Incidents & Accidents · Best Practice · Construction

Occupational Health Referral Form

A form for referring workers to occupational health services for assessment. Common referrals include hand-arm vibration syndrome, noise-induced hearing loss, dermatitis, and musculoskeletal disorders.

Last reviewed: 29 March 2026 — This guide reflects UK law as of this date. MHSWR 1999 remains current with no amendments enacted as of 29 March 2026. Next scheduled review: 29 March 2027.

1. Occupational Health Referral — Supporting the Worker's Safe Return

A structured mechanism for accessing specialist medical opinion about fitness for work — specifically for the work the individual does, the conditions they work in, and the risks they are exposed to. A GP certifies fitness for work in general; an OH physician advises whether a worker with a back injury can safely return to concrete laying, or whether a worker with occupational asthma can continue working with triggering substances.

It is also a legal risk management tool — the Equality Act requires reasonable adjustments for workers with disabilities. OH identifies what adjustments are clinically appropriate.

An EAP provides confidential support that workers can access without management involvement

Employee Assistance Programmes provide confidential first contact for mental health, personal, financial, and legal difficulties. Unlike a formal OH referral (which the employer initiates), an EAP is accessed directly by the worker — confidential from the employer. Relatively low-cost (15–30 per employee per year) and extremely valuable in an industry with elevated mental health challenges.

2. Occupational Health Referral Form — Content

Field	Content
Worker details	Name, employer, job role, contact details. Date of referral.
Reason for referral	Injury; occupational disease concern; sickness absence; fitness for specific task; return to work assessment.
Job description	Worker’s role and specific tasks — physical and mental demands. Hazardous exposures (substances, noise, vibration, manual handling).
Incident/absence detail	If injury: date, nature, treatment to date, expected recovery. If sickness: duration, medical certification.
Specific questions	What the employer wants OH to address: fit to return to normal role? Adjustments for safe return? Ongoing health risk from work?
Employer contact	Named HR or site manager receiving the OH report.
Worker consent	Worker signs confirming: consent to referral; understanding that OH will provide a report to the employer; right to request a copy before it is sent.

3. Common Mistakes

Using OH to pressure a worker into returning before ready

The referral must be for the genuine purpose of obtaining independent clinical advice. OH physicians are independent — they give honest clinical opinions. Using the process to pursue a predetermined agenda undermines OH independence and may amount to disability discrimination.

Not seeking OH when worker has potential Equality Act disability

If a condition might meet the definition of disability (substantial, long-term adverse effect on normal activities), the employer must consider reasonable adjustments. Making decisions without an OH assessment is risky. OH provides the clinical basis for adjustment decisions.

No worker consent obtained before referral

Workers cannot be compelled to attend OH. They must understand: what the referral is for; what OH will assess; that a report will go to the employer; and that they can request a copy before release. Proceeding without consent may breach data protection and erode trust.

No EAP provision

Construction has disproportionate mental health challenges. EAPs provide confidential direct access that many workers will use who would never agree to a formal OH referral. Cost is relatively low (15–30 per employee per year), providing 24/7 professional support.

Referral form doesn’t describe actual job demands

Describing the job as “construction worker” without specifying manual handling weights, repetitive movements, postural requirements, and hazardous exposures does not give OH adequate information. A detailed job description enables specific fitness advice.

4. Frequently Asked Questions

Can the employer disclose medical information from the OH report?▾

OH reports contain special category health data under UK GDPR. They may only be disclosed: with the worker’s explicit consent; or under legal obligation (e.g. HMRC for SSP). They must not be shared with other employees, subcontractors, or external parties without consent. The referral consent should specify who receives the report.

What is the difference between an OH referral and health surveillance?▾

Health surveillance is proactive ongoing monitoring for workers exposed to defined hazards (noise, vibration, dusts) — it is systematic. An OH referral is reactive, responding to a specific concern about an individual worker’s health. Both are OH functions but serve different purposes. An OH referral might arise when health surveillance identifies an adverse finding.

What if OH recommends adjustments the employer cannot provide?▾

The Equality Act requires “reasonable” adjustments, not all adjustments. If the employer genuinely cannot provide what is recommended (light duties on a site with only heavy work), they should document why it is not reasonably practicable and explore alternatives. If no suitable alternative exists, employment law and medical dismissal may apply — handled with HR and legal advice.

Is there a legal duty to provide OH services?▾

MHSWR requires monitoring health and taking action. For specific hazards (COSHH, Noise, Vibration, Lead, Asbestos), statutory health surveillance is required. General OH is not universally mandated, but for employers with significant health hazards (most construction), OH provision is considered part of the MHSWR duty. The absence of OH after significant occupational disease would be difficult to defend.

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