What questions should employers ask in a management referral?
A management referral is one of the most effective ways employers can access professional, impartial advice about an employee’s health and its impact on work. However, the value of the referral depends heavily on the quality of the questions asked. In practice, clear and well-structured questions help occupational health clinicians provide advice that is fair, lawful and genuinely useful for decision-making.
This guide explains what questions employers should ask, why they matter, and how to frame them correctly to support both the organisation and the employee.
What is a management referral?
A management referral is a formal request from an employer for occupational health advice about an employee’s health in relation to their job role. Typically, it is used where health concerns may be affecting attendance, performance, or safety at work.
Importantly, the referral does not ask clinicians to make employment decisions. Instead, it provides medical insight to inform reasonable, lawful workplace actions.
Why asking the right questions matters
The questions included in a referral shape the advice you receive. Poorly framed questions can result in vague responses or advice that cannot be acted upon. Conversely, clear and relevant questions help employers:
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Understand functional capability rather than medical diagnosis
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Manage sickness absence fairly and consistently
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Meet legal duties under health and equality legislation
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Reduce the risk of disputes or grievances
As a result, the referral becomes a practical tool rather than a tick-box exercise.
Legal and compliance context for employers
When drafting referral questions, employers must balance business needs with legal obligations. In particular, referrals should align with:
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The Health and Safety at Work Act 1974, which requires employers to protect employee health and safety
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The Equality Act 2010, which places a duty to consider reasonable adjustments for disabled employees
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Guidance from the Health and Safety Executive on managing health and work
Therefore, questions should always focus on work impact and support, rather than capability to remain employed.
Core questions employers should ask in a management referral
1. Is the employee medically fit to carry out their current role?
This question helps clarify whether the employee can perform their duties safely and effectively. It also allows occupational health to comment on any restrictions that may apply.
For example, asking about functional capacity rather than diagnoses ensures the advice remains relevant and compliant.
2. Are there any adjustments that would support the employee at work?
Reasonable adjustments are a key consideration, particularly where a condition may meet the definition of a disability.
Employers may ask whether temporary or permanent adjustments could help, such as:
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Modified duties
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Adjusted hours
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Workplace equipment or environment changes
In doing so, organisations demonstrate a proactive and supportive approach.
3. Is the condition likely to be covered by the Equality Act 2010?
Although occupational health does not provide legal advice, clinicians can indicate whether a condition is likely to meet the Act’s definition.
This guidance is particularly helpful because it prompts employers to consider their duties early and reduces the risk of discrimination claims.
4. What is the likely timescale for recovery or improvement?
Understanding prognosis helps employers plan resourcing and absence management more effectively.
Rather than seeking exact dates, it is better to ask whether improvement is expected in the short, medium or long term. This approach recognises the uncertainty often associated with health conditions.
5. Is a phased return to work recommended?
Where an employee has been absent, a phased return can reduce relapse risk and support sustainable attendance.
Occupational health can advise on suitable timescales and structure. Consequently, employers can implement returns that balance operational needs with employee wellbeing.
6. Are there any workplace factors contributing to the health issue?
This question is particularly relevant where stress, workload or physical demands may be involved.
By asking this, employers show they are willing to address root causes, not just symptoms. In addition, it aligns with preventative health and safety principles.
7. Is further occupational health input likely to be required?
Finally, it can be helpful to ask whether follow-up reviews are recommended.
This ensures ongoing support is proportionate and clinically appropriate, rather than open-ended or unnecessary.
Questions employers should avoid
Equally important is knowing what not to ask. Employers should avoid:
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Requests for specific medical diagnoses
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Questions about whether employment should be terminated
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Leading or judgmental wording
Such questions can undermine trust and, in some cases, breach data protection or equality principles.
How to structure a clear and effective referral
A strong referral combines good questions with helpful context. In addition to your questions, it is useful to include:
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Job role and key duties
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Attendance history or performance concerns
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Any adjustments already attempted
This allows clinicians to give advice that is tailored and practical.
How Latus Group supports management referrals
At Latus Group, management referrals are designed to be clear, timely and employer-focused, while remaining clinically independent.
Our clinicians provide advice that helps employers:
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Make informed, defensible decisions
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Manage absence consistently
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Support employee health and wellbeing
Referrals can be integrated with wider services, including absence management support, health surveillance and workplace wellbeing programmes, ensuring a joined-up approach. You can learn more about our approach on the occupational health management referral service page and our absence management support resources.
Best practice: turning advice into action
Once advice is received, it should be reviewed carefully and applied consistently. Importantly, employers should document decisions and communicate outcomes clearly with the employee.
In practice, this transparency helps maintain trust and reduces the likelihood of disputes.
Conclusion: asking better questions leads to better outcomes
A management referral is only as effective as the questions it contains. By focusing on functional capability, reasonable adjustments and prognosis, UK employers can obtain advice that is lawful, practical and genuinely helpful.
Ultimately, well-structured referrals support healthier employees, fairer processes and more confident decision-making. For organisations seeking guidance, working with an experienced occupational health provider can make all the difference.
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