Understanding Your Occupational Health Report

With a growing focus on health and well-being in the modern workplace, occupational health reports are more commonly used now than ever before to help employers and their employees navigate any work-related health issues. On the face of it, these reports can appear quite complicated, so this article will break down what they are, what they include and how this useful tool can be properly used for successful results. 

What Is An Occupational Health Report?

An occupational health report is written up by an OH expert following an occupational health assessment of an employee’s health in relation to their line of work, taking into account their medical history and job role requirements. It collates the findings from the assessment to identify whether an employee’s medical condition is impacting their ability to work. With this, it also suggests any adjustments that can be put in place to make things easier for the employee, such as further training, reduced workload or flexible hours. 

In our previous article, we discussed how employees are within their rights to see the report before it is sent to their employer. This gives them the opportunity to review the accuracy of the information being shared about their health, so they can discuss any concerns with the occupational health provider that put the report together. Once consent has been given by the employee, it is then shared with their employer to advise them on how a safer working environment can be created. 

When Is An Occupational Health Report Required? 

An occupational health report may be required for a variety of reasons, whether it is to support an employee who is dealing with a long-term health condition or help someone who has taken some time off work due to a recent injury or illness. These reports can also be used as a proactive tool for employers to better support an employee’s general health and well-being. 

What Is The Purpose Of An Occupational Health Report? 

It’s worth noting here that in some instances, employees might feel intimidated by the thought of having an occupational health assessment carried out. As such, it’s important to open up the lines of communication and make it clear that the aim of an occupational health assessment and report is not to overwhelm employees, but to provide a resolution that creates a safer working environment for them. 

Some of the main goals of an occupational health report are to:

• Assess how a condition might impact job performance, sickness leave and safety
• Provide recommendations on workplace adjustments to make work more manageable
• Ensure legal compliance
• Provide support for employees returning to work after a prolonged period of absence

In our occupational health referral article we covered how discussing physical or mental health can be a daunting prospect for employees as it might be outside their comfort zone. With this in mind, it is the role of the employer and occupational health practitioner to ensure the employee fully understands what the process will entail and reassure them that their case will be handled discreetly and sensitively.  

Are The Recommendations In Occupational Health Reports Compulsory?

The recommendations presented in an occupational health report are not compulsory; they are intended as a supportive guide and discussion point between all parties to help determine the best action moving forward. 

What Are The Key Sections Of An Occupational Health Report?

Depending on the business and the nature of the assessment, each occupational health report can differ. That said, they all tend to follow a similar format which includes the following sections:

• Reason for the referral
• Relevant notes of medical history
• Assessment of work-related health risks
• Prognosis of the health condition and recovery expectations
• List of recommendations; these are suggested adjustments or actions to support the employee at work e.g. reduced working hours, ergonomic furniture or fewer duties
• Summary of the report’s findings and next steps e.g. referrals or future consultations

The line of questioning can be tailored to suit the individual needs of the case; it will advise on how the health condition is impacting the employee in their day to day work and whether they are able to perform the duties required for their role. 

Does An Occupational Health Report Include A Medical Diagnosis? 

Occupational health reports are sometimes misconstrued as a medical report, however it isn’t a clinical diagnosis or treatment plan; it is focused on the impact a health condition can have on work and what adjustments can be made to support the employee. 

How Long Does It Take To Receive An Occupational Health Report? 

The time it takes to receive an occupational health report can vary depending on a range of factors, including its urgency and whether additional information is required. Typically, reports are completed between a few days to a couple of weeks after the assessment; urgent cases are usually prioritised where possible.

Who Has Access To The Occupational Health Report?

As a confidential piece of documentation, only the occupational health practitioner, employer and employee should have access to an occupational health report. They must be stored in a secure way, along with other health data such as sickness leave records. 

How Can Employers Use Their Occupational Health Report?

From an employer perspective, an occupational health report can be a practical guide for supporting an employee effectively. 

Here are some tips on how an employer can use their occupational health report:

• Respect the confidentiality of the personal information shared in the report
• Talk with the employee in a supportive, open way and involve them in any decision-making
• Make reasonable workplace adjustments based on the recommendations
• Monitor and review the recommendations to ensure the support stays effective

How Can Employees Use Their Occupational Health Report?

When used correctly, an occupational health report can be an empowering tool for employees. As mentioned, it’s important that they understand the report is there to support them in creating a safer workplace. As such, they must make sure they are clear on the recommendations that have been put forward and ask for clarification if required. 

Once they have fully understood the contents of the report, employees are encouraged to take part in discussions regarding workplace adjustments, providing honest feedback on what they think will or won’t work. 

If their health changes, employees are also within their rights to request another occupational health assessment as it’s important that any developments are monitored to ensure the correct measures are in place.

Can An Employee Refuse/Disagree With Their Occupational Health Report?

In one of our articles, we discussed occupational health assessments are voluntary which means that an employee can refuse to participate – that said, there are other factors at play which can impact this decision. For example, an employee cannot refuse the assessment if it is considered directly relevant and necessary for their job. This is because it limits an employer’s ability to make informed decisions about the employee’s role or return-to-work plans. By refusing the assessment in this instance, the employer is within their rights to look into the possibility of dismissal.

In cases where the employee disagrees with the findings in the occupational health report, a line of honest, open communication with their employer is strongly advised. In doing so, alternative options can be explored with the hopes that a compromise can be met. The occupational health practitioner can provide clarification over any unclear phrasing and will provide an unbiased point of view to help find a solution that benefits all parties. 

If you require some assistance understanding your occupational health report, don’t hesitate to contact our expert practitioners here at Healthier Workforce. Whether you have some experience with these reports or it is a completely new concept to you, our team is on hand to help. We serve businesses throughout the UK, travelling directly to sites up and down the country, no matter the size or sector.

Give us a call or complete an online referral form today to find out more.