Investing in good health at work Making an on line management referral Please click on view tab. Then click on notes page. The notes are required for you to understand the training. Welcome to the Avon Partnership Occupational Health Service (APOHS) training on making a management referral. This session is designed to help you through the process of referring a team member to Occupational Health (OH) using the online portal. You can work through this training as many times as you like and can come back to it in the future if you need to make another referral. More detailed training notes are available on our website if you need further information. Investing in good health at work Please click on view tab. Then click on notes page. The notes are required for you to understand the training.

Investing in good health at work Preparation Before you make a referral discuss the reasons with your team member, the individual you wish to refer Think about what you want to get out of the referral The individual must be aware of the reason for the referral and give consent The referral process must be open and transparent to everyone concerned. Make sure the individual/ employee is fully aware of the details of the referral and think carefully about the questions you want to ask us. When you complete the online referral form you will be asked to confirm that the team member is fully aware and gives their consent for you to submit the form to OH. Investing in good health at work

Investing in good health at work Why refer? Long term sickness absence Multiple short spells of absence Declared health issue Performance/behaviour issue relating to health Ill health retirement Typically referrals are made for the following reasons Long term sickness absence – you may want information about a likely return to work date or any recommendations for adjustments to help the individual return to work Multiple short spells of absence – you may wish to know if there is an underlying health condition causing the absence and, if so, whether there are any recommendations for adjustments to help the individual to maintain good attendance Declared health issue Performance/behaviour IHR You may wish to include extra information to support the referral e.g. sickness absence record, job description. You will have the opportunity to attach this to the referral before you submit it. Investing in good health at work

Investing in good health at work So let’s get started You and the individual will need to create OH portal accounts You must use company reference U1000358 for UHB You will receive an account verification email containing a link As part of verification you will be asked to enter personal details including your National Insurance number (your unique identifier) Follow the instructions in the next section You and the team member will need individual OH portal accounts, as both of you will need access to view the report created by the OH Professional at the time of the referral assessment. The individual/ employee must create a portal account with their preferred e-mail address if they want to view their final report on their portal account. Investing in good health at work

Creating an OH portal account Use the link to access the portal https://avonpartnership.eopas.co.uk/ Select ‘sign up now’ To create an OH portal account, follow the instructions in the next section of this training. Pass the details onto the individual/ employee on how to create a portal account. Note - You can provide the final report to your team member if required. Investing in good health at work

Investing in good health at work Top tips Register with your preferred email account You will receive an account verification email containing a link Click on this link to activate your OH portal account You must do this within 48 hours You will be asked to fill in personnel details Your OH portal account is set up! Once your OH portal account is created, your personal details will be required to verify your account. Following verification, you will only need your preferred e-mail address (username) and password to login. Investing in good health at work

Creating a management referral Select ‘load new questionnaire from the left hand menu Having entered your user name (preferred email address) and password you’re ready to create a management referral. Select ‘load new questionnaire/ form’ from the left hand menu. Investing in good health at work

Investing in good health at work Next step First select ‘management referral form’ Then select ‘continue’ Investing in good health at work

Investing in good health at work Fill in the form You will be guided through the form Please give as much information as you can Be as clear as you can about what you want to know You can add attachments e.g. sickness absence record or job description You will be asked to enter details about the person you are referring, to describe the reason for the referral and put in the questions you would like OH to answer. We can only answer the questions you ask, so please take some time to think carefully about what you need to know. Remember that the report from OH is a management report rather than a medical report and we will not give you unnecessary medical detail. Our aim is to give you the information you need to manage the individual you have referred. Investing in good health at work

Investing in good health at work Save the form You must save the form in order not to lose the data. You must save the form every time. Saving the form means that you can go back to edit if you wish to. Select ‘save form’ Investing in good health at work

Investing in good health at work Next step If you select ‘No’ you will be able to edit the form or add further information. If you select ‘Yes’ you will submit the form to OH. Select ‘Yes’ Investing in good health at work

Investing in good health at work What happens next? We will review your referral and make an appointment The appointment details will be sent to you, copied to the individual you have referred Please check to ensure that the individual confirms attendance as soon as possible Investing in good health at work

Late cancellations and no shows If the individual cancels their appointment with less than 24 hours notice or does not attend on the day, we will inform you and your organisation may be charged for the appointment We will not rebook the individual's appointment automatically You will need to re-refer by creating a new management referral on the OH portal Investing in good health at work

Cancellation with more than 24 hours notice We will re-book the appointment Investing in good health at work

Assessment and Final Report After the individual attends their assessment at OH, the final report is created by OH You can view the final report by logging onto your portal account providing the individual has given consent to you, the manager to view their report during assessment at OH The final report is attached to the management referral, available on the portal The table below identifies the status of forms on the portal The individual/ employee must create a portal account with their preferred e- mail address if they want to view their final report on the portal. Pass the details onto the individual/ employee on how to create a portal account. Note - You can provide the final report to your team member if required. Status Meaning of Status New Draft not submitted Ready for Promotion OH management referral is with Admin at OH Promoted OH management referral is being dealt with and is ready to be triaged by the nurse Investing in good health at work

Investing in good health at work After the assessment The OH professional will write a report The individual can see the report if they choose to before it is available for you to view on the OH portal The individual can correct inaccurate facts but not change the clinical opinion or recommendations The final report will be posted to the OH portal for you to view The consent form is completed by the individual/ employee during their OH assessment. The individual gives consent on who their final report should be sent to. In the event that the individual has not given consent for you to view their final report during their assessment, you will be advised by OH. In the event that HR wants to see the final report and the employee has not given consent for HR to see their final report, HR should consult you, the manager. Investing in good health at work

Investing in good health at work More top tips The referral process must be open and transparent It’s a supportive process You may wish to discuss the referral with your HR Advisor If you’re not sure whether or not to refer – call and ask us Please don’t tell us the individual’s name at this point as we won’t have their consent to speak to you More detailed training notes are available for you to view on our website. Depending on the reason for the management referral, you may wish to involve HR for guidance on policies and procedures. Investing in good health at work

Investing in good health at work Our contact details Email: occupationalhealth@uhbristol.nhs.uk Website: www.apohs.nhs.uk Investing in good health at work

Investing in good health at work Thank you We hope this training has been useful If you have any comments about this training please let us know Investing in good health at work