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					                               Warwickshire County Council




                                Occupational Health
                                 Managers Guide




Contents
1.       What is Occupational Health?                                                   2
2.       Confidentiality                                                                2
3.       Professional Standards                                                         2
4.       When are employees referred to Occupational Health?                            2
5.       What services do Team Prevent Offer?                                        2–3
6.       Pre-employment process for assessing fitness to work                           3
7.       Assessing fitness for continued employment (in-service referrals)            3-5
7.1            How is an in-service referral made?                                      4
7.2            How is the in-service referral assessed?                                 4
7.3            What advice is given to Managers?                                        5
8.       Permanent incapacity and ill-health retirement                                 5
9.       Non-attendance at Occupational Health appointments                             5
10.      Employee right to be accompanied at a referral                              5–6
11.      GP/Specialist reports                                                          6
12.      Occupational Health User Group                                                 6
13.      Queries and Complaints                                                         6
14.      Where are the WCC Team Prevent Offices?                                        7
15.      How can I contact Team Prevent?                                                7
         Appendix One: Occupational Health Service Charges                           8 – 10




Occupational Health – Managers Guide v1.0
Updated: 29/09/09
Review date 01/04/2010
WS&D (CWG)
                                                                             Page 1 of 10
1. What is Occupational Health?

Team Prevent is our Occupational Health provider. They work with individuals, HR,
Health, Safety and Wellbeing and Managers to reduce sickness absence by being
proactive in health promotion, health assessment, supporting employees return to
work, and helping us to protect employees against any risk of work related ill health.

Team Prevent are committed to providing pro-active occupational health which is
based on prevention and early intervention. There is significant evidence to prove
that being at work is healthy and our aim is to keep employees healthy.

They also act on the behalf of the County Council when dealing with outside medical
agencies, e.g. GPs, Hospitals and medical specialists.

2. Confidentiality
Team Prevent adopt an honest, open and welcoming approach to their work and
consultations with employees are completely confidential. An employee can be
secure in the knowledge that their case will be treated independently and
confidentially by Team Prevent

On referral the employee will be asked to give signed consent to share any relevant
information with you. Medical details will not necessarily be disclosed, unless Team
Prevent believe that it is important for you to have a better understanding of, for
example, a health condition to enable you to provide the necessary support.

There may be occasions where the Occupational Health Team believe it is essential
to disclose certain medical information to you to protect the health and safety of
employees and that of their co-workers, but any information that is to be disclosed
would be discussed with the employee first.

3. Professional Standards
Every medical practitioner, whether in the NHS, Private Health or Occupational
Health is governed by standards on their ethical behaviour as well as government
legislation.

4. When are employees referred to Occupational Health?
Employees may be referred to Occupational Health following the completion of a pre-
employment health questionnaire; for routine health surveillance to protect them
against the potential risks of work related ill health, or because an employee has
been absent from work and in line with the Sickness Absence Policy you wish to
understand whether any support can be provided to help you manage them safely
back to work.

5. What services do Team Prevent Offer?
Team Prevent offers a range of core services which are outlined below. All services
are charged to Directorates on an individual basis (see Appendix One)

        Pre employment assessments of fitness to work

Occupational Health – Managers Guide v1.0
Updated: 29/09/09
Review date 01/04/2010
WS&D (CWG)
                                                                             Page 2 of 10
        In-service assessment of fitness for continued employment and any other
         specific types of assessment that may be required
        Case conferences/case management discussions
        In-service health surveillance to systematically monitor for signs of work
         related ill health in employees who are exposed to certain health risks. Health
         surveillance is a legal requirement for certain risks.
        Professional clinical advice on return to work programmes, permanent
         incapacity and ill health retirement, and the Disability Discrimination Act.
        Promotion of health and well-being at work
        Immunisations and vaccinations where appropriate

Some additional services, such as physiotherapy, are available and may be
purchased by individual Directorates. For guidance on purchasing these you must
contact the HR Advisory Team.

6. Pre-employment process for assessing fitness to work
All prospective employees are issued with a confidential pre-employment medical
questionnaire. Before the questionnaire is issued you will need to complete the first
section to provide some details about the individual and to indicate the potential
hazards associated with the post you are recruiting to.

When no medical issues are disclosed, the individual may self-declare their fitness
for work and the questionnaire is returned directly to the Recruitment Team at the
HR Service Centre.

When medical issues are revealed the questionnaire is returned directly to Team
Prevent so an assessment can be made to determine fitness for work. The
questionnaire will only be seen by Team Prevent and will be handled confidentially.
Team Prevent will assess the questionnaire with respect to the job, background and
previous medical history, to give a qualified medical opinion in relation to a
candidate’s fitness for a specified job role.

If further clarification is required, Team Prevent may seek a one-to-one confidential
discussion with the candidate and/or seek further information or a consultation with
the prospective employee’s GP, specialist or other medical professional (subject to
the candidate’s informed consent). Where necessary, Team Prevent will undertake
further assessments, interviews, examinations, tests and medical counselling. In
these circumstances Team Prevent will offer an interim assessment of the
candidate’s suitability and provide a final assessment within 21 working days

In cases of disability, Team Prevent will give advice on reasonable adjustments (to
working arrangements or conditions) that would enable the Council to offer
employment to successful candidates who are protected under the Disability
Discrimination Act.

7. Assessing fitness for continued employment (in service referrals)
In-service referrals are designed to provide medical advice to help inform
employment decisions by giving qualified medical opinion in relation to fitness to
work.


Occupational Health – Managers Guide v1.0
Updated: 29/09/09
Review date 01/04/2010
WS&D (CWG)
                                                                              Page 3 of 10
7.1 How is an in-service referral made?
All in-service management referrals should be made jointly with the HR Advisory
team. It is your responsibility to collect as much relevant information as possible in
order for HR staff to make a formal referral to Team Prevent using the standard
Management Referral form.

This should include the individual’s sickness absence record, recorded reasons for
absence and the context of the problem, for example;

         if the employee has recently returned from compassionate leave
         has had an accident at work
         or if there is a restructuring of the department taking place

You will also be required to itemise the specific questions that you would like Team
Prevent to consider. Advice may be given on the following areas (this list is not
exhaustive):

        Fitness to return to work following illness, accident or injury
        Likelihood of return to work
        Fitness to return to work with temporary restrictions (the extent and nature of
         the restrictions will be clearly stated)
        Fitness to return to work with adjustments
        If redeployment should be considered and what type of role would be suitable
        Assessment of whether an employee is permanently unfit to work
        Anticipated timescale for recovery – guidance on when an employee will be
         fit to work
        If an employee is likely to be covered by the DDA and guidance on
         reasonable adjustments that are considered appropriate.

It is also your responsibility to meet with your employee before the referral, to collect
the information from them, and to explain the reason for the referral to Occupational
Health. This is in addition to your responsibility to maintain contact and to notify HR
of any change to circumstance.

7.2 How is the in-service referral assessed?
Team Prevent will assess the referral using interviews, examinations, and tests (with
employee consent).

Based upon the assessment, Team Prevent will either be able to issue fitness for
work advice to you, or may require further information or a specialist examination.
Where a specialist examination is required, HR and the manager will be informed of
any additional cost.

In cases where additional intervention/rehabilitation will help the employee return to
work sooner, the likely duration and any additional cost will be confirmed to HR and
the manager for a decision to be made as to whether to proceed. It is for Directorates
to assess these cases on an individual basis, bearing in mind the need to balance
the cost of an absent employee against the cost of the proposed additional
intervention. The employee may wish to pursue this additional intervention through
his or her own GP practice.

Occupational Health – Managers Guide v1.0
Updated: 29/09/09
Review date 01/04/2010
WS&D (CWG)
                                                                              Page 4 of 10
7.3 What advice is given to Managers?
Following the consultation, Team Prevent will discuss the report they are proposing
to send to you with the employee. The advice given is based upon:

        Medical facts available
        Team Prevent’s Occupational Health Advisor’s professional and clinical
         judgement
        The information given at the consultation
        Occupational health evidence and law
        Occupational health best practice

Advice will be meaningful, clear and actionable to support you in making informed
employment decisions.

The fitness for work report will clearly identify whether the employee is capable or
incapable of doing their current job, long-term or permanently and whether any
adjustments could be made to their current job to allow them to continue or whether
they could do other work with restrictions. Any specific questions asked in the
management referral form will also be answered.

8. Permanent incapacity and ill-health retirement
Ill health matters are unique to the individual and each case is dealt with sensitively
and on a personal basis. Cases of long term ill health are usually managed by
Managers, HR and Occupational Health before they are considered for Ill Health
Retirement.

Details on the eligibility criteria for early pension benefits, the process for determining
eligibility and ill health retirement entitlements can be found on Managing People.

9. Non-attendance at Occupational Health appointments
Team Prevent will notify HR of staff who do not attend appointments, or cancel within
48 hours of the appointment, and HR will let you know. No further appointment will
be made until Team Prevent is advised that this is appropriate (i.e. after speaking to
the employee to find out the reason for not attending).

Should this discussion not lead to a satisfactory outcome, you may wish to discuss
the case further with HR and Team Prevent. Please note there is a charge made for
missed appointments; appointments cancelled with less than 48 hours notice and for
repeat cancellations.

10. Employee right to be accompanied at a referral
Employees have a right to be accompanied when undergoing medical assessments
with Team Prevent. This may include a partner, spouse, friend or colleague.

An employee may wish to be accompanied, for example if:-

        They need an interpreter
        They have a disability and require support
        They wish someone of the same sex to attend the assessment with them

Occupational Health – Managers Guide v1.0
Updated: 29/09/09
Review date 01/04/2010
WS&D (CWG)
                                                                                Page 5 of 10
An employee has the right to refuse any assessment or treatment. If they do so, then
a decision upon their fitness for work, and any potential help that may be provided
will be made on the evidence available. The refusal will also be reported back to you
and HR.

Although companions may question the practitioner on behalf of the employee - in
order to clarify the procedure, or highlight something that they do not think the
employee has understood clearly, they should be careful not to:-

         Question the Occupational Health practitioner or the procedure outside the
          context of the assessment
         Directly instruct the employee regarding any part of the procedure
         Interfere in the procedure in any other way.

The Occupational Health practitioner has the right to do their job free from
interference or harassment by a third party representative of the employee.

If a companion unduly interferes in, or obstructs an assessment or treatment to the
extent that the practitioner is unable to perform a procedure properly, then the
Occupational Health practitioner may ask them to stop, or even to leave the room
until the procedure is completed. If they refuse, or if the employee refuses to
continue without them present, then the procedure will be terminated and it will be
considered that the employee has refused the assessment/treatment.

11. GP/Specialist reports
GP/Specialist reports are needed when further medical information is required to
determine/confirm an employee’s current or future state of health, and possible
action to return the employee back to work.

They are requested either by the Occupational Health Physician or by the
Occupational Health Advisor in writing, after acquiring consent from the employee.

A charge will be made for each report (see Appendix One)

12. Occupational Health User Group
The Warwickshire County Council Occupational Health User Group will meet with
Team Prevent on a quarterly basis. The User Group has representation from the HR
Advisory Service; HR Recruitment Team; Health, Safety and Wellbeing; Workforce,
Strategy and Development and Trade Unions. The group will monitor the service in
line with the contract and service level agreement and seek to develop the service
where possible.

13. Queries and Complaints
Queries and complaints about the Occupational Health Service should be referred to
the HR Advisory team in the first instance.




Occupational Health – Managers Guide v1.0
Updated: 29/09/09
Review date 01/04/2010
WS&D (CWG)
                                                                            Page 6 of 10
14. Where are the WCC Team Prevent Offices?
The Team Prevent Centre is located in the Shire Hall Council offices in Warwick
town centre although appointments can also be made at consulting rooms in
Nuneaton.

Easy access to the centre is available for people with physical disabilities. If an
employee needs any help getting into the centre, they are asked to call Team
Prevent in advance so assistance can be provided.

15. How can I contact Team Prevent?
All in-service referrals to Occupational Health must be made via the HR Advisory
Service and managed with the HR Adviser appointed to the referral on an ongoing
basis.

If you need to contact Team Prevent directly their offices are open Monday to Friday
from 08.30 to 16.30. Their contact details are as follows:

Tel: 01926 476 800
Fax: 01926 476 806
Email: warwick@teamprevent.co.uk

Website: www.teamprevent.co.uk

Address           Team Prevent UK
                  Occupational Health Department
                  P.O. Box 9
                  Shire Hall
                  Warwick
                  CV34 4RR




Occupational Health – Managers Guide v1.0
Updated: 29/09/09
Review date 01/04/2010
WS&D (CWG)
                                                                          Page 7 of 10
Appendix One – Occupational Health Service Charges

1. Pre-employment Screening, medicals and enquiries
a) Screening                                                  £19.95
b) Contacting GP and providing report as part of Pre-Emp      £60.00
medical
c) Pre-Emp health assessment with OHN                         £56.55
d) Pre-Emp health assessment with OHP                         £95.00

2 Management Referrals for Occ Health Assessments
a) Health Assessment with OHP                                 £165.00
b) Health Assessment with OHN                                 £82.65
c) Health Assessment review with an OHP                       £165.00
d) Health Assessment review with an OHN                       £65.25
e) GPs / Specialist Reports                                   £60.00
f) Home visits if required?                                   £126.15

3. Ill Health Retirement
a) Review by second OHP and issue of Ill Health certificate   £185.00

4 Case Conference
a) OHP hourly rate                                            £165.00
b) OHN hourly rate                                            £65.00

5. Food Handlers Assessments
a) Health Assessment with OHP                                 £125.00
b) Health Assessment with OHN                                 £56.55
c) Initial screening of questionnaire by OHN                  £25.23

6. Workplace/Workstation Assessments (including
redeployment)
a) Assessment by OHP                                          £165.00
b) Assessment by OHN                                          £82.65

7. Night Worker Health Assessments
a) screening of a questionnaire by an OHN                     £25.23
b) Assessment by OHN                                          £65.25
c) Assessment by OHP                                          £125.00

8. Maternity Assessments                                      £56.55

9. Medicals for Vocational Drivers
a) For DVLA licence renewal
 Coach                                                        £165.00
 PSV                                                          £165.00
 HCV                                                          £165.00
b) For LGV licence renewal                                    £165.00
c) For LGV driver health assessment                           £165.00
d) For health assessment                                      £65.25

Occupational Health – Managers Guide v1.0
Updated: 29/09/09
Review date 01/04/2010
WS&D (CWG)
                                                                 Page 8 of 10
e) Eye tests for minibus drivers                           £35.00

10. Fork lift truck operator medicals                      £56.55


11. School crossing patrol medicals
a) Health Assessment with OHP                              £165.00
b) Health Assessment with OHN                              £56.55

12. Road Worker Health Surveillance package
a) per employee
 Paper / Questionnaire only                                £25.23
 Add cost for full assessment (if paper screen warrants)   £82.65
Total cost (Paper plus referral)                           £104.40
b) Daily rate
                                                           £430.65

13. Immunisations Programme
a) Hepatitis A                                             £88.00
b) Hepatitis B                                             £156.00
c) Influenza                                               £12.00

14. Health Surveillance for employees exposed to:
a) Hand arm vibration                                      £56.55
b) Noise                                                   £21.75
c) Musculoskeletal risks to health                         £21.75
d) Respiratory sensitisers                                 £30.45
e) Skin irritants and sensitisers                          £21.75
f) Water borne infections                                  £56.55
g) Lead                                                    £65.25
h) Asbestos                                                £108.75
i) Confined spaces surveillance package                    £56.55

15. Health Promotion Services
a) OHP hourly rate (hourly rate)                           £165.00
b) OHN hourly rate (hourly rate)                           £56.55

16. Other Services offered
a) Advice / Involvement in Wellbeing Programmes (hourly    £56.55
rate)
b) Attendance management (hourly rate)                     £65.00
c) Physiotherapy (hourly rate)                             £60.00
d) Alcohol and drug testing (each)                         £65.00
e) Smoking cessation (each)                                £15.00
f) Occ Health Audit (each)                                 £595.00
g) Counselling (hourly)                                    £72.00
h) Cognitive Behaviour Therapy (hourly rate)
i) Mini Health Screen (each)                               £47.85
k) VDU screening                                           £29.00

Occupational Health – Managers Guide v1.0
Updated: 29/09/09
Review date 01/04/2010
WS&D (CWG)
                                                              Page 9 of 10
17. Hourly rates
a) OH Physician                                 £165.00
b) OH Nurse                                     £56.55
c) Admin staff                                  £19.00
d) Attendance in Court or Employment Tribunal   £305.00
e) workplace visits                             £295.00




Occupational Health – Managers Guide v1.0
Updated: 29/09/09
Review date 01/04/2010
WS&D (CWG)
                                                   Page 10 of 10

				
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