so far.

    Answer Yes or No to the following questions.

    Select the Next page button to continue this section.

    Answer Yes or No to the following questions.

    You can enter a maximum of 3 extra questions in the Please specify any other questions... field.

    If you are aware of any reason why your team member could not participate in a consultation held via the telephone, give details in the Please tell us of any relevant factors... field.

    Select the Next Page button.

    10
    Submit the form

    At the end of the form, a pop-up message will appear asking whether you would like to set the form as completed.

    If you have added everything you need to, select Yes. Otherwise select No.

    Please note:
    If you select Yes, you will no longer be able to edit the form or make amends.

    11
    Confirmation

    Your submitted form will show in My Forms as Ready for Review.

    This means it is in the queue to be reviewed by occupational health.

    Once occupational health have triaged your referral, the status will change to Received by OH.

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    Employee confidential helpline

    0330 380 0658

    Speak to fully qualified counsellors and support specialists at any time, 365 days a year.

    Use code 107574 to access the online resources.

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