Educational guides on how workplace documents fit together — which document is typically completed before another, what is used alongside it and what follows. Connected to workplace forms, checklists and registers. Informational only — not legal advice; employers remain responsible for required documents and compliance.
What an occupational health referral workflow is
An occupational health referral workflow is the document chain used when an employer asks an occupational health professional to assess an employee’s fitness for work or health concern — often after an incident, an absence or a raised concern. It links the referral to the advice received and any agreed adjustments.
This page is an educational overview with a simplified example of how those documents usually connect. It is not an official process, not jurisdiction-specific and not medical or legal advice — the assessment itself is for a qualified health professional, and health data needs careful protection.
Why these documents connect
A referral works only if information flows appropriately and confidentially. The referral sets out the work and the question; the health professional provides advice within consent and confidentiality limits; and any agreed support connects to the role’s risk assessment and the return to work plan. Connected, the documents support the employee while keeping clinical detail with the professional.
Because this chain handles sensitive health data, confidentiality and consent shape every link. The chain organises a fair, supportive process; it does not make any clinical judgement and does not guarantee compliance.
The typical sequence
- A referral is raised, setting out the role and the specific question, with consent.
- The occupational health professional assesses and provides advice.
- The advice, within confidentiality limits, informs any agreed support.
- Adjustments link to the role’s risk assessment and any return to work plan.
- The outcome is reviewed and adjusted as needed.
- These are example steps only — adapt them to your process and the applicable law.
Who owns each step
- A manager owns raising a clear, consented referral.
- The employee owns their consent and their account.
- The occupational health professional owns the assessment and advice.
- The employer owns acting on the advice and protecting the health data.
Common mistakes
- Referring without a clear question or the employee’s consent.
- Expecting or sharing clinical detail beyond what is appropriate.
- Receiving advice and not acting on the agreed support.
- Storing health information without proper protection.
Records and retention (high level)
Referral records and advice contain sensitive health data and are usually kept securely with limited access, for a period set by the applicable law and the employer’s data-protection duties. Clinical records normally stay with the health professional.
This page does not state a required period — confirm retention with the applicable law and the official authority.
Completing and sharing as a PDF
Referrals and advice summaries are sometimes stored as PDFs in a secure, access-limited file. Exporting to PDF supports the record; it does not make any clinical judgement and does not guarantee compliance.
Employer notes
- Refer with a clear question and the employee’s consent.
- Respect confidentiality and do not seek clinical detail you do not need.
- Act on the agreed support and adjustments.
- Protect the health data and limit access.
Worker notes
- Give your consent and your account as far as you wish.
- Know that clinical detail stays with the health professional.
- Raise it if agreed support is not in place.
Country considerations
How occupational health is provided, and how health data and consent are handled, varies by country, and the official authority differs in each. This page is general and high-level — not a statement of any country’s law and not medical or legal advice.
Always confirm current requirements with the official authority for your country and a qualified professional.
Who is responsible
The employer is responsible for a fair referral process, acting on advice, protecting health data, and compliance; the clinical assessment is the health professional’s. This page is an educational overview with a template example; it does not make clinical judgements and does not transfer responsibility.
Export, edit and share documents
The documents, policies and templates this involves can be exported, edited, signed, stored and shared as PDFs with the HELPERG PDF Editor.
Free, printable HR & employment resources
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