Clergy Occupational Health (OH) Referral Process – Step-by-Step

 Occupational Health (OH) referrals provide a supportive and confidential way to help individuals when their health or wellbeing is affecting them. The process offers space for reflection and professional guidance, helping to identify any support or adjustments that may be helpful.

At its core, it is about care, ensuring individuals feel supported, listened to, and able to move forward in a healthy and sustainable way.

 

1. Referral is initiated

A referral is initiated by the Bishop and/or Archdeacon where an Office Holder meets the threshold, including:

  • Major surgery
  • Surgery with short-term impact (e.g. sight, balance, physical ability)
  • Ongoing medical condition (unless stable/improving)
  • Continuous sickness absence of 1 month or more
  • Prior to capability procedures (to identify underlying medical issues)

Relevant guidance documents: https://www.churchofengland.org/sites/default/files/2026-05/guidance_on_occupational_health.pdf

 

2. Archdeacon contacts HR Adviser

The Archdeacon contacts the HR Adviser (HRA) to request that an OH referral is started.

 

3. HR Adviser acknowledges request

The HR Adviser acknowledges the referral request and begins the process.

 

4. HR Adviser contacts the Office Holder

The HR Adviser sends the Office Holder:

  • The OH referral form link
  • Guidance on completing the form
  • Thrive Information Sheet for Ministers
  • Clergy Personal File Information Sheet

 

5. Office Holder completes draft referral

The Office Holder completes the OH referral form and sends the draft to the Archdeacon.

 

6. Archdeacon finalises and submits referral

The Archdeacon:

  • Reviews and completes any outstanding sections
  • Seeks support from HR if required
  • Submits the final referral to Thrive
  • Attaches supporting documents (e.g. Role Description or Ministerial Working Agreement)

 

7. Thrive confirms and arranges assessment

Thrive:

  • Confirms receipt of the referral to both the Office Holder and Archdeacon
  • Contacts the Office Holder to arrange the assessment
  • Notifies the Archdeacon once the appointment is booked

 

8. Occupational Health assessment takes place

A Thrive clinician conducts the OH assessment and prepares a report.

 

9. Draft report review by Office Holder

Thrive sends a draft report to the Office Holder for review and comments.

 

10. Final report issued

Thrive sends the final OH report to the Office Holder and copies the Archdeacon.

 

11. Internal HR and Archdeacon review

The Archdeacon:

  • Confirms receipt of the report with the HR Adviser
  • Meets with the HR Adviser to review the report
  • Considers implications and agrees key messages for the Office Holder

 

12. Supportive meeting with Office Holder

The Archdeacon:

  • Arranges and holds a supportive meeting with the Office Holder
  • HR may attend if required
  • Discusses recommendations and next steps

 

13. Record keeping and tracking

  • The Archdeacon sends paperwork to the Bishop’s Office for inclusion in the Clergy Personal File
  • The HR Adviser updates the HR OH Tracker

 

Relevant guidance documents: https://www.churchofengland.org/sites/default/files/2025-10/clergy-personal-file-policy-v4.0-trial_0.pdf

 

14. Consider whether follow-up is required

  • If no follow-up is required: the process ends
  • If follow-up is required:
    • The process is repeated
    • HR sets a follow-up reminder for the Archdeacon

 

End of Process