An occupational health assessment is an impartial medical consultation focused on the interplay between an employee’s health and their job. It is conducted by a clinician with specialized training in occupational medicine. The primary function is to provide an employer with expert guidance on how a health condition may affect an employee’s ability to perform their duties. This evaluation is not a general check-up or treatment, but a specific analysis of an employee’s fitness for their role, aiming to support them in the workplace.
The Purpose of an Occupational Health Assessment
An employer initiates an occupational health assessment to receive independent medical advice. An objective is to understand how to best support an employee’s well-being, especially when a health issue arises. This helps in managing employee absences and ensuring any return to work is handled in a safe and sustainable manner. The assessment provides clarity on an employee’s functional capacity for their specific job tasks.
This process is also a way for employers to fulfill their legal responsibilities to protect the health and safety of their staff. By seeking this expert advice, companies can take appropriate steps to prevent work-related illness and injury. The assessment provides objective recommendations that help an organization make informed and fair decisions. It is a supportive measure designed to balance the needs of the individual with the operational requirements of the business.
Common Reasons for a Referral
Long-Term Sickness Absence
A referral is frequently made when an employee has been absent from work for an extended period, such as four weeks or more. In these circumstances, an employer needs to understand the employee’s current health status and the likely timeframe for their return. The assessment helps clarify the prognosis and what support might be needed to facilitate a successful return.
Frequent Short-Term Absences
Patterns of recurring, short-term absences can also prompt a referral. While a single day off is common, repeated instances may suggest an underlying health problem. An assessment can help determine if there is a medical reason for the absences and advise the employer on how to manage the situation supportively.
Performance or Capability Concerns
A decline in an employee’s performance or ability to carry out their duties can be linked to a health condition. If a manager suspects that health issues are impacting work quality, a referral can clarify the situation. The goal is to identify any medical factors and determine if adjustments could help the employee perform their role effectively.
Workplace Adjustments
When an employee has a disability or a long-term health condition, an employer has a legal duty to consider reasonable adjustments. An occupational health assessment is used to get expert recommendations on what specific changes would be effective. This could include modified equipment, altered working hours, or changes to job duties.
Returning to Work After Injury or Illness
Following a significant illness or injury, it is important to ensure an employee can return to their duties safely. An assessment helps to create a structured and phased return-to-work plan. This might involve starting with reduced hours or lighter tasks, gradually increasing as the employee recovers.
What to Expect During the Assessment
The assessment is a confidential consultation, not a physical examination or diagnostic session. It is a structured conversation between the employee and an occupational health professional, who could be a doctor or nurse. These appointments can take place in person, over the phone, or via video call. The clinician’s role is to provide impartial advice to the employer while supporting the employee.
During the discussion, the clinician will ask about the employee’s health condition and any treatment they are receiving. They will also explore how the condition affects daily activities and the tasks required for the job. The focus remains on the relationship between health and work. Employees will have the opportunity to describe their role and any difficulties they are experiencing.
The clinician will review the referral form from the employer, which outlines the reasons for the assessment and any specific questions. The employee can discuss the contents of the subsequent report with the clinician during the consultation. This ensures transparency and gives the employee a chance to ask questions before the report is finalized.
The Occupational Health Report
Following the assessment, the clinician prepares a report for the employer, which is sent to the human resources department or referring manager. This document summarizes the clinician’s professional opinion on the matters raised in the referral. It provides clear answers to the employer’s questions regarding the employee’s fitness for work to guide management decisions.
The report focuses on functional ability and recommendations. It will state whether the employee is fit to work, and if not, provide an estimated timescale for their return. A main part of the report is advice on potential workplace adjustments or modifications, such as a phased return, ergonomic equipment, or amended duties.
The content is limited to information that is relevant to the workplace. Its purpose is to give the employer the necessary guidance to manage the situation fairly and effectively, based on expert medical advice.
Understanding Your Rights and Confidentiality
The medical information shared during an assessment is confidential. The clinician is bound by professional standards, and the final report will not contain specific clinical details or a diagnosis without the employee’s express permission.
Employees have the right to see the occupational health report before it is sent to their employer. This provides an opportunity to review the content and check it for factual accuracy. If an employee believes there is an error in the report, they can request a correction.
An employee can refuse to attend an occupational health assessment. However, their employer will then have to make decisions about their employment without independent medical advice. This could mean decisions regarding sick pay or adjustments are made based only on the information available, which may not fully reflect the employee’s health situation.