When Should You Refer an Employee for Mental Health Support?
Knowing when to step in can be the difference between a short period of support and a long-term absence. Many employers wait too long, not out of neglect, but uncertainty.
Is this just a tough week? Should we intervene? What’s the right level of support?
This guide helps you recognise the signs early and take the right action by referring to an occupational therapist at the right time.
Why Early Mental Health Support Matters
Mental health-related absence is one of the most common and costly challenges for UK employers.
Early support can:
Prevent short-term stress becoming long-term absence
Reduce sick leave duration
Improve return-to-work outcomes
Support productivity and morale
The earlier you act, the more effective the outcome.
7 Signs It’s Time to Refer an Employee
You don’t need a crisis to act. In fact, the best time to refer is before things escalate.
1. Noticeable Changes in Behaviour or Performance
Reduced concentration or productivity
Increased errors
Withdrawal from colleagues
These are often early indicators that something isn’t right.
2. Repeated Short-Term Absences
Frequent sick days, especially with vague or stress-related reasons can signal an underlying issue.
3. The Employee Mentions Stress, Anxiety, or Burnout
If an employee openly shares they’re struggling, take it seriously.
You don’t need to diagnose you just need to act.
4. A Return to Work After Mental Health Absence
This is one of the most important times to refer.
Without the right support, employees are at higher risk of relapse or further absence.
5. Work Is Clearly Contributing to the Problem
If workload, environment, or role demands are impacting wellbeing, an occupational therapist can assess and recommend adjustments.
6. Managers Feel Out of Their Depth
If a line manager is unsure how to support someone, that’s a clear signal to bring in professional input.
7. You’re Unsure What to Do Next
Uncertainty itself is a valid reason to refer.
Waiting for clarity often leads to delay—and delay makes things harder to resolve.
What Happens After You Refer?
A structured referral to an occupational therapist typically includes:
1. An initial review of the situation
2. Direct contact with the employee
3. A workplace-focused assessment
4. A clear report with practical recommendations
These recommendations may include:
Adjustments to workload or hours
Phased return-to-work plans
Strategies to manage stress at work
Guidance for managers
What to Look for in a Provider
To ensure safe and effective support, check that the occupational therapist is:
Registered with the Health and Care Professions Council (HCPC)
Experienced in workplace and mental health-related cases
Able to provide clear, practical recommendations
Available within a reasonable timeframe
Speed and quality both matter.
Common Mistakes Employers Make
Avoid these common pitfalls:
Waiting too long
Support is most effective early, not at crisis point.
Relying only on internal support
Managers aren’t clinicians. External expertise adds clarity and structure.
Focusing only on absence, not prevention
Referrals shouldn’t just happen after time off, they should prevent it.
A Simple Way to Make Referrals
The challenge for many employers isn’t recognising the need it’s knowing where to go.
We make it simple to connect with qualified occupational therapists across the UK.
Fast, straightforward referrals
Vetted professionals
Workplace-focused, practical outcomes
Take Action Early
If you’re asking yourself “Should we refer?”—the answer is often yes.
Early support leads to better outcomes for both your employee and your organisation.
Submit a referral today or get in touch to discuss your situation.