MANAGERS GUIDE TO MANAGEMENT REFERRALS by ygs12945

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									                              PLYMOUTH CITY
Health, Safety & Wellbeing

                                 COUNCIL




                              MANAGERS
                               GUIDE TO
                             MANAGEMENT
                              REFERRALS
                              (REQUEST FOR
                             MEDICAL OPINION)




                                   HEALTH SAFETY & WELLBEING – JULY 09
GUIDE CONTENTS




1.0      Introduction


2.0      Other Support


3.0      Role and Responsibilities of Occupational Health


4.0      Fitness for Work Queries


5.0      Long Term Sickness Absence Review


6.0      Return to Work Assessments


7.0      Excessive Sickness Absence


8.0      Ill Health Retirements


9.0      Completing the Referral Form


10.0     Feed back to Managers


11.0     Queries


12.0     How much does it cost?


13.0     Management Referral Form
1.0   INTRODUCTION

      The Occupational Health Department operates an appointment system, and referrals
      from management are required in writing. However, prior informal contact by personal
      visit or telephone – 437230 - may also be appropriate, to allow discussion between a
      Manager and the Occupational Health Nurse, or an Occupational Physician as to the
      need for a formal referral, or concerning particular or difficult problems.

2.0   OTHER SUPPORT

      Do also remember that your Occupational Health Department can provide other forms
      of support such as Staff Counselling, Ergonomic and Physiotherapy Assessments,
      and advice on Stress Management, which may be more appropriate than a formal
      management referral – call 437230 for advice and they will prioritise your needs.

3.0   ROLE AND RESPONSIBILITIES OF OCCUPATIONAL HEALTH

      These include:
      •      The provision of independent advice on any health related matter, which is
             affecting work, or influenced by work

      •      Advising on fitness for work following sickness absence or other health problem

      •      Advising on the likely duration of absence

      •      Advising on modifications to duties which may enable improved attendance or
             performance.

      •      Advising on health surveillance requirements to meet current legislation

      We also support Plymouth City Council in meeting the following objectives:

      •      To facilitate the continued reduction in employee sickness absence
      •      To reduce ill health in employees caused or made worse by work
      •      To help people who have been ill, whether caused by work or not, to return to work
             and stimulate sustained improved attendance
      •      To improve work opportunities with Plymouth City Council for people with
             disabilities
      •      To create and maintain a healthy workforce
      •      To improve the work environment to help employees maintain or improve their
             health
      •      To reduce the cost to Plymouth City Council of work related ill health
      •      To improve the physical and mental health of employees from better management
             of workplace health and from using the work environment to promote health
      •      To ensure Plymouth City Council’s compliance with statutory requirements in
             connection with occupational health policies, procedures and services
      •      To work collaboratively with Plymouth City Council’s managers in supporting staff
             to achieve healthy outcomes for themselves

4.0   FITNESS FOR WORK QUERIES

      If a manager has concerns about an individual's fitness for work, it is recommended
      that, as a first step, the matter be discussed directly with the employee. A referral to
      Occupational Health would be indicated if there was disagreement, if either party had
      concerns about capabilities and performance, or due to underlying health problems.
      A full job description and an indication of the problem areas form an essential part of a
      referral to Occupational Health, as does a record of the individual's sickness absence.
      A referral form (see Section 13) must be completed for the referral to be processed.
      The referral form forms the basis of the Occupational Health consultation and
      managers must realise that anything they include in the letter will be discussed with
      the employee

5.0   LONG TERM SICKNESS ABSENCE REVIEW

      Managers should discuss with their employees - by telephone if necessary - their
      desire to seek an Occupational Health opinion, and the general nature of the
      inquiries to be made; it may be that sufficient information can be obtained to remove
      the need for a formal referral. However, if one is made, the referral form must be
      completed and should include any specific questions, or concerns, held by the
      Manager. The referral form identifies the basis of the Occupational Health
      consultation and managers must realise that anything they include in the letter will
      be discussed with the employee.

6.0   RETURN TO WORK ASSESSMENTS

      Return to work referrals are not mandatory (although return to work interviews are –
      see PCC’s Managing Attendance Policy). However, if managers of employees
      have concerns about capabilities following an illness or injury, a referral may be of
      help. It is essential that job descriptions accompany any such referrals. Managers
      should recognise that returning to work after a prolonged spell can be difficult, and
      rehabilitation care plans, modified hours or duties may be helpful in the first instance.
      Occupational Health can advise on the nature and duration of such modifications. A
      referral form (see Section 13) must be completed for the referral to be processed.
      The referral form forms the basis of the Occupational Health assessment and
      managers must realise that anything they include in the referral will be discussed
      with the employee.

7.0   EXCESSIVE SICKNESS ABSENCES

      Managers should discuss their concerns about attendance and performance with an
      employee before a referral to Occupational Health, it may be that frequent short
      absences relate more to social and domestic factors (e.g. looking after a child) rather
      than any fundamental health problem of the employee. If a referral is made, a
      referral form (see Section 13) must be completed for the referral to be processed.
      The referral form forms the basis of the Occupational Health consultation and
      managers must realise that anything they include in the referral will be discussed
      with the employee.

8.0   ILL HEALTH RETIREMENTS

      Employees who are members of the Local Government Pension Scheme may be
      eligible for early benefits in the event of retirement arising from ill health. If an
      application to the Local Government Pension Scheme is being considered, an early
      referral to Occupational Health is recommended, and they will be considered for
      eligibility by an Occupational Health Physician with the regulations.

9.0   COMPLETING THE REFERRAL FORM

      A management referral form is included in Section 13 of this guide. Managers
      should discuss with their employees the reasons for the referral, and any concerns
      and problems about which occupational health advice is being sought. The referral
      form must be fully completed and a job description and a record of sickness absence
      must be supplied.
10.0   FEED BACK TO MANAGERS

       This will usually be in writing and, in general, will be discussed by the Occupational
       Health Nurse or doctor with the employee prior to dictation/typing; most problems
       are solved by open discussion between involved parties, rather than by the
       concealment of information between managers, employees and Occupational
       Health. Feedback will address criteria outlined in the management referral form.
       However it must be understood that all matters medical are dealt with in strict
       confidence.


11.0   QUERIES

       Personal and/or telephone contact with Occupational Health is encouraged –
       437230 – in particular before any potentially difficult referral, or if any response from
       Occupational Health causes concern. Charges for telephone reviews may be made.


12.0   HOW MUCH DOES IT COST

       The nature of the individual issue the employee is presenting will determine which
       occupational health specialist undertakes the consultation or assessment. Typically
       management referrals can cost between £45.00 and £125.00. Please refer to
       Health Safety & Well-being’s intranet document library or the ‘school room’ intranet
       for Occupational Health NHS contract charges.


13.0   MANAGEMENT REFERRAL FORM

       Attached is a management referral form which must be fully completed and legible
       in order for the referral to be processed. A relevant job description must be attached
       – and the contents of the referral discussed with the employee prior to submission to
       the Occupational Health Team. To forward completed referrals to Occupational
       Health you can either:

       (a)    send a hard copy marked ‘medical in confidence’ to the OCCUPATIONAL
              HEALTH DEPARTMENT, Kingstor House, Derriford Residences, Derriford
              Hospital, Plymouth PL6 8DH

       (b)    fax a hard copy to the OCCUPATIONAL HEALTH DEPARTMENT on 763589

       (c)    send a *secure (Gov Connect) email to
              plhtr.PCCOccupationalHealth@nhs.net
              Plymouth City Council staff (excluding schools);
              * Please note that in order to send email referrals you must use a Gov
              Connect secure email – to obtain a secure Gov Connect email account
              please access the following PCC intranet page
              http://www.plymouth.gov.uk/homepage/staffroom/srinformationandtools/srit/sr
              govconnect.htm

              School staff;
              *Please make arrangements with your own IT provider to secure a Gov
              Connect email account

                                                                       Updated 28th July 2009
          WITHOUT A LEDGER CODE WE WILL NOT BEGIN TO PROCESS THIS
          REQUEST




                            OCCUPATIONAL HEALTH DEPARTMENT
                             Kingstor House, Derriford Residences
                             Derriford Hospital, Plymouth PL6 8DH

                           Telephone 01752 437230 Fax 01752 763589

                    REQUEST FOR AN OCCUPATIONAL HEALTH OPINION

               LEDGER CODE                              L I N K H R AD V I S E R

                                                                   @
                                                  Civic Centre or Windsor House (please
                                                  circle)


Date:………………………………

Please can you arrange to see the following employee who has been advised of this referral
and its purpose.

Personal Details

Name: …………………………………………………………..Date of Birth: ……………..

Home Address:……………………………………………………………………………………

Postcode: …………….………

Home Telephone Number.…………………..              Work Telephone Number……………………

Mobile Telephone Number……………………Email address if known………………………

Details

Job title: ……………………………………. Section/Team:……………………………………

Service Unit………………………….……… Department……………………………………....

Shift: ……..………………………….………….

Employer:……………………………………….                     Manager:……….…………………………




   WITHOUT A LEDGER CODE WE WILL NOT BEGIN TO PROCESS THIS REQUEST
Reason for Referral (please give details of absences):
The manager should also comment here on any particular areas of concern or perceived
difficulties the employee is experiencing with their hours or duties.




Sick absence details for the past 12 months (longer if appropriate)


       From                           To                    Reason given for absence




  Information required from this referral (please tick         ):

    Is he / she fit to carry out the full range of duties relating to his / her job?
    Will they be able to offer a regular and efficient service?
    If he / she is not fit at present for his / her full range of duties, please advise on:
    a) Their probable date of fitness to resume normal duties.
    b) Whether restricted duties are required to facilitate a return to work as part of a
       rehabilitation programme. If so please give details.

    If they are permanently unfit for their present position, please comment on:
    a) Whether re-deployment would allow a return to work?
    b) If a return to work were not possible, would you support an application for
       retirement on the grounds of ill health?
   0If other information required – please write questions you want answered here;




Description & requirements of job process (please tick     ):
      Bending / stooping                                   Pincer grip movements
      Twisting of upper body                               Foot / leg movements
      Twisting of neck                                     Prolonged standing
      Arms at / above shoulder height                      Working at heights
      Work with arms outstretched                          Use of Display Screen
                                                           Equipment
      Forcible arm movements                               Use of vibrating tools
      Rotation / Twisting of forearm                       Food Handler
      Forcible hand / wrist movements                      FLT Driving
      Forcible gripping movements                          Contact with Respiratory
                                                           sensitisers/irritants
      Wrist repetition / Wrist movements                   Contact with Dermatological
                                                           sensitisers/irritants
      Use of hand / wrist at awkward angles                Working at heights/confined
                                                           spaces
      Repetitive use of manual screwdriver

                                    Additional Information

   ……………………………………………………………………………………………………………
   …………………………………………………………………………………………………
   ……………………………………………………………………………………………………………
   …………………………………………………………………………………………………
   ………………………………………………………………………………………………………
   ……………………………………………………………………………………………………………
   …………………………………………………………………………………………………
   ………………………………………………………………………………………………………
   ……………………………………………………………………………………………………………
   …………………………………………………………………………………………………
   ………………………………………………………………………………………………………
   ……………………………………………………………………………………………………………
   …………………………………………………………………………………………………
   Has relevant job description been attached to Yes (please tick) No (please tick)
   referral form? *


   * Referrals will not be processed without relevant job description attached

   The reason for this referral has been explained to the Employee by:

    Name:                                  Signature:                       Date:
    Job title:                             Print
Name & Address for Report……………………………………………………………………
………………………………………………………………………………………………………
………………………………………………………………………………………………………

Email address to notify you of the appointment details:……………………………………….

I confirm the reasons regarding this referral have been discussed with me and I consent to a
report being prepared by the Occupational Health Department in relation to this referral. I
accept information relating to this referral will be held under the rules governing Medical
Confidentiality and the Data Protection Act.


Employee’s Signature:                                                    Date:



For Occupational Health Nurse / Physician Use Only




                                                                     Updated 28th July 2009

        WITHOUT A LEDGER CODE WE WILL NOT BEGIN TO PROCESS THIS REQUEST

								
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