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.
Clergy Occupational Health (OH) Referral Process – Step-by-Step
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 a short-term impact on sight, balance or physical ability
- An ongoing medical condition, unless stable or improving
- Continuous sickness absence of one month or more
- Prior to initiating a capability procedure, where there are concerns, to identify any potential underlying medical issues
Relevant guidance documents:
2. Archdeacon contacts HR Adviser
The Archdeacon (AD) contacts the HR Adviser (HRA) to start the Occupational Health referral process.
3. HR Adviser completes referral
The HRA completes the online Ministers OH Referral Form via OPAS, including all relevant referral information and supporting documentation.
Supporting documentation may include:
- Role Description
- Ministerial Working Agreement
The HRA also adds any required contributors to the referral, such as the relevant Archdeacon.
4. Office Holder receives Pre-Consent email
The Office Holder receives the Pre-Consent email and:
- Reviews the referral information
- Provides consent for the referral to proceed to Thrive
5. Consent is provided
If consent is provided, the referral is released to Thrive and the Occupational Health assessment process begins.
If consent is not provided:
The HRA meets with the Office Holder to discuss the referral and restart the process.
6. HR Adviser contacts Office Holder
The HRA contacts the Office Holder to:
- Confirm that the referral has been submitted
- Explain the purpose of the referral
- Explain the next steps
- Provide supporting documentation, including the Clergy Personal File Information Sheet
7. Thrive arranges Occupational Health assessment
Thrive arranges the Occupational Health assessment directly with the Office Holder.
Once the assessment has been booked, Thrive updates the referral status within OPAS.
The HRA monitors the progress of the referral through the OPAS portal.
8. Occupational Health assessment takes place
A Thrive clinician conducts the Occupational Health assessment and prepares the report.
9. Draft report review by Office Holder
Thrive provides the Office Holder with an opportunity to review the draft report before it is finalised.
10. Final report is completed
Once the report has been completed, Thrive sends an automated notification email to the HRA and Archdeacon confirming that the OH Outcome Report is available within OPAS.
11. HR Adviser reviews and shares report
Following receipt of the OPAS report notification, the HRA:
- Reviews the final Occupational Health report
- Downloads the report from OPAS
- Emails a copy of the report to the Archdeacon
12. Internal HR and Archdeacon review
The Archdeacon and HRA meet to:
- Review the OH report
- Consider the implications of the report
- Ensure clarity on what will be communicated to the Office Holder
13. Supportive meeting with Office Holder
The Archdeacon arranges and conducts a supportive meeting with the Office Holder to discuss their OH report.
The HRA attends the meeting if required.
14. Record keeping and tracking
- The Archdeacon sends all related paperwork to the Bishop’s Office for filing in the Office Holder’s Clergy Personal File
- The HRA completes the HR OH Tracker
Relevant guidance documents:
15. Consider whether follow-up is required
- If no follow-up is required: the process ends
- If follow-up is required:
- The process is repeated
- The HRA adds an OH Follow-Up calendar reminder for the Archdeacon
End of Process