Occupational Health Recommendations: A Work Adjustment Plan
Turn occupational-health recommendations into a practical discussion, an agreed adjustment plan and a review of what is working.
Start with the recommendation and the work barrier
Receiving a report is a starting point for a conversation. The practical task is to work out how its recommendations relate to actual duties, working conditions and the support a person needs.
Acas explains how occupational health supports workplace decisions, including adjustments and returning after sickness absence. It also recommends checking the employer’s occupational-health policy and how follow-up will work.
Bring the relevant recommendations to a discussion with the employee, manager and appropriate HR contact. If wording is unclear, ask for clarification through the agreed occupational-health process rather than guessing what a clinical recommendation means.
Translate each recommendation into an action
The following prompts are an organisational planning tool. They do not replace professional advice or decide what is appropriate for an individual.
- Barrier: Which task or working condition is causing difficulty?
- Proposed change: What would be different in the working day?
- Owner: Who will arrange equipment, scheduling or a process change?
- Timing: When can it start, and what happens while arrangements are being made?
- Review: When will the employee and manager discuss whether it helps?
Record agreed actions separately from suggestions that need further discussion. If an option cannot be put in place, record the reason and the alternatives to explore. A list with an owner and next action is easier to follow than a report left in an inbox.
Writing a modified-duties confirmation
Where modified duties have been agreed, describe the actual tasks affected. Avoid phrases such as “light duties” without explaining what that means for this role. State what is changing, who handles any reassigned work and how concerns can be raised.
Fictional wording to adapt
“Following our discussion, we have agreed [specific change to duties or working arrangements]. [Name or role] will arrange this from [date]. While this is being set up, [agreed interim arrangement] will apply. We will review it together on [date], or sooner if the arrangements are not helping. Please contact [person] if clarification is needed.”
This wording records an agreement; it does not certify fitness for work or prescribe restrictions. Keep the occupational-health recommendation and the employer’s implementation decision clear in the record.
Review the work, not just completion of the paperwork
Ask whether the change addresses the original barrier. Has the agreed equipment arrived? Are the changed duties understood by the people organising the work? Does the employee need a different arrangement?
Record what will continue, what needs changing and who will follow up. Keep unresolved actions visible. Share only the relevant information needed to carry out the agreed support, using your organisation’s handling and access procedures.
Create the practical record
Use the copyable adjustment plan template to record actions and review dates. A passport template can capture the support context the person wants to share.
For teams coordinating multiple requests, explore AXS Passport adjustment management. For individual recommendations or medical questions, use the appropriate professional or occupational-health contact.