Rota Monitoring for Templates
NHSGGC is committed to providing New Deal compliant and educationally sound working pattern for all resident doctors on training rotas. Therefore, a robust monitoring arrangement was put in place to ensure that rota templates are compliant, and to highlight issues that may lead to non-compliance. The purpose of monitoring is to ensure that the rota working pattern that has been approved by the department, compliance teams, NHS Education for Scotland and the Scottish Government is fit for purpose; that the rota is suitable for the work you are doing.
Resident doctor rota monitoring will take place every 6 months, over a 2 week period. All training grade staff are expected to record hours of work and rest accurately by completing a set of electronic monitoring forms, and the opening page of the electronic system for monitoring has a validation statement you will electronically sign to this effect. All completed documentation is returned to your Monitoring Officer for analysis in accordance with New Deal and WTR regulations. Once rota monitoring for your template is complete, you will receive a copy of the results within the time limits laid out.
Under no circumstances during resident doctor rota monitoring, should staff falsely inflate or decrease the record of hours or rest or be requested to do so. If you are put under any pressure to amend your monitoring information, please contact Medical Staffing.
Resident Doctor Rota Monitoring Officers
Lynne Sutherland – Senior Monitoring Officer
Areas of responsibility
- Emergency Care North, South and Clyde
- Medical Services North and South
- Geriatric Medicine North and South
- Obstetrics & Gynaecology
- Sandyford
- South Stroke
- North and South Adult Cardiology
Andy Trench – Monitoring Officer
Areas of responsibility
- General Surgery North and South inc Surgical Specialities
- Anaesthetics North, South and Clyde
- Neonatology
- RHC and RAH Paediatric Medicine
- LTFT Applications Administrator
- WordPress Editor – HR Connect Web Content
Albert Chilambwe – Monitoring Officer
Areas of responsibility
- Clyde palliative medicine
- Diagnostics
- Regional inc INS
- Oral Health
- Paediatric Services for; Emergency Medicine, Surgery, Orthopaedics, Cardiology, PICU,
- Haematology Oncology and Anaesthetics
Claire Mortimer – Monitoring Officer
Areas of responsibility
- Clyde General Surgery
- Clyde General/Geriatric Medicine
- Clyde Orthopaedics and Urology
- Mental Health North and South
- Public Health
- Occupational Health
- General Practice FY2s
Rota Templates
Our rota templates must comply with two sets of regulations
- New Deal: is a package of measures designed to improve the conditions under which doctors in training worked. It provides guidance on hours of work, living and working conditions for all doctors in training
- Working Time Regulations (WTR): is a directive from the Council of Europe enshrined in UK law in 1998, to protect the Health and Safety of workers by setting minimum requirements for working hours, rest periods and leave
NHSGGC are responsible for ensuring that resident medical staff can work in compliance with New Deal and WTR requirements. Non-compliance could result in financial penalty to the NHS board in which you are working, and a possible loss of training posts for that department
The 3 main types of working templates are detailed below:
Full Shift Rota (most resident doctors work on this pattern)
- Work carried out is intensive and continuous throughout the 24-hour period.
- Shifts do not exceed 14hours.
- A minimum of 8 hours of rest between shifts is required.
- Natural breaks are required (at least 30 minutes of continuous rest after 4 hours of continuous working).
On Call Rota
- Work is considered to be low intensity, particularly during OOH.
- Normal working pattern exists Monday-Friday for all trainees on the rota, and then an on-call person takes over to cover the remainder of each 24hour period.
- Frequency of on call cover depends on the number of trainees on the rota.
- Duty periods cannot exceed 32 hours on weekdays, or 56 hours at the weekend.
- At least 12 hours of rest between duty periods is required.
- Doctors are expected to spend half of their on call duty period undisturbed, of which a minimum of 5 hours is continuous rest between 10pm and 8am.
Partial Shift & 24hr Partial Shift Rota
- Work is considered to be higher intensity than on call, but less so than shift working.
- Duty periods do not exceed 16hours or 24hours depending.
- Natural breaks are required during normal working hours, and at least ¼ of the out-of-hours duty period should be spent undisturbed.
There are no strict rules about the total hours worked in any week, but average weekly hours must be under 48 over a 26-week reference period (for full time working).
Doctors in training must follow a rota template which has been approved. The rota is agreed, prior to being put in place, by the department in which it will be implemented, the compliance team at the NHS board (for New Deal and WTR) and is reviewed by the Scottish Government. Changes in your working pattern (e.g. swapping a shift) could result in non-compliance (for example, insufficient rest period after a run of nightshifts). Therefore, any changes must be discussed in advance with the rota master to ensure that they will not lead to problems.
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Details of frequently asked questions for the occupational health service.
I do not feel well, can I still attend for my vaccination?
Yes if you just have a mild infection e.g. a cold. Please do not attend if you feel very unwell, have a temperature or are being treated with any antibiotics. To change or cancel an appointment, please contact Occupational Health on 0141 201 0600.
What do I do if I have had a needlestick or similar injury?
You should carry out first aid immediately and report the injury to whoever is in charge of your clinical area. Further guidance is available at our Needlestick & Similar Injury page. All incidents should be reported to Occupational Health as soon as possible after they occur on 0141 201 0595.
Can I self-refer to Occupational Health?
Yes, you can self-refer for a number of services including advice, physiotherapy, counselling and the alcohol & substance nurse clinic.
Go to our Self-Referral & Counselling page for further information on what is available & how to arrange an appointment. Please note we do not provide written reports back to managers from these appointments.
Are counselling services available to employees?
Yes all employees can access free & confidential counselling from fully trained counsellors via the Occupational Health Service.
To make an appointment call, 0141 201 0600.
Can I get physiotherapy?
There is an Occupational Health Physiotherapy service which employees can access by completing a self-referral form.
Priority will be given to those employees who are absent from work, those who have suffered a musculoskeletal injury whilst at work and those who are about to go off work. Further details on this service can be found on our Occupational Health Physiotherapy Service page.
What are Exposure Prone Procedures (EPP)?
Exposure Prone Procedures (EPP) include procedures where the health workers’ gloved hand may be in contact with sharp instruments, needle tips or sharp tissues inside a patients body cavity, wound or confined anatomical space where the hands or fingertips may be not be completely visible at all times. Taking bloods and inserting cannula’s are not EPP procedures
I have been referred by my manager, what does this involve?
Information on management referrals and what happens at these appointments can be found at our Management Referral site or by accessing our Management Referral Leaflet.
How can I get a copy of my immunisation records?
You need to request this in writing, please send a letter with your full name, Date of Birth, Address and signature to: Occupational Health Service, Barr Street Health Hub, Barr Street, Glasgow, G20 7LR.
Workplace Adjustment Passport
The Workplace Adjustment Passport to support to support employees with a disability, health condition or diversity in the workplace to have, and continue to have, a great experience at work has been launched.
With the help of the Passport, we can bring about progress in a collaborative and supportive manner.
Can Occupational Health fast track any treatment I require?
The Occupational Health Service is unable to fast track any NHS referral or fund any private referrals.
I think I need a car parking permit due to health reasons, how do I apply for one?
At present, the car parking permit on health grounds policy is under review and the Occupational Health Service is only able to issue supportive letters for permits on a 4 month basis. You need to complete an application form. Please contact the nursing team on 0141 201 0600 for further advice.
I don’t think I can attend my appointment, what do I do?
Please contact our appointments line on 0141 201 0600 to make, change or cancel an appointment
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As a healthcare employer who provides high quality patient care we need to ensure that those who provide that care are fit and well, and part of that means looking after our skin.
Work related skin problems are common within the health and social care sector as employees have to carry out hand hygiene on a frequent basis and their skin can also regularly be exposed to chemicals or other materials used in the manufacture of personal protective equipment (PPE) such as gloves.
NHS Greater Glasgow and Clyde cannot eliminate all known risks to staff skin health, therefore it is essential that measures are implemented to detect any health problem that might arise through an effective skin health surveillance programme, this allows for preventative action to be taken in order to safeguard the health of the employee.
Skin health surveillance will also review existing risk assessments and control measures and provide assurance that workplace controls are adequate.
If you require any advice regarding Skin Health Surveillance, please contact Occupational Health on 0141 201 0594.
Skin Health Surveillance process
- Dry/red skin – We recommend that managers try the steps outlined in our skincare information sheet and the Hand Dermatitis Guide from National Education Scotland in the first instance however, if your staff member’s skin does not improve following this then please submit a skin health surveillance questionnaire to Occupational Health. this should be sent to ggc.occupational.health@nhs.scot Please provide details of any steps you have taken in the workplace e.g. increased use of moisturisers. Please do not submit a management referral.
If your staff member has broken, cracked or bleeding skin – We recommend that you submit a skin health surveillance questionnaire and an attend anywhere consultation will be arranged.
Irritation from FRSM/Surgical Masks
Please do not submit a management referral form if a staff member is experiencing irritation from wearing a surgical or FRSM mask.
If the irritation continues please contact the nursing team on 0141 201 0594 and complete a skin health surveillance questionnaire.
LearnPro Training
The Learnpro modules “Managing Skin Care at Work for Managers” and “Managing Skin Care at Work for Responsible Persons” can be found within the CPD section.
The NES module Hand Hygiene is part of The Scottish Infection Prevention & Control Education Pathway Foundation level and this can also be accessed via Learnpro.
Resources
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- The Long COVID Service has now closed to new referrals.
- There are however a number of online resources that can still be accessed.
Information for Managers
Long COVID involves a continuation of a broad range of debilitating physical, cognitive, and
psychological symptoms that persists beyond 12 weeks. Initial “Mild” symptoms are not reflective of
long term outcomes for many. For many people, it will be a combination of physical and
psychological symptoms; and an exacerbation of pre-existing symptoms may further complicate
their presentation.
Possible features of Long COVID in the workplace
- Difficulty in standing for long periods, or in sustaining normal work due to fatigue
- Reduced ability with physical tasks, e.g. lifting or walking longer distances
- Increased breathlessness with activity which can lead to poor tolerance with wearing face masks.
- Trouble concentrating with tasks, takes longer to complete tasks and employee may worry about making mistakes.
- Need for more frequent trips to toilet, more frequent rest breaks for recovery of energy.
- Attempt by staff to “push on” and “overcome” despite increasing symptoms can result in further absence periods i.e. Sick leave, following by return, followed by relapse and further leave.
Example of recommendations for a staff member returning to work following an extended COVID absence
- The individual plan should be tailored to each staff member based on the severity of symptoms and their role / tasks at work.
- Phased return to work with shorter days and non-consecutive days initially. Due to the nature of fatigue the staff member may require an extended phased return more than the standard 4 weeks – may require up to 8 or 12 weeks. Advising starting with 1 short shift (may be as short as 3-4 hours) then gradually building up the amount of shifts per week before considering increasing the shift length for a more gentle phased return as this complements the fatigue management advice. It may be that the staff member is not always able to increase their hours in a linear way – may be that on some weeks they have a flare in their symptoms and any planned increases are paused or take a step back to a previous level which they were coping with. The staff member should be able to determine this based on their symptoms by that stage and liaise with their manager when further support required.
- Consider some temporary adjustment to workload, opportunity to work alongside a colleague for the first few weeks for support if needed / supernumerary. Explore options for additional support/assistance with the more physical aspects of the role e.g. working with lower risk individuals.
- Consideration of temporary alternative work if they are unable to resume to the more physical aspects of the role e.g. Learn pro / non clinical work (this may be helpful or it may be that based on what impacts on their symptoms, it is unhelpful or not required).Some people may need to limit the amount of time doing physical or PC tasks depending on symptoms
- Keep shift patterns routine e.g. same start time each day and avoiding mix of early / late /night shifts until they have managed to build up their hours and duties.
- There may also be role specific adjustments such as; being kept on own ward / smaller geographical area, not being responsible for emergency page, reducing clinical caseload initial supervision for clinical decision making (e.g. drug rounds), avoiding interruptions through day and avoiding on-call / nights etc.
Resources
Online Support and Resources
Long COVID involves a continuation of a broad range of debilitating physical, cognitive, and psychological symptoms that persists beyond 12 weeks. The National Wellbeing Hub has developed some resources to assist those coping with the
prolonged aftereffects of COVID. This is aimed at supporting people working in health and social care with living with the uncertainty that this condition can bring and their anxieties about returning to work.
These include two evidence-informed articles, one aimed at managers providing advice on how to support staff returning to work with Long COVID, and one aimed at people experiencing Long COVID These are supplemented by a Top Tip sheet with
brief guidance for managing recovery from Long COVID.
In addition to the written materials, they’ve produced a series of three short videos. For these, they’ve spoken to two professionals who have both experienced Long COVID. In one, we hear about Janine’s path to recovery, while the other
charts Grace’s return to work and how she is managing the ongoing challenges associated with this.
They’ve also spoken to Dr John Harden, Deputy National Clinical Director at the Scottish Government, who talks through what Long COVID is, what to do if you’re experiencing Long COVID, and how to manage some of the more common symptoms.
- NHS Greater Glasgow & Clyde – Covid Care Booklet
- NHS Inform – Longer Term Effects ( Long Covid) Links to further information on fatigue, breathlessness, cough, pain, sleep, mood, anxiety, and return to work as well as Chest heart and stroke advice line.
- Your Covid Recovery Sections on: Breathlessness, fatigue, headache, mood, memory & concentration, palpitations, Musculoskeletal issues, voice and swallowing and chest pain.
- Recovering from Covid 10: Post Viral Fatigue & Conserving Energy How to conserve your energy, practical advice for people during and after Covid 19
- NHS Inform Self Help Guides on line tools and PDF’s self- help guides that can be down loaded on various Mental Health & Wellbeing topics including: Sleep problems, anxiety, depression, problem solving, chronic pain, PTSD, bereavement and self esteem.
- Mental Health & Wellbeing Audio Guides on line tools and audio guides on various topics including – low mood, anxiety, sleep problems, self-confidence, unhelpful thinking and breathing exercises for stress.
Peer Support Groups
Resources
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All NHS Greater Glasgow and Clyde employees can self-refer to the Occupational Health Service to access a wide range of support services. For further information on what’s available, please select from the options below.
Self Referral to Occupational Health
All employees can self-refer to Occupational Health for confidential advice & support with one of the nursing team. Appointments are available by telephone only currently. All appointments are confidential.
Please call 0141 201 0600 to make an appointment or alternatively you may find the information you are looking for on HR Connect.
Self Referral to Occupational Health Psychology and Wellbeing Service
Talking therapy services are available to all NHS Greater Glasgow and Clyde employees within the Occupational Health Department at Barr Street Health Hub. All appointments are confidential.
To self-refer for talking therapy at the Occupational Health Psychology and Wellbeing Service (OHPWS), please email the following details to ggc.OHPWS@nhs.scot:
- Your preferred contact telephone number
- Your email address (personal email address is preferred)
- Employer: NHS GGC / HSCP (NHS) / HSCP (Council) / Other (please detail)
- Main work location and department
Please mark the subject of the email “OHPWS SELF REFERRAL“
This is our preferred method for receiving new referrals. Please note, Occupational Health cannot respond to urgent or emergency situations.
Alternatively, you can leave these details on our answering machine by calling 0141 277 7623.
If you are looking to self-refer for general Occupational Health advice, please call 0141 201 0600.
Where possible we ask you to consider making use of online resources or accessing alternative community supports. Links to a range of resources are available below. If you are experiencing a crisis please contact your GP or out of hours services.
Please note this service will not be able to provide an immediate response. If you need immediate support with your mental health please contact a trusted member of your community such as your GP, or NHS 24 on 111 or if you are in imminent danger please dial 999.
Additional Supports and Resources
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Mental Health and Wellbeing is just as important as physical health and many factors and life events can have an impact on how we feel. This hub provides links to further information and services available that can help you to improve your mental health and wellbeing.
Urgent help and crisis support
If you are feeling very distressed, require emotional support or are suicidal then there are organisations who can help.
Phone 999 if you’ve: taken an overdose, or seriously harmed yourself.
NHS24: Phone 111 and choose the mental health option if you’re: feeling suicidal, or in a state of despair.
Samaritans: call 116 123 (open 24 hours)
Concerned about a colleague’s safety
If you are worried that a colleague may be thinking about suicide, please click here for guidance.
How to self-refer to Occupational Health Psychology and Wellbeing Service (OHPWS)
To self-refer for talking therapy at the Occupational Health Psychology and Wellbeing Service (OHPWS), please email the following details to ggc.OHPWS@nhs.scot:
- Your preferred contact telephone number
- Your email address (personal email address is preferred)
- Employer: NHS GGC / HSCP (NHS) / HSCP (Council) / Other (please detail)
- Main work location and department
Please mark the subject of the email “OHPWS SELF REFERRAL”
This is our preferred method for receiving new referrals. Please note, Occupational Health cannot respond to urgent or emergency situations.
Alternatively, you can leave these details on our answering machine by calling 0141 277 7623.
If you are looking to self-refer for general Occupational Health advice, please call 0141 201 0600.
Additional wellbeing resources
The following services may benefit those with a more immediate need for having a place to talk & feel heard:
- National Mental Wellbeing Support Line: click here or call: 0800 111 4191 (open 24 hours)
- Breathing Space: click here or call: 0800 838 587 (open Monday to Thursday 6.00pm to 2.00am and Friday 6.00pm to Monday 6.00am at weekends)
- Women’s Aid: click here or call: 0800 027 1234
- NHS Greater Glasgow and Clyde Chaplains: call: 0141 201 1100
Wellbeing resources for NHS staff can be found by clicking here
A range of explanation of health conditions from NHS Inform can be found by clicking here
The Scottish Government also provide services to support those with a disability or health condition in relation to work and employment. This is called Access to Work. See here
Support and Information Centres are non-clinical spaces within hospitals. Staff in these Centres can provide information and support on a wide range of health and lifestyle issues, including benefits, money advice, health conditions, caring for relative and a host of others. See here
Additional support for anyone in any work place can also be found via Able Futures, where the focus is on coping strategies. See here (You do not need to be an NHS employee to qualify for this service).
The NHS GG&C Staff Mental Health and Wellbeing Support z-card with useful information can also be accessed by clicking here
Information about the NHS Greater Glasgow and Clyde Spiritual Care and Chaplaincy Service can be found here: here
Further Mental Health and Wellbeing Resources
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Purpose of Occupational Health referrals
Occupational Health (OH) provides independent, expert advice to support employee health, safety, and wellbeing in the workplace. Referrals help managers address health concerns that may impact an employee’s ability to work, including fitness to remain or return to work, recommendations for reasonable adjustments, and consideration of legislative requirements such as the Equality Act 2010.
Who this guidance is for
This guidance is for managers who are considering, discussing, or submitting a referral to Occupational Health. It outlines when a management referral may be appropriate, when a management referral may not be appropriate, how to submit a referral using OPAS G2, and the information managers should provide when submitting a referral to the Occupational Health Service.
Before you submit a referral
Before submitting a referral, managers should discuss the concerns with the employee, consider whether the issue can be managed locally, review reasonable adjustments where relevant, and check the referral criteria and pre-referral checklist. If you are unsure whether a referral is appropriate, please contact Occupational Health to discuss the case before submitting.
How to access OPAS G2
The system used to submit a management referral is OPAS G2. You can log into the system OPAS G2, or by opening Microsoft Edge and selecting NHSGGC Favourites, then Admin, then OPAS G2 Occupational Health System.
OPAS G2 is designed to simplify the referral process and enables managers to view reports and track the progress of referrals through the manager’s dashboard. A simple guide to using the OPAS G2 system is also available.
If you have not received a login, please contact our administration team via email.
How to submit a referral to Occupational Health
1. Review the referral criteria, guidance for completing the referral form, and pre-referral checklist before proceeding. If you would like to discuss a referral before submission, please contact Occupational Health by phoning 0141 201 0594 or by email.
2. Ensure all sections of the referral form are completed fully in line with this guidance. Incomplete forms will be returned to the referring manager for further information.
3. Discuss the reason for referral with the employee before submission to Occupational Health. Where possible, managers should share a copy of the referral with the employee.
4. Inform the employee that the Occupational Health report will be discussed with them and that their consent is required before it can be released to the manager. Please allow up to 5 working days after consultation for the report to be issued.
5. Submit the referral. Once submitted, it cannot be amended unless Occupational Health unlocks it during triage. Once the referral has progressed to an appointment, it can no longer be amended. Any changes will require a new referral and employee consent.
6. If Occupational Health requests additional information during triage, this will be visible via the manager’s dashboard. Managers should respond in the further information section and click ‘Resubmit to OH’ in the top right corner to return the referral for further triage. Managers should check the dashboard regularly for updates
7. Referrals will be triaged to the appropriate service, such as Nursing, an Occupational Health Consultant, Physiotherapy, or the Occupational Health Psychology and Wellbeing Service. Referrals that do not meet the criteria for appointment will be discharged back to the referring manager with the reason for discharge provided.
8. Appointments may take place by telephone, face-to-face, or video consultation. The appointment date and time will be sent to the employee by email and text and will be visible to managers via the manager’s G2 dashboard. We aim to offer the earliest available appointment; however, waiting times may be affected by service capacity, waiting lists, or the need for further information.
9. Completed Occupational Health reports will be sent to the employee by email and will be accessible to the referring manager and any additional contributors via the manager’s dashboard. In line with medical confidentiality, reports will focus on the functional impact of the employee’s health on work, fitness for work, and management advice, rather than diagnostic detail unless this is relevant and the employee has consented to it being shared.
10. On receipt of the report, managers should meet with the employee to discuss the content, agree any actions, and ensure these are appropriately documented.
11. To save or print the referral and report, click ‘Print Referral’ at the top right of the employee record and choose print or ‘Save as PDF’. Reports will remain accessible on the manager’s dashboard for 12 months only, so they should be saved for future reference.
If you require further information or need to discuss the content of a report, please use the message function within the OPAS G2 system and a member of the Occupational Health team will respond or alternatively contact Occupational Health by phoning 0141 201 0594 or by email.This is a placeholder tab content. It is important to have the necessary information in the block, but at this stage, it is just a placeholder to help you visualise how the content is displayed. Feel free to edit this with your actual content.
When to refer to Occupational Health (Criteria for Referral)
Important: Occupational Health is not an emergency or treatment service. Where there are immediate risks to safety, for example suicidal ideation, acute distress at work, or substance misuse, managers must follow local emergency, safeguarding, HR, or health and safety procedures before considering an Occupational Health referral.
Situations where a management referral may be appropriate:
- Urgent referrals for cases such as terminal illness or other serious illness.
- Long-term absence: when the employee has been absent for 29 days or more and advice is needed on likely return, rehabilitation, or adjustments. Not all absences of 29 days or longer require an automatic referral. Managers should consider whether Occupational Health input is necessary, for example where there is a clear recovery period or return-to-work timescale and no additional advice is required.
- Frequent short-term absence: where there are patterns of absence or an underlying health condition is adversely affecting work or health. Not all short-term absence cases require referral. Please see the section When a management referral may not be appropriate
- Patterns of work-related absence that are directly attributable to the workplace.
- Consideration of ill-health retirement or redeployment: this should be discussed with HR and the employee before referral. Ill-health retirement applies only if the employee has been in the pension scheme for at least two years, is permanently unable to work, and all reasonable adjustments have been considered. Occupational Health cannot advise on health-related termination but can provide guidance on long-term fitness for work to support management and HR decision-making in line with the attendance management policy.
- Significant underlying health issues affecting workplace performance or attendance.
- Mental health problems, such as severe anxiety, depression, or similar concerns affecting work.
- Significant psychological distress linked to traumatic events in the workplace or formal workforce processes, such as witnessing a traumatic incident at work, experiencing harassment, or being involved in an investigatory process, where there are concerns about the impact on health, wellbeing, attendance, or work performance.
- Changes in workplace behaviour: such as altered appearance, inconsistent attendance, or concerns about possible alcohol or substance misuse. This should first be addressed by the manager through discussion with the employee. If the employee is unable to provide a reasonable explanation, referral to Occupational Health may be appropriate.
- Neurodivergent conditions, including dyslexia, ADHD, and autism. Reasonable adjustments may include changes to the working environment, flexible working arrangements, and tailored support strategies. These can often be agreed jointly with the individual and line manager at a local level. Support is available through Access to Work. Further guidance is available via Supporting and Working with our Neurodivergent Colleagues – NHSGGC diverse workspace. Complex cases may require Occupational Health support.
- Menopause and women’s health: reasonable adjustments can be agreed jointly at a local level in line with the Menopause and Menstrual Health Policy | NHS Scotland. Additional supporting information and guidance for managers is available via Women’s Health – NHSGGC and The Menopause – National Wellbeing Hub. If significant concerns remain following the implementation of adjustments, a referral to Occupational Health can be submitted for further advice.
- Work-related stress where local measures to reduce or resolve the stressors have already been explored and the stress is affecting health or exacerbating a pre-existing condition. Please see When a management referral may not be appropriate for more information.
- Musculoskeletal conditions where the employee is absent, or at risk of absence, due to a work-related musculoskeletal problem, or where the employee has sustained a musculoskeletal injury following an accident or injury at work. Please see When a management referral may not be appropriate for details of the self-referral process to physiotherapy.
- Formal workforce policy support where the employee is at Stage 3 of the Attendance Policy or requires support through formal NHS Scotland Workforce Policies.
Reasonable adjustments
Managers are responsible for considering and exploring reasonable adjustments with the employee in line with the Equality Act 2010 and NHSGGC Reasonable Adjustment Guidance. Employers have a legal duty under the Equality Act 2010 to consider and make reasonable adjustments where a disabled employee would otherwise be placed at a substantial disadvantage. Adjustments should be discussed at the earliest opportunity and tailored to the individual to remove or reduce disadvantage at work.
In many cases, managers can identify and implement adjustments locally, for example to duties, hours, work patterns, the working environment, or support arrangements. Please refer to the NHSGGC Reasonable Adjustment Guidance, Reasonable Adjustments for staff with disabilities or long-term conditions – NHSGGC, for detailed information on what may be appropriate, how decisions should be recorded, and the wider support available.
Referral to Occupational Health should be made where further assessment or specialist advice is required, for example where the impact of a health condition on work is unclear, where complex restrictions or adjustments may be needed, or where advice is required on fitness for work. Occupational Health provides independent advice to support management decision-making but does not replace the manager’s responsibility to explore and implement reasonable adjustments where appropriate.
When a management referral may not be appropriate
Talking Therapy/Counselling Services
If you are only seeking to refer a staff member for talking therapy or counselling, please advise the staff member to self-refer via email or telephone 0141 277 7623. If you have the staff member’s consent to refer them for talking therapy or counselling, please make the referral on their behalf using email.
If, as the manager, you also require advice regarding fitness for work, adjustments, or other health and work concerns, please submit a management referral and note this within the background to the referral. During the assessment, the clinician will make any necessary arrangements for assessment with the Occupational Health Psychology and Wellbeing Service
In all cases, a talking therapy element will remain confidential and no feedback via a report will be available to the manager. Further information and additional mental health and wellbeing resources can be accessed via Mental Health and Wellbeing – NHSGGC along with guidance to support staff with thoughts of suicide
Physiotherapy
Employees can self-refer to the Occupational Health Physiotherapy Service for treatment and advice using the self-referral form. If, as a manager, you also require advice regarding fitness for work, adjustments, or other concerns, please submit a management referral. Further information is available for the occupational health physiotherapy service.
Work-related skin problems (skin health surveillance)
Work-related skin problems should be referred via the Skin Health Surveillance process. Please do not submit a management referral.
Instead email the completed skin health surveillance questionnaire directly to our the service.
If urgent advice is required regarding a skin problem please direct the employee to contact Occupational Health by phoning 0141 201 0594 or by email.
Work-related stress
Managers should first follow the Stress in the Workplace guidance. Further advice can also be sought from Health and Safety, HR, and Occupational Health. Where an employee reports a health condition caused or worsened by stress, a referral to Occupational Health may be appropriate.
If a referral is required, managers should detail the steps taken locally to address the reported work issues, outline any considered or agreed actions, and include a copy of the agreed risk assessment actions.
Frequent short-term absence
Frequent short-term absence does not automatically require a referral to Occupational Health unless there are patterns of absence or an underlying health condition is adversely affecting work or health. If no clear link is identified, managers should discuss the absence pattern with the employee and ask whether there is an underlying health condition contributing to the absence.
If the employee does not identify a specific health condition, this should be documented and managed in line with the current attendance management policy. Self-referral or management referral to Occupational Health can be considered if the employee wishes to discuss a health issue that they do not want to raise with their manager.
Personal stress/bereavement
If an employee is experiencing non-work-related stress or bereavement, the details of the Occupational Health Psychology and Wellbeing Service can be given to the employee with advice to contact the service if additional support is required.
Managers should also consider temporary adjustments that may support the employee. Long-term absences of more than 2 months may be referred to Occupational Health if further advice is needed.
Pregnancy
If an employee is pregnant and does not have any current health concerns, managers must first carry out a workplace risk assessment, as required by law. This assessment should specifically consider any risks to new and expectant mothers and must be regularly monitored and reviewed throughout the pregnancy.
Managers should ensure the risk assessment process is completed and maintained as the primary step. Detailed guidance on this process can be found via Maternity Policy Guide for Employees | NHS Scotland
Referral to Occupational Health may be appropriate if there are significant health concerns related to the employee’s work or if there are changes in health that may affect their ability to work safely.
Return to work/phased returns
If an employee is preparing to return to work soon, managers can first discuss the situation with them directly. If there are concerns about residual symptoms that may affect their ability to perform their usual duties, managers should consider whether temporary modifications or restrictions to the role are possible.
A phased return can help support a smoother transition back to work. The Once for Scotland policy allows for a four-week phased return on full pay without requiring the use of accrued leave. It may also be helpful to break up the working week, for example by scheduling non-consecutive working days, and gradually increase the employee’s hours until they return to their contracted hours.
In some situations, extending the phased return may better support the employee, and accrued annual leave could be used to prolong reduced hours after the initial four-week period. Any phased return plan should be discussed with the employee before they return, taking account of any necessary adjustments to duties.
The management referral should clearly explain the reason for referral, include relevant background information, and set out the advice required from Occupational Health. All sections of the form should be completed fully. The information required for each section is outlined below.
Line manager and additional contributors
Confirm that the full name, email address, and telephone numbers are correct and update them as required.
Employee details
Confirm that the full name, employment details, preferred email address, and telephone number are correct and update them as required. An email address is needed to share completed reports. Where possible, include a personal email address, as work email may be inaccessible during absence.
Reason for referral and background information
Provide as much relevant information as possible, avoiding vague statements and subjective opinion. Where applicable, include:
- the nature of the health condition, health issue, or concern
- whether the employee has attended their GP or another specialist service, and details of any known treatment if disclosed
- any relevant lifestyle factors the employee has shared
- whether any work-related factors have been identified
- a factual summary of any management concerns or operational difficulties observed
- details of any individual risk assessments completed or planned, for example stress or DSE risk assessments, with copies attached where relevant
Adjustments
- what adjustments have been made, trialled, or considered to support the employee, and what the outcomes were
- the dates of any adjustments and whether they are temporary or long term
Working environment
- start date, length of service, working hours, whether the employee is superannuated, and whether they are an agile or home worker
- a description of the employee’s duties and any specific difficulties identified in relation to the role
Absence details
- whether the employee is currently absent from work, including dates and reason for absence
- dates and reasons for any previous absences within the past 12 to 24 months
Advice required from Occupational Health
There are two standard questions within the referral form. These are preset to “Yes” and should not be amended:
- Is the employee medically fit for their current role?
- Would any adjustments and/or restrictions to the employee’s working environment be appropriate to improve their ability to fulfil their current role?
Specific questions for Occupational Health
Use this section to add any additional questions you would like Occupational Health to answer. Add each question separately rather than grouping several points into one box by selecting “Add additional question”.
Keep the number of additional questions to a minimum while ensuring they capture the specific advice required. Ideally, include no more than 3 to 6 questions so there is sufficient time within the appointment to address them.
Examples of additional questions include:
- Whether there is an underlying health condition that may affect work.
- whether the condition may be considered under the Equality Act 2010, noting that this is often addressed as standard within the Occupational Health report.
- a return-to-work programme, for example likely timescales, work pattern, and recommended duration of any phased return.
- information regarding ill-health retirement or redeployment following local discussion with the employee.
- fitness to participate in processes held under NHS Scotland Workforce Policies.
Documents
Upload any relevant supporting documents in this section. This may include the job description, absence reports, risk assessments, or other relevant information.
Declaration
Complete the declaration section to confirm that the referral has been fully discussed with the employee and that consent has been obtained before submission to Occupational Health.
Occupational Health must obtain the employee’s consent before the report can be shared with the referring manager and any additional contributors. Please allow up to 5 working days for the report to be issued.
Pre-Referral Checklist
Managers should review this checklist before submitting a referral. It can also be used as a quick reference to help decide whether the issue can be managed locally or whether Occupational Health advice is needed.
Have I discussed the concerns with the employee and explained the reason for any proposed referral?
Discuss this with the employee before submitting the referral.
Have local measures already been explored, for example a return to work discussion, temporary adjustments, risk assessment, policy-based support, or signposting to other services?
Consider and document relevant local measures before referral or contact Occupational Health if unsure.
Have reasonable adjustments been considered where relevant, in line with the Equality Act 2010 and NHSGGC guidance?
Consider and document relevant local measures before referral or contact Occupational Health if unsure.
Is there a clear health concern affecting attendance, fitness for work, work performance, safety, or the employee’s ability to remain in or return to work?
Clarify the concern through discussion and local review or contact Occupational Health to discuss before referral.
Is specialist Occupational Health advice needed on fitness for work, restrictions, adjustments, rehabilitation, long-term health impact, or support under a workforce policy?
If you are unsure whether referral is needed, contact Occupational Health to discuss before submitting.
If the issue can be managed locally without further specialist advice, a management referral may not be appropriate at this stage.
Manage locally and keep the situation under review. Contact Occupational Health if circumstances change or advice is required.
Occupational Health Department by email or telephone: 0141 201 0600 (select the option for the service required)
Occupational Health Psychology and Wellbeing Service by email or telephone: 0141 277 7623.
HR Support and Advice Unit
Leaflets
If you have an appointment already arranged via Attend Anywhere (Near Me) software, then you can access the virtual waiting area.
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