A member of staff should be referred for an assessment when:

• they have had several episodes of short-term absences that cannot be managed locally,
• there is concern that they may have work-related health problems, or that existing health problems are being aggravated by work duties,
• they may have difficulties coping when they return after being absent, eg following a serious illness or disability,
• an underlying health factor may be contributing to performance issues,
• there is long term or continuous sickness absence (longer than four weeks),
• advice is required about early retirement on health grounds.

Contact HR for support and to process this through the HR system, and optionally seek advice from Occupational Health about whether it is appropriate to make a referral.

Recommendations for workplace adjustments made in Occupational Health reports are subject to further consideration by managers, who will review each individual case with the context of operational requirements and the impact on others.

During a consultation, you can talk about your health and the effects of any health problems on your work and home life. The adviser may visit the workplace to build a fuller picture for an accurate assessment. You may also be asked about other issues that impact your health and about any treatment you have received.

It's possible you will be referred to see the Occupational Health Physician for further advice and assessments, and in some instances, further supporting medical information will be requested from the your GP or treatment specialist, with your written consent.

It may also be necessary to review your health after a period of time to assess your recovery or response to treatment, before a firm opinion can be given on issues such as returning to work or full duties.

Obtaining information about employee health helps us protect them from health risks at work. However, this is not required for every member of staff. Health surveillance is necessary when:

1. there is a disease associated with a substance in use, or
2. it is possible to detect the disease or adverse change and be able to reduce the risk of any further harm to the individual.

In practice, this could mean:

1. checking for asthma or dermatitis, or
2. carrying out a lung function test or skin inspection.

The first stage of any health surveillance programme is to identify the hazards to health in the workplace through a risk assessment. If the hazard cannot be completely controlled and risks remain, further steps need to be taken to protect employees, and one of which is to consider health surveillance.

Workplace hazards can include:

• animals,
• asbestos,
• biological agents,
• ionising radiation,
• noise,
• solvents, fumes and dusts,
• vibration.

The process for making an appointment is as follows:

1. Risk assessment identifies the need for health surveillance,
2. Employees are referred to the Occupational Health Service by school and service heads or school and service safety advisors completing a health surveillance referral form,
3. Employees are contacted to make an appointment.

Records of health surveillance are maintained by the Occupational Health Service for a minimum period of 40 years. In most cases, no adverse health effects are found. However, in some cases, further investigations are required to assess any possible adverse ill health effects.

Adjustments may be advised to the workplace or for the individual such as further training, improved Personal Protective Equipment (PPE) or transferring to alternative work. Managers will be notified if actions are required.

Immunisations are offered to employees and student groups:

1. who are at risk of an occupationally acquired infection, indicated in a risk assessment, and
2. when there is an effective vaccine available,
3. after a manager or SSA has referred employees to the Occupational Health Service by completing an immunisation referral form.

Our advisers will plan immunisation schedules in accordance with the individual’s immunisation history and their vaccine schedules. Immunisation dates are held in each individual's confidential health records.

Appointments can only be offered once an immunisation referral form has been submitted. The Occupational Health team will contact individuals to make appointments once the referral form has been received. 

Part of the research passport is a risk-based health assessment to determine fitness for working within the NHS.

If you have been informed by Human Resources or your Manager/Supervisor that you require health clearance for your research passport, complete the confidential health assessment questionnaire and forward this to the Occupational Health Service.

If further health information, blood tests or vaccinations are required, you will be contacted to make an appointment. In some cases, a referral to see the Occupational Health Physician may be necessary if a medical assessment or expert advice is required.

Once you have been cleared fit for working in the NHS, the Occupational Health Service will issue a health clearance form for you to add to your research passport.

Night work health assessments are confidential, voluntary, and offered in addition to any other health assessment undertaken by Occupational Health.

The process is:

1. your manager distributes health assessment forms each year,
2. you complete the night workers health form,
3. you return the form directly to the Occupational Health Service by post, fax or email to bristol-occhealth@bristol.ac.uk, and
4. questionnaires are processed by the Occupational Health team in strictest confidence.

If we identify areas of special need in relation to night work:

• the questionnaires provide the basis for further, more detailed assessments,
• referrals for further medical advice may appropriate in some cases, with your consent, and
• following an assessment, a statement of fitness for night work will be issued to you and to your manager.

If you have any queries or have not received a questionnaire but would benefit from completing the assessment, contact your manager or an occupational health adviser.