Staff Occupational Health Service. SOHS_1&1a_Management Referral Process and Guidance Notes (HR and Managers) Management Referral Documents SOHS_1 & 1a Management Referral Process and Guidance Notes for HR and Managers SOHS_1b Management Referral Form SOHS_1c Management Referral information leaflet (to go with referral) SOHS_1d Condition Codes For SOHS statistical purposes only SOHS_1e Consent to release management report SOHS_1f Appointment Letter To enable managers and Human Resources to receive appropriate specialist advice, Staff Occupational Health Service (SOHS) has produced this document to provide referrers with practical suggestions and relevant guidance when referring to SOHS. 1
Prior to making a referral Please note all referrals are received via SOHS admin for continuity of procedures and management statistics. SOHS has a team of highly qualified advisors who can deal with the most complex of referrals. Whilst we fully respect the odd case may require a direct route to Occupational Health Physician, it is important all parties fully agree this route is appropriate in advance, with a clear reason for doing so. Ill Health Retirements are seen by Occupational Health Physician automatically. 2
Referring personnel Should spend time preparing the employee referral and consider what information you require. If you would like to discuss the case with an Occupational Health Advisor please tick the box at the back of the referral form where you can request a call, in advance of any appointment. Background information or previous risk assessments will ensure objective and definitive advice. The individual being referred should fully understand the reason(s) for his or her referral forming part of informed consent. Please provide the employee with a copy of SOHS information leaflet which details SOHS role and what to expect from us. (SOHS_1c) This should be given to the employee by the referring person at the time of referral. The referring manager or HR advisor completes the electronic or hard copy referral form, which is sent to Staff Occupational Health Service so an appointment can be made. You may send the referral form as per page 5 of (SOHS_1b). If the employee is unable to sign the form it is the responsibility of the HR advisor/referring 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 to the individual. Once completed please indicate on page 5 of the referral form (SOHS_1b) that informed consent was provided. If yes is not ticked or circled by the employee or the manager the referral may not take place. Please note the OH advisor checks with the employee if informed consent was provided. If the employee states they were unaware as to the details neither in the referral form nor given a leaflet the OH advisor will discuss the content in advance of any assessment. If the employee still does not provide any consent, the appointment will cease and the referring manager will be advised. Self Referral Whilst the occasional self referral may be possible no report will be available to management. All self referrals will be triaged (assessed by phone) in advance to ensure its appropriateness. The only criteria for a self referral are that there are break 3
downs in communication with management. If a case cannot be moved into a referral within two appointments the SOHS will close the file as no advice or report can be provided. Home visits are not encouraged unless under extreme circumstances. Alternatives University of Sheffield provide a taxi for the employee if they are unable to drive. Employee could meet the OHA in an impartial place if need be. Employee could see Occupational Health Physician off site in his clinic in Sheffield NB Any cases which require re opening can occur if for the same reason, requiring the same questions to be answered and within 3 months of closure. Information about the role To ensure SOHS team offer relevant advice and guidance, please provide the following information via the referral form (SOHS_1b) concerning the employee: role and responsibilities length of service job tasks which are part of contractual job length of time in role any recent or anticipated change to the role working hours and details of any shift patterns place of work, office based or flexible worker pending disciplinary hearing/grievance copies of relevant risk assessments Information about the employee Every referral is different, by providing as much background information concerning the employee you can help the OH Advisor assess how to approach the referral. You should, for example, inform SOHS team of any pending disciplinary hearings/grievances that concern the employee. 4
Any information that you feel has a bearing on the employee s professional capacity will help SOHS team create a more detailed report that can provide definitive and objective advice for all parties concerned. For example, in a case where there are concerns over attendance, the OH Advisor should be given access to any available sickness absence data, since it may reveal characteristic patterns and can assist in the evaluation of underlying health issues. Information concerning the employee s performance and any problems with relationships within the workplace can be crucial to a case but is often overlooked. If there are any concerns of this nature, please advise SOHS. Information needed from you Please select from the following list the main reasons behind your referral: return to work/rehabilitation performance concerns substance misuse occupational exposure to hazards investigation of workplace illness or injury health concerns frequent sickness absence pending disciplinary hearing/grievance Information/Advice on applicable legislation Recommended questions from the referrer to SOHS The referrer is advised to select relevant questions outlined on the referral form, (SOHS_1b) please do not tick all if they are not appropriate. Please be mindful that any information on this form should be open to the employee therefore appropriate and sensitive language should be used at all times. 5
The OH response will not be limited to the questions identified on the (SOHS_1b). Detailed information, recommendations and legislative requirements may be added. Please ensure the relevant boxes are marked on page 5 Does the Line manager or HR wish to be contacted prior to SOHS contacting the employee? Has the employee been made aware of the reason for referral? Building effective working relationships between HR advisors/referring managers and SOHS The SOHS team aims to develop a good working relationship within the University of Sheffield by working in partnership with line managers/referring managers and HR. Individual case conferences are arranged, as required to give additional support to all parties. SOHS Staff Wellbeing Manager is able to offer training session to managers and HR on how to utilise the OH services. OH Advisors may liaise with HR when concerns arise to discuss University Policies. Template for management report to HR advisors/referring managers In order to provide a consistent reporting format, OH reports follow a template (see below). However, the report may be tailored to the needs of an individual case, at the discretion of the OH Advisor. The report addresses the specific concerns presented in the referral, and additional information as well as any other issues that emerge during the OH assessment. All reports will be sent to the employee at the same time as the HR advisor and referring manager In compliance with Health & Safety at work legislation and Occupational Health professional duty, it is of paramount importance to include the referring manager in all correspondence relating to the employee. If there are contentious issues between the manager and the employee, the employee has the right to withdraw their consent at any time, within the process and identify who they wish the report to be addressed to. 6
SOHS review appointments may be communicated via email to support the move to paper light. Consent for release of management report To support transparency and clarity the employee will be offered 3 options for the release of their report. a) I do not wish to have a copy of the management report. b) I wish to have to have a copy of the management report provided to me 2 working days before it is sent to my employer. Postal Address: c) I wish to have a copy sent to me at the same time as my employer. Postal Address: (Please note that if you consider there to be factual errors in the report, you should discuss these with the assessor) Signature --------------------------------- Date ---------------------------- Plan for review The OH Advisor s suggested course of action will be provided and will include timescales for review or whether a GP/Specialist report is required. If a case is closed, it can be re-opened without the need to complete a new referral form as long as the reason for referral is the same with the same questions to answer for management. Booking or making changes to appointments To help with resourcing we do ask that any appointment bookings or changes are dealt with via email. SOHS central email address - staff-occupationalhealth@sheffield.ac.uk 7
Transfer of records Due to professional and legal accountability and ethical guidance: OH can only discuss and release information to the referrers. We are aware that managers/hr often experience changes of roles and ongoing cases may need to be handed over to other line managers. SOHS requires HR or the referring manager to ensure the employee confirms, via an email to SOHS department, that they have been informed of the change in management and agree for SOHS to release information to their new manager. That email is then placed in the file. 8
Example content of a report Private and Confidential Director of Human Resource Management Mr Andrew Dodman, BSc,MBA,FCIPD Post to: Staff Occupational Health Service The University of Sheffield, Firth Court, Western Bank, Sheffield, S10 2TN In Person: Arts Tower, Western Bank, Sheffield, S10 2TN Telephone: +44 (0) 114 222 7462 Email : name@sheffield.ac.uk staff-occupational-health@sheffield.ac.uk Date Dear Re: Name and DOB Thank you for the referral of the above named employee. I met with him/her on (date of appointment). The content of this report is based on the referral form and informed consent has been obtained. The OH report will provide an informed overview and opinion with: The main reasons for referral Effects of the employee s health status on work The individual s perspective of the problem Whether the employee s health is linked to a workplace activity Whether the employee is fit for work / time scales for regaining fitness and any prognosis. What is the likely effect on attendance in the future Whether there is any impairment/disability as defined in the Equality Act 2010 and any adjustments to be considered under reasonable adjustments. Note: Clinical diagnosis may be mentioned in the report, if agreed. Alternatively, if identified on the fit note and already in the public domain. SOHS will discuss the content of the report prior to its release. If the assessment is by an OH Physician, additional consent is obtained at the assessment, offering the employee the option to see the report in advance. (In line with physicians GMC rules) 9
Recommendations A response to the specific questions on the referral form (SOHS_1b) Possible required job restrictions/adjustments or modifications. Advice to the line manager on the appropriate management of the employee s health, safety and welfare, including any rehabilitation plans. Relevant Legislation Ongoing review timescales where appropriate. Timescales will be agreed and detailed in the management report. Plan for ongoing OH case management The OH Advisor s suggested course of action will be provided here and will include timescales for review, and whether a GP/specialist report has been requested. The OH Advisor will advise that the content of this report has been discussed with the employee and informed consent has been obtained to release this information to HR and the referring manager. A copy of this report will be simultaneously forwarded to the employee. OH Physician referral The OH Advisor may suggest a review by Dr Moran, if so consent will be obtained for release of notes and a covering letter will be forwarded to Dr Moran with details. Kind regards Name of OH Advisor OH Advisor Cc Referring Manager Employee 10
Example of appointment letter Private & Confidential Director of Human Resources Mr Andrew Dodman, BSc, MBA, FCIPD Post to: Staff Occupational Health Service The University of Sheffield, Firth Court, Western Bank Sheffield, S10 2TN In Person: Arts Tower, Western Bank Sheffield, S10 2TN Telephone: +44 (0) 114 222 6215 Email: n.j.priest@sheffield.ac.uk or staff-occupational-health@sheffield.ac.uk Date Dear At the request of, I can confirm that an appointment has been made for you to attend the Staff Occupational Health Service of the University of Sheffield as follows: Date 2012 Time With Occupational Health Advisor, If this appointment is not convenient, please let us know by telephoning 0114 2226215 as soon as possible in order that this time may be allocated to someone else and a more suitable appointment made for you. The Staff Occupational Health Service is located in the Arts Tower, Western Bank, Sheffield. You should initially call at reception on Level 1, where arrangements will be made for you to be met at the appropriate floor. Should you require any assistance in accessing the building, or would be unable to access or exit the building in the event of the lifts being inoperative, please contact me on the above telephone number or email address. Please bring this letter with you. It would also be helpful if you would bring any medication which has been prescribed for you, or a list of medicine, if you prefer. Yours sincerely Nicola Priest OH Assistant Staff Occupational Health Service cc HR Adviser File 11
SOH_1a Management Referral Process Documents required for completion of process SOH_1 & 1a Guidance Notes SOH_1b Referral Form Prepare the information you want to include in the referral form, consider attaching absence To ensure compliance with informed consent please discuss the referral with the employee and provide SOHS_1c leaflet. Obtain consent. If written consent is not possible please tick the box on page 5 of the referral to indicate the referral was explained Please note SOHS are unable to progress any referral without informed consent. Send the referral and any supportive documents to Staff Occupational Health Service, Post to: Staff Occupational Health Service The University of Sheffield, Firth Court, Western Bank Sheffield, S10 2TN In Person: Arts Tower, Western Bank Sheffield, S10 2TN Tel number - 0114 2226215 staff-occupational-health@sheffield.ac.uk Appointment letter sent within 3 working days from receipt Appointment booked within 10 working days from appointment letter Report will be written and sent as per consent Document Control http://www.sheffield.ac.uk/hr/wellbeing/sohs/policy.html Last reviewed 04/12 Next review due 04/15 12