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COVID-19 (Coronavirus info)

Information and guidance for public, NHSGGC staff, and community-based services.  Hospital visiting restrictions now in place.

Management Referrals

NEW Management Referral Process 

The way managers will submit referrals to Occupational Health is changing from the 21st of March 2022 due to a new occupational health system that will allow referrals to be submitted electronically directly in the system. The new system is called OPAS G2 and you will be able to login into the system to submit a referral via the link below or via the link on edge:  NHSGGC Favourites → Admin → OPAS G2 Occ Health System. 

G2 Link 

 The management referral form has been simplified to make it easier to submit a referral, you will also be able to view reports and track the progress of a referral via your managers dashboard giving you complete visibility throughout the whole referral process. A simple guide to submitting a referral using the new system can be found here

Important

Do not submit the referral until you have fully completed this as they cannot be amended after submission. Please ensure to add  any additional questions you wish answered. These can be added by clicking on the 'Add Additional Questions' link. each question should be added as a new entry. Please do not add these all into one box as the referral can't then be processed. 

Please note there are two mandatory questions and these are defaulted to Yes, do not change these. 

Manager and employee details can be updated if required e.g. to update address or phone number by clicking on the 'Update' button. 

if you have not received a login or are unable to login by the end of March, please contact our admin team at occhealth@ggc.scot.nhs.uk  who will set up a login for you. 

Further guidance on completing a referral is available here 

Employees now require to give consent via G2 before a report is released, this can take up to 5 days before you receive a report after a consultation has taken place. 

 Please note there is no change to the criteria put in place for the pandemic and we continue to work to the criteria below for referrals. 


 Pandemic - Management Referral Advice for Managers

Due to the pandemic we have had to modify the way we deliver the management referral aspect of our service.  As we now move into our recovery phase we will be gradually increasing our management referral capacity again however, we do need to ensure priority is given to the most essential and appropriate referrals.   We will continue to offer appointments via telephone or Attend Anywhere although face to face assessments may now also be offered where appropriate.

To support our recovery process we would ask that you review the guidance below prior to submitting a referral.  If you would like to discuss a referral prior to submission please contact us by email

1. General Criteria for Referrals -

  • Urgent referrals for cases such as terminal illness or other serious illness.
  • Consideration of ill health retirement or redeployment. Please ensure that you have discussed this with the employee and HR prior to referral.  Ill health retirement is only applicable if the employee has been superannuated for a minimum of 2 years, they are permanently unfit for work, all options for reasonable adjustments have been considered, and they have exhausted all treatment options and are under their normal pension age.
  • Long term absences – 29 days or more for advice on likely return to work and rehabilitation. It is important to note that not all long term absences require referral to Occupational Health at 29 days for example routine surgery where an expected recovery of 6+ weeks has been identified (please also see work related stress guidance and access to counselling service information in section 2).  
  • In some (but not all) cases of frequent, short-term sickness absence where there are patterns of absence or there is an underlying health condition adversely affecting health or work is adversely affecting health.
  • significant underlying health issues impacting on workplace health
  • significant mental health issues e.g. severe anxiety, depression. (Please note staff members who are anxious or stressed  regarding Covid-19 should be directed to the dedicated Covid staff support services)
  • To seek advice and support for employees who are on Stage 3 of the Attendance Policy
  • Long Covid referrals where absence has reached 12 weeks – please see long Covid HR process

2. If your referral does not fall into the above criteria please see the guidance below –

Return to Work/Phased Returns

If the case is in relation to an imminent return to work then you as line manager should explore the details of this with your member of staff in the first instance.  If there is any concern regarding potential residual symptoms that may impact on their ability to deliver their normal role you may wish to consider whether modified duties may be feasible E.g. a temporary adjustment or restriction duties that the employee would find difficult.

A phased return may also enable a more successful transition back to work. The new NHS Scotland wide policy enables a 4 week phased return on full pay NOT requiring the use of accrued leave. It is also useful to look at breaking up working weeks to reduce the impact of fatigue on return to work e.g. working non-consecutive days and gradually phasing  the staff members hours back up to their contracted hours. In some cases a longer phased return may be beneficial in supporting a return to work and consideration could also be given to utilising any accrued annual leave to further extend a period of reduced hours following the initial 4 week period. Any phased return should be discussed with the employee prior to their return to work and should take into account any modification required to duties.   

Work related Stress

If an employee reports work related stress, the expectation is that the Manager should meet with them to identify the cause of the work-related stress and explore the potential options for addressing or resolving the stressors locally.  If the stressors are as a result of relationship difficulties in the workplace, Mediation may be explored as an option via HR.  A referral to Occupational Health is only indicated, if a health condition is declared or the work-related stress is exacerbating a pre-existing health condition.  If an OHS referral is required, it is important that the manager notes any interventions that have been attempted to date and includes a copy of the stress risk assessment.    Managers should refer to the Stress in the Workplace guidance

Access to Occupational Health Physiotherapy and Counselling Services:

If the employee only requires physiotherapy or counselling and there are no other issues impacting on their health & wellbeing in the workplace, then a management referral is not required. 

Employees can self-refer to arrange a counselling appointment on 0141 201 0594

 The self-referral form for Physiotherapy can be accessed via the OH HR Connect site. 

 A number of services have been put in place to support staff in response to Covid -19, more details are available here 

Skin problems 

If an employee is reporting a skin problem which may be caused by or made worse by work (including skin problems affecting the hands) please refer via the usual Skin Health Surveillance process.If urgent advice is required regarding a skin problem please direct the employee to contact Occupational Health by phoning 0141 201 0594 or email the enquiry.

Underlying health conditions in relation to Covid-19

General advice and information relating to Covid including shielding and Covid age risk assessments can be accessed via the dedicated HR connect pages    

If the enquiry is regarding mask/skin issues please refer to Occupational Health Guidance 

If further OH advice is required directly related to Covid-19 please email your enquiry and we will aim to respond as soon as possible. 

If following review of the above guidance you require further information, advice or wish to discuss the suitability of a referral to the Occupational Health Service please email our service. 


 Further guidance on completing the management referral form can be found in the Attendance Management section or in the Management & Self-referral to Occupational Health: Guidance for Managers.

Managers can now refer employees to the Alcohol and  Substance Nurse as part of the management referral process. 


Appointments will be carried out by telephone or using the Attend Anywhere video consultation service.

 Leaflets

Management Referral Information Leaflet

Attend Anywhere Leaflet

 Attend Anywhere Appointments

Should you have an appointment already arranged via Attend Anywhere software, then you may access the virtual waiting area using this link: https://nhsattend.vc/NHSGGCOccHealth.

 We suggest using the link a few minutes before your appointment time. Please note that you must use Google Chrome or Apple Safari internet browser.

 

Last Updated: 07 April 2022