1. Investing in good health at work
Making an on line management referral
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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.

2. 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

3. 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.
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4. 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 U for UHB
You will receive an account verification 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 address if they want to view their final report on their portal account.
Investing in good health at work

5. Creating an OH portal account
Use the link to access the portal
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.
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6. Investing in good health at work
Top tips
Register with your preferred account
You will receive an account verification 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 address (username) and password to login.
Investing in good health at work

7. Creating a management referral
Select ‘load new questionnaire
from the left hand menu
Having entered your user name (preferred address) and password you’re ready to create a management referral.
Select ‘load new questionnaire/ form’ from the left hand menu.
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8. Investing in good health at work
Next step
First select ‘management referral form’
Then select ‘continue’
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9. 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.
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10. 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’
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11. 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

12. 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

13. 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

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

15. 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
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16. 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.
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17. 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.
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18. Investing in good health at work
Our contact details
Website:
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19. 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