UCL Human Resources


Manager referrals to Workplace Health

How to refer an employee to UCL Workplace Health.

Health problems, of whatever nature, may affect work performance. If a manager has any concerns about the effects of work on an employee’s health, or the effects of a health problem on an employee’s performance or attendance at work, referral to the UCL Workplace Health service should be considered. Further advice can be sought from the appropriate Human Resource Business Partner. As a result of referral, Workplace Health can provide advice to managers and may be able to assist employees with health problems.

Guidance on sickness absence that would trigger a sickness absence review and possible referral to the Workplace Health service is provided in the 'Sickness Absence Policy'.

Manager’s Responsibilities

  • Consult with HR Business Partner regarding referral to Workplace Health
  • Ensure that the employee is made aware of reasons for referral to Workplace Health
  • Provide Workplace Health with relevant documentation
  • Consult with HRBP upon receipt of occupational health reports.


Management referrals to UCL Workplace Health must be made with the full knowledge of the employee concerned, encouraging open exchanges of information. A leaflet outlining the role of occupational health may be given to the employee to help with this.

It is important that the occupational health adviser is made aware of all relevant facts about a case to ensure that objective advice is given, based on a full understanding of the issues of concern to the referring manager. The Management Referral Form is designed to help managers provide sufficient information and specify the type of advice they are seeking when making a referral. Please provide as much relevant information about the person being referred as you can. Your HR Business Partner can offer advice on completing the form if required.

If an employee cannot attend Workplace Health because of poor health, the manager should speak to their HRBP about obtaining the consent for Workplace Health to obtain a medical report from the employee’s GP or hospital doctor. Any such request should be made in line with the requirements of the Access to Medical Reports Act 1988, using the Summary of Principal Rights under the Act and Consent Form.  The employee should be made aware of the reason for the request for consent in the same way as they would be made aware of the reasons for referral to Workplace Health. The signed consent form should be sent to Workplace Health along with the completed referral form. If the employee is unable to consent, then the consent of their next of kin should be sought

Service Standards

Appointments are offered within ten working days of receiving a referral letter for a consultant physician and five working days for a specialist practitioner (a nurse with specialist qualification).

A written report is sent to the employee for review within two working days of the appointment or receipt of specialist report. Once consent has been received for release the report is shared with the referring manager.