Occupational Health Assessment Guide

What is an Occupational Health Assessment?

According to the HSE, over 1.5 million workers in Britain are suffering from work-related ill health, and more than 40% of them experience stress, depression, or anxiety. When an employee experiences difficulties with mental or physical health, it can have a direct effect on their workplace performance: they might struggle to complete tasks, engage in work activities, or attend meetings. If this isn’t spotted early, issues can get worse, and others may not understand the real reason why their performance has started to slip.

If you’ve found yourself facing similar difficulties, an occupational health assessment can help by providing a confidential evaluation of your health in relation to your work. Conducted by a qualified occupational health clinician, it allows your employer to understand your work situation and what you may need to feel better so you can do your job or return to work safely. By undergoing an assessment, you can also make sure that your physical or mental health issue doesn’t get worse or impact you for longer than necessary.

Did you know? An occupational health assessment is different from a Workplace Needs Assessment. A Workplace Needs Assessment helps the 16 million people in the UK with a disability or neurodivergence only. Through a Workplace Needs Assessment, individuals with disabilities can apply for funding from the government’s Access to Work scheme. 

Why Employers Might Request an Occupational Health Assessment

There are lots of reasons why your employer might specifically request an occupational health assessment. They might suggest one if:

• You’ve been off sick for a long time or multiple periods in a row
• They’ve noticed you’re experiencing difficulty and suspect reasonable adjustments may be required
• You’ve told your manager or HR about a health condition
• You’re moving into a new role or environment that could impact your health

You won’t normally need an occupational health assessment if you have a common cold, a 24-hour stomach bug, a mild flu, or similar. These types of conditions tend to have a short recovery period and don’t require any changes to your workspace.

Do All Organisations Have an Occupational Health Policy?

Although “technically” not mandatory, occupational health policies are strongly recommended for health and safety compliance. While not every organisation is legally required to have one, employers must still meet their duties under the Health and Safety at Work etc. Act 1974, which means managing risks and ensuring staff are fit for work. 

For organisations with five or more employees, this includes having a written health and safety policy and, where relevant, carrying out health surveillance under regulations like COSHH. You can think of an occupational health assessment as a tool that helps employers meet these obligations. It flags any health risks, determines the right support, and allows managers to put in place reasonable adjustments so staff can work or return to work safely.

What to Expect During an Occupational Health Assessment

Undergoing an occupational health assessment for the first time? You can expect your assessment to take place either in person or via ‌video consultation. It may last up to an hour, depending on the reasons behind the assessment.  

The occupational health clinician will usually review the following: 

• Your responsibilities, duties, tasks, and activities
• Your current occupational health status, including your physical and mental health
• Your working environment(s) and work arrangements
• Your feelings and thoughts relating to work and/or returning to work

In some cases, assessors may also need consent to access a doctor’s report or extra information. 

What Questions Will I Be Asked During an Occupational Health Assessment?

Knowing what sorts of questions you’ll be asked during your occupational health assessment can help you to prepare mentally or write notes if needed. For example, you might want to spend a few minutes jotting down ways your health is impacted at work. 

You can expect to be asked questions about:

• Your occupation and how long you’ve been in your job
• Your shift patterns and breaks
• Your access to healthcare
• Any physical or psychological difficulties related to your job
• Your safety at work
• Your overall physical health/mental health, symptoms, and any medications
• Past health issues
• Your lifestyle (diet, exercise, alcohol consumption, habits etc.)
• Any risks in the workplace
• Past accidents or injuries at work

At the end of your consultation, the clinician will share their advice and recommendations. They might suggest: 

• Reduced hours, reduced workload, extended leave, or a phased return to work
• Therapeutic support, such as physiotherapy or psychotherapy 
• Workplace adaptations and physical adjustments to your work environment
• Specific supportive interventions like assistive technology and buddy solutions – for example, you might need a live captioning software for hearing or a dictation software for struggles with typing
• A referral for a Work Capability Assessment to access funding through LCWRA if you meet the criteria

Your assessor may also explain the risks of not acting on their recommendations. 

What Happens Next? Key Steps After an Occupational Health Assessment

1. The report

After your assessment, your clinician will create a report from their observations and send it to your employer. This normally takes a couple of days and includes all the recommendations and advice covered during your meeting. Under the General Data Protection Regulation (GDPR) and the Access to Medical Reports Act 1988, you have a right to review this before it’s sent off. 

2. Report review

Your employer will then read the report and decide which adjustments they can support you with. They usually have to factor in wider organisational needs and capabilities when making these decisions. If you’re currently off sick, your employer will focus on how you’ll return to work when you’re ready and what needs to be adapted in the workplace/how best to manage your working schedule.

3. Adjustments & follow-up

Once any adjustments have been agreed, your employer will introduce them into the workplace. This might mean adding new equipment, switching up your schedule, or moving you to a more suitable work environment. You may also have another follow-up. It’s not uncommon for review meetings to take place further down the line to check how an employee is finding their new setup, especially if they have a particularly complex condition. 

Can Staff Members Refuse an Occupational Health Assessment?

Generally speaking, yes – as an employee, you’re under no obligation to go through with an occupational health assessment. However, an assessment might be mandatory for certain sectors and job roles (e.g. construction or factory work). 

If you’re on the fence about an assessment, remember that it’s in your best interests to attend. By exploring the impact of your health and work, you can communicate your needs to your employer and make sure you get the best possible support now and in the long run. 

Why Is An Occupational Health Report Useful?

The benefits of occupational health reports can sometimes be overlooked. A report can be useful for:

• Understanding your fitness for work: Your employer can use your occupational health report to get advice on whether you’re fit for work or when they can expect you to be. This isn’t about rushing you back into the office. It’s about giving them a loose timeframe so they can plan accordingly while supporting you back to work.
• Arranging reasonable adjustments: Your report can be used to explain any adjustments or adaptations that you might benefit from. This is particularly helpful if you identify as neurodivergent or have a disability. 
• Highlighting wider difficulties: GPs tend to issue fit notes or sign off individuals for medical reasons. But there could be other issues affecting you that your employer needs to be aware of. This could be caring duties, bereavement, or financial concerns influencing your mental health. 
• Increasing understanding: Your employer is in a better position to support you properly if they understand the intricacies of your medical condition and how it impacts your job role.
• Highlighting combined conditions: Sometimes your health and wellbeing can be affected by more than one condition or circumstance at the same time. For example, you might be feeling low while facing difficulties from unmanaged autism and ADHD. In situations like this, an occupational health assessment gives you the chance to look at how these factors connect and how they affect your work. 

Did you know? Mental health issues will affect around 50% of the world’s population during their lifetime. With so many people dealing with issues like PTSD, OCD, and depression, getting an occupational health assessment is a key way to address these concerns and tackle them before problems become more severe.

Employee Consent and Confidentiality

It’s only natural to feel anxious about sharing personal information with your employer. Yet, with an occupational health assessment, you have an influence over the amount of information shared. As we discussed earlier, not only do you have the right to review your report, but you also have the right to informed consent, meaning your clinician must clearly explain what to expect and what is or isn’t kept confidential.

Remember, your occupational health clinician is a healthcare professional much like your GP. While they will provide a report to your employer, they won’t disclose your entire medical history or sensitive details that aren’t relevant to your work capacity without your permission. 

FAQs

How is an occupational health assessment used?

An occupational health assessment is used to gather information about how an employee’s health impacts their job and vice versa. This is then turned into a report that includes practical advice to employers on how to help staff manage their health condition safely while working or returning to work.

Is seeing occupational health a good thing?

Absolutely. Although some people feel daunted by the prospect of having their health assessed for work, occupational health appointments help to protect staff wellbeing. They allow employees to voice their struggles and ensure employers are equipped with the right tools and knowledge needed to provide proper support.

What happens if occupational health finds you unfit for work?

If your assessor determines that‌ you’re unfit for work, they’ll explain why and provide an estimated recovery timeline in your report. Your employer will then use this to manage your absence formally and compassionately. Being unfit for work doesn’t necessarily mean you can’t ever return. At some point, you’ll likely need a “phased return” or temporary changes to your duties to help you transition back when you are ready.

Can occupational health get you fired?

While it’s possible, that’s definitely not the aim. The primary goal of occupational health is retention, not dismissal. While an employer can eventually end an employee’s employment if they’re permanently unable to fulfil their contract (following a fair capability process), an OH report often acts as a safeguard for the employee. It ensures the employer has explored every possible reasonable adjustment before making any drastic decisions, which is a legal requirement under the Equality Act 2010.

Can I refuse to see occupational health?

Yes, you can refuse, provided you don’t work in a role or industry where it’s mandatory. However, it’s usually advised against. If you refuse an assessment, your employer has to decide how best to handle your health and job role without the benefit of expert medical advice. This might mean you won’t get the specific equipment or flexibility you might need. It may also put you at a greater risk of receiving a disciplinary or capability procedures based on the limited information they have.