Consultation Policy

Background 

This policy outlines the objectives of occupational health referrals conducted by Sugarman’s clinical staff. It is intended to inform clients and their employees about the referral process, the roles of all involved parties, and the available escalation procedures. 

Policy Objectives 

Effective Consultation: Our goal is to ensure that clinical staff conduct thorough and effective occupational health consultations that enable the creation of a comprehensive report. This is achieved by:  

• Addressing the Employer’s need for clear and actionable advice. 

• Respecting the confidentiality and needs of the employee involved in the consultation. 

• Upholding professional standards and conduct of the clinicians conducting the consultation. 

Open Communication: We strive to facilitate consultations in an open and informative manner, ensuring the appropriate exchange of information that supports the development of an occupational health report. 

Health Issue Resolution: Where applicable, our clinical staff will provide evidence-based advice to address health issues, aiming to minimise their impact on the individual and their ability to perform their job. 

Protecting Sugarman’s Integrity: We are committed to protecting Sugarman’s reputation as a leading occupational health provider and always ensuring the safety and integrity of our clinical staff. The primary purpose of the consultation is to provide work-related health advice to the employer. 

Clinical Assessment  

Referred cases are clinically triaged, and where appropriate, assessments are conducted via telephone, video call, or face-to-face. During face-to-face assessments, clinicians will wear ID badges and introduce themselves if not previously known to the employee. The following matters will be discussed with the employee: 

• Reason for Referral: The clinician will confirm that the employee understands the reason for the referral, which should have been communicated by the referring manager beforehand. The clinician will explain that a report will be provided to the employer. 

• Health and Lifestyle History: The clinician will take a history of the employee’s health and lifestyle, including completing questionnaires if necessary. In cases where health issues may be genetic or familial, a family health history may be requested. All information provided will be recorded in a contemporaneous notes format, and the clinician will apply occupational health expertise to assess the impact on the workplace. 

• Work-Health Impact: The clinician will consider how the health issue might affect the employee’s ability to work and how work might impact their health. 

• Rehabilitation and Support: Where applicable, the clinician will consider potential rehabilitation or support options to reduce the impact of health on work and vice versa. 

• Reasonable Adjustments: The clinician will explore any reasonable adjustments that the employer could implement to accommodate the employee’s return to work. 

• Occupational Health Report: The report is designed to support both the employer and the employee. In rare cases where a conflict of interest arises (e.g., the clinician recommends workplace adjustments that the employee disagrees with), it is the employee’s responsibility to discuss the outcomes with their employer. The employer will make the final decision on any actions. 

• Report Delivery: Once completed, the report will be sent directly to the employer, who is responsible for discussing its contents with the employee and providing a copy upon request. 

• Document Retention: All consultation documents are stored and retained under Sugarman’s Data and Privacy Policies, which are available at Home – Sugarman Occupational Health Services (sugarmanoh.co.uk). 

 Consent 

When attending occupational health consultations, employees will be informed of the reasons for and potential outcomes of the appointment, enabling them to provide informed consent. Consent is given verbally and will be documented in the clinical records by the clinician. Employees have the right to refuse or withdraw consent at any time during the appointment. If consent is refused or withdrawn, the employer will be notified, but no medical advice will be provided regarding the referral. Any required further medical evidence (FME) from the employee’s healthcare provider will be obtained under the Access to Medical Records Act (1988), with the employee’s rights explained and a signature obtained. 

Report Preview Process 

The employee is entitled to a pre-submission review of the occupational health report before it is sent to their employer. This ensures the accuracy of the report and allows the employee to provide their consent for its release. The right to prior sight is limited to verifying accuracy and does not allow the employee to challenge or alter the clinician’s professional opinion. If the employee refuses consent, the report will not be sent to the employer, and a factual note stating the refusal will be provided instead.  

 Consultation Expectations 

1. Confidential Consultations: Employees are generally expected to attend consultations alone, whether remotely or face-to-face, to allow for confidential discussions. If an employee is not in a confidential space, the clinician can refuse to terminate the appointment, and a report will be sent to the employer advising of this. If an employee has a significant learning disability or communication issue, a qualified assistant may be invited to attend. This will need to be advised on the referral along with the name of those attending with the employee. Postponed consultations due to third-party involvement are charged at the full rate. 

1. Driving: Employees not only need to be in a confidential space when completing a consultation with no other persons overhearing the exchange of medical information but also that full attention is given. Driving can not only compromise safety but also the quality of the consultation, resulting in incomplete or inaccurate assessments leading to poorer outcomes and recommendations.  

1.  Third-Party Observers: If an employee requests to be accompanied by a family member, trade union representative, or colleague during a consultation, the third-party acts solely as an observer. The clinician may request the presence of a client’s management team member, either in person or via conference call. Employees must seek approval from their employer to be accompanied, and arrangements must be made in advance. If an observer is requested on the day of the appointment without prior agreement, the consultation may be postponed. 

1. Employment disputes: Sugarman does not involve itself in this. If a consultation becomes a matter of employment dispute, the clinician will suspend the appointment and refer it back to management. 

1. Non-Confrontational Consultations: Clinicians will avoid any confrontation/dispute with employees during consultations. If potential misunderstandings arise, the clinician may temporarily adjourn the consultation and request the attendance of a client’s management team member. If unavailable, the consultation will be rescheduled. 

1. Threatening Behaviour: If an employee or another party is threatening, abusive, or aggressive towards any Sugarman staff member, the clinician will terminate the consultation and complete a Consultation Incident Report (CIR). The employer will be notified of the incident, and Sugarman will work with the client to determine the appropriate course of action. 

 Consultation Complaints 

Sugarman is committed to delivering effective occupational health services and promptly addressing any grievances. Employees who feel aggrieved about the advice provided or how the consultation was conducted should complete a Consultation Incident Report (CIR). 

1. Complaint Submission: CIRs must be completed by the employee and submitted directly to Sugarman. They are available at our clinics or on our website. 

1. Complaint Investigation: All complaints are logged within the HCRG complaints process. A member of Sugarman’s management team will investigate the CIR and provide a written response to the complainant. The investigation aims to resolve the issue or provide further clarification. 

1. Quality Management: CIRs will be reviewed as part of Sugarman’s governance procedures, with trends and recommendations implemented. All reports are fed into the HCRG CG meeting and reporting.  

1. Disciplinary Actions: If a breach of professional conduct is found, internal disciplinary measures will be taken, and the incident may be reported to the appropriate governing body. Clinicians may be suspended pending investigation. 

1. Employment-Related Grievances: Employers should inform clinicians in advance of any employment-related grievances that may impact the consultation. Sugarman’s role is to provide independent occupational health advice and is not involved in employment-related disputes. 

 Statement of Purpose 

Occupational health reports are provided to the employer as advice on the effects of health on work and work on health. These reports are not intended to serve as medical advice for the employee(s) being assessed. 

 Appendix 1. 

 Consultation Incident Report