If you want to refer an employee for an occupational health assessment, there must be a reason for this. It is important to explain your reasons clearly to the Occupational Physician, with any questions you have, so he knows what information you require in his report.

If you are asking for advice on sickness absence it is important to include the full sickness absence record including dates of absence and reason given for absence if this is recorded.

It is also very important that the employee knows why he or she is being referred for an assessment, and it is recommended practice that all employees give consent before they are referred to ensure they understand why, and what the likely outcome might be.

Ethical issues

There are legal and ethical constraints that must be adhered to when making an occupational health assessment and preparing a report. The Data Protection Act 1998 applies to all records made and information stored. All records are confidential.

In some cases further information will be required from the employees GP or Specialist. If a report is needed this will usually cost the employer somewhere in the region of £25-100 depending on the nature of the report. The Access to Medical Reports Act 1988 applies to these reports, so the employee has additional rights. He/she can ask to see the report before it is sent to us, and in these circumstances is allowed 21 days in which to arrange to see the report. There may be an administrative charge by the GP/Specialist for this. The employee can refuse to allow the report to be sent, or can specify modifications to the report.

When Working Fit prepare a report on an employee this is usually shown to the employee at the end of the consultation to allow him/her to ask questions and to ensure that the report is an accurate statement of the facts of the case.

In many cases inclusion of the diagnosis and an explanation of how the condition can affect work is very useful for both the employer and employee. Clinical information is, however, only included with the consent of the employee, and only clinical information relevant to the particular employment situation will be included. This follows the ethical guidance of the General Medical Council and the Faculty of Occupational Medicine.