Guidance Information for the Referring Manager

Guidance notes on the referral procedure and use of the fitness for work assessment service are avilable on the Occupational Health (OH) Service's website at If you require further advice on making a referral contact the OH Service, Tel contact 0191 208 7344 or email You need to allow up to a maximum of five days for Occupational Health to process a referral request.

  1. The referral must be discussed with the member of staff and his/her agreement obtained before an appointment is arranged. Verbal agreement is sufficient. Signed consent to provide a report to the line manager will be obtained by the OH Physician/Adviser when the member of staff attends the OH clinic.
  2. This form can be filled in on screen. Please complete all mandatory fields that are highlighted. This form will be emailed to OH and HR when you click submit. If you wish you can cc or attach supporting documentation before you submit the form. 
  3. In section 1.3 please provide sufficient detail on job demands to provide OH with an overview of the person’s usual work, you must also provide an up-to-date job description for the post. If you have specific concerns over safety, or execution of particular tasks, you should provide detail in Section 1.6.
  4. In section 1.5 tick the relevant boxes to confirm the reason for referral and provide appropriate background information, including information on job performance where this is an issue, and state why a medical opinion is being sought at this time. You should also indicate any specific information you would like to receive in the report.  Note: it is not possible to comment on whether past absences on sickness grounds were justified.
  5. The staff member should be given a copy of the signed referral form for retention and reference.
  6. Once completed please click 'SUBMIT' and this will be sent to OH and a copy to your Human Resources (HR) team. The OH Clinic will review the detail of this referral and decide on the most appropriate member of the OH team to undertake this assessment – this can be either the OH physician, OH Practitioner/Nurse Advisor, Physiotherapist or Counsellor. The OH Clinic will then contact the member of staff to arrange an appointment. The referring manager will also be notified by email of the appointment date and time.

The referring manager, named HR Manager and member of staff will be sent a copy of all reports by the OH Service.

For comprehensive details of the referral process please see the University's Manager's Referral Guide [.pdf]