Occupational Health referrals
Referrals to Occupational Health (OH) should be made when there are mental or physical health concerns which affect an employee's work, or at the request of the employee. We do not accept self-referrals, all referrals must be made by the line manager, Employee Relations Adviser or Union representative.
The reasons for the referral should be fully discussed with the individual concerned before the form is sent to OH.
Anyone with concerns about an employee may wish to consult us for advice prior to making a formal referral. Please e-mail ohquery@essex.ac.uk and provide a brief overview of the concern, to ensure you receive appropriate advice.
Please note, Occupational Health will no longer be offering CBT. Employees can now access counselling and online CBT through our EAP, Health Assured.
All employees can make direct contact with OH regarding any health concern or sickness absence. However, appointments will only be made upon receipt of a referral.
Following an appointment, a report will be written which will summarise the appointment and answer questions provided on the referral. The OH Adviser may also recommend reasonable adjustments or suggest an application to Access to Work. This report will be shared with the employee for their approval and consent. If this is given, the report will be shared with the referrer and the Employee Relations team.
For referrals relating to absence from work, managers may benefit from a new government service providing guidance on supporting employee health and disability.
Referral forms
To make an Occupational Health referral, please complete the form below and send it to ohquery@essex.ac.uk.
- Staff referral form template (.dotx, updated March 2025)
- Student referral form template (.docx, updated April 2025) - applicable only to certain students, see the OH Student Services page for more details.
The Equality Act
The Equality Act 2010 provides legal protection against discrimination at work based on a set of protected characteristics, one of which is disability.
An individual is classified as ‘disabled’ under the Equality Act 2010 if they have a physical or mental impairment that has a 'substantial' and 'long-term' negative effect on their ability to do normal daily activities.
Occupational Health Advisers are only able to give advice regarding the Equality Act based on the medical information they are given during the referral appointment.
For more information on the Equality Act, please see Acas' guidance on Discrimination and the Equality Act 2010.
Impairments
Impairments can be physical or mental. It is not possible to give an exhaustive list of conditions that may qualify as impairments for the purposes of the Act but examples could include:
- diagnosed chronic pain
- mobility related impairments caused by accident or illness
- sensory impairments, such as those affecting sight or hearing
- impairments with fluctuating or recurring effects such as rheumatoid arthritis, myalgic encephalitis (ME)/chronic fatigue syndrome (CFS), fibromyalgia, depression, and epilepsy
- progressive, such as motor neurone disease, muscular dystrophy, forms of dementia and lupus (SLE)
- diabetes
- organ specific, including respiratory conditions, such as asthma and cardiovascular diseases, including thrombosis, stroke, and heart disease
- neurodivergence, such as autistic spectrum conditions (ASC), ADHD. dyslexia and dyspraxia
- learning difficulties
- mental health conditions and mental illnesses such as depression, schizophrenia, anxiety, eating disorders, bipolar affective disorders, obsessive compulsive disorders as well as personality disorders and some self-harming behaviour
- injury to the body or brain
Whether a person is disabled for the purposes of the Act is generally determined by reference to the effect that the impairment has on that person’s ability to carry out normal day-to-day activities. A person continues to be considered disabled even when the effects of the disability have subsided or they are in remission.
When is a referral needed?
Long-Term Absences
Employees who are returning from long-term absence should be referred to Occupational Health prior to their start date to confirm they are fit to work and, if needed, recommend a phased return plan.
While the manager is responsible for maintain engagement and support with an employee who is on long-term absence, a referral to Occupational Health can help management to determine if an individual is fit to return to work, and help the employee access additional support to help them to return to work. If a fitness to return date can be reasonably predicted, this will be communicated to the manager.
Concerns about the effect of work on health (and vice versa)
Occupational Health provide guidance for employees who are having performance issues related to their mental or physical health.
This can include recommending reasonable adjustments aiming to support the employee's condition while allowing them to stay in work, signposting to other services such as our Employee Assistance Programme, and/or aiding the employee with completing a stress risk assessment or wellbeing action plan.
Complex DSE needs
If an employee has complex DSE needs, or has a DSE issue which has not been remedied by interventions from a DSE Facilitator, an Occupational Health referral should be made.
Wellbeing
Consideration for Ill Health Retirement
Following a conversation with the manager or Employee Relations, the employee must be referred to Occupational Health, where the Adviser will assess if ill health retirement is appropriate.
Please note that there is no guarantee that an application for ill health retirement will be approved, as this decision is up to the pension provider.
Occupational Diseases
If an employee is exhibiting signs of or has been diagnosed with an Occupational Disease, a referral to Occupational Health is required to assess if it is reportable under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR).
Where necessary, the employee may also be referred for an appointment with the Occupational Health Physician to make a formal diagnosis.
Reportable Occupational Diseases include:
- Carpal tunnel syndrome (except if a result of typing or similar repetitive movements)
- Chronic cramp of the hand or forearm
- Occupational dermatitis
- Hand-arm vibration syndrome
- Occupational asthma
- Tendonitis or tenosynovitis
Placement Students
Occupational Health referrals are only accepted for for students on certain courses:
- All Health and Social Care courses with clinical placements
- Physiotherapy with clinical placements
- Biomedical Science with NHS placement
- Edge Hotel School with placement at Wivenhoe House Hotel
Students should be referred for any medical condition which may affect their placement, with the exception of pregnancy. Pregnant students only need to be referred if they are high risk or have a medical condition which may complicate their pregnancy.
For support with ongoing health issues or academic adjustments, please contact the Student Service Hub or Student Wellbeing and Inclusivity Service at wellbeing@essex.ac.uk
Information for individuals referred to Occupational Health
Guidance for managers
