Referral management
Receive, review, triage, accept or decline referrals while retaining the request and questions originally supplied.
Referral status
Ready for triage
Occupational Health Software
One platform for the complete occupational health workflow.
Occentra is modern occupational health software for providers and in-house occupational health teams. Referrals, Cases, Appointments, Forms, Reports and operational workflows sit in one governed operating model, with an explicit place for each concept and configuration that does not depend on bespoke software changes.
Case workspace
Management referral · OH-28417
Employee
Jordan Ellis
Maintenance engineer
Client
Northbridge Manufacturing
Leeds operations
- Referral
- Appointment
- Screening
- Review
Appointment
Completed · 31 Jul, 14:00
Dr Mira Patel · Video consultation
Current task
Review manager questions
Assigned to Dr Mira Patel · due today
Screening progress
9 of 9 sections complete
Management referral screening · version 4
Report status
Draft awaiting clinical review
Not yet available to the referring manager
The platform
Everything has a clear place in the workflow.
Occentra keeps the organisational context, request, operational work, clinical information and released outcome connected without collapsing them into one generic record.
01
Client
The organisation receiving occupational health services, including the operating context and service relationship.
02
Employee
The person receiving occupational health input, with employment, demographic and contact history.
03
Referral
Why occupational health input has been requested, the questions being asked and the information supplied.
04
Case
The workspace for appointments, tasks, documents and clinical activity after a referral is accepted.
05
Screening
Structured clinical and occupational information collected with a controlled, versioned screening template.
06
Report
The occupational health outcome prepared, reviewed, approved and released through an explicit process.
These are related records with distinct responsibilities—not interchangeable labels for the same generic item.
Core capabilities
The capabilities needed to run an occupational health service.
Each capability works within the same operating model, so activity remains connected to the client, employee, referral and case that give it meaning.
Case management
Coordinate operational work from referral acceptance through screening, reporting and closure.
Case stage
Clinical review
Employees and employment
Maintain client, employment, demographic and contact information with the historical context needed by the service.
Employment record
Current · since 2021
Appointments and diary
Schedule appointments against cases, assign practitioners and make operational commitments visible.
Next appointment
31 Jul · 14:00
Screenings and forms
Collect draft and completed responses with structured screening templates, retaining the version used for every submission.
Screening template
Management referral · v4
Tasks and workflows
Make required actions, reviews, approvals and case progression explicit instead of relying on informal knowledge.
Current task
Clinical report review
Documents and reports
Keep documents in employee and case context, then control report preparation, approval and release.
Report
Draft awaiting review
Reporting and audit
Provide operational insight while retaining meaningful history across configuration and case activity.
Latest event
Screening submitted
See how this operating model supports occupational health solutions such as health surveillance and referrals, and how it adapts across Industries.
From request to outcome
Follow the work from referral to released report.
The journey is connected, but responsibility moves between distinct records and roles as the work progresses.
Stage 01
Referral received
The employer supplies the reason for referral, management questions and relevant employment context.
- Primary role
- Employer or manager
- Owning record
- Referral
- Audit history
- Submission time, submitting organisation and information received
Stage 02
Referral triaged
The service checks completeness, urgency, pathway and whether the request should be accepted or declined.
- Primary role
- Operational team
- Owning record
- Referral
- Audit history
- Triage decision, status change, reason and responsible user
Stage 03
Case opened
An accepted referral creates the operational workspace and its initial appointments, tasks and requirements.
- Primary role
- Operational team
- Owning record
- Case
- Audit history
- Case creation, linked referral, pathway and initial assignments
Stage 04
Appointment and screening completed
The practitioner records the consultation and submits the required versioned screening.
- Primary role
- Clinician
- Owning record
- Appointment and screening
- Audit history
- Attendance, screening version, submission and case-stage change
Stage 05
Clinical review performed
Clinical findings and the draft occupational health outcome are checked before release.
- Primary role
- Reviewing clinician
- Owning record
- Case and report
- Audit history
- Review decision, requested amendments and approval responsibility
Stage 06
Report approved and released
The authorised report is released to the appropriate recipient and the case can progress towards closure.
- Primary role
- Authorised clinician
- Owning record
- Report
- Audit history
- Approved version, release time, recipient and resulting case status
Occentra models the operational hand-offs directly instead of hiding them behind a generic ticket or workflow object.
Role-based workspaces
The same case. The right view for each participant.
Occentra does not merely hide navigation items. Access boundaries shape which information each role can retrieve and which actions it can perform.
Workspace 01
Clinical teams
Work with appointments, clinical records, structured screenings, clinical decisions and report preparation.
- Clinical context
- Screening responses
- Report preparation
Workspace 02
Operational teams
Process referrals, coordinate scheduling and tasks, and track service progress without assuming blanket access to clinical information.
- Referral processing
- Diary and tasks
- Operational status
Workspace 03
Employers and managers
Submit referrals, follow appropriate progress information and receive authorised reports or outcomes.
- Referral submission
- Appropriate progress
- Released outcomes
Configuration
Adapt the service without creating another bespoke system.
Authorised administrators can configure screening templates, referral pathways, required information, reviews, approvals, report release, lookup values, operational automation and reporting requirements. Configuration stays explicit, permission-controlled, auditable and within supported product boundaries.
- Versioned where the record must preserve what was used
- Reusable across teams and client pathways
- Published through governed permissions
- Understandable to the people operating the service
Service configuration
Management referral pathway
Published version
Version 4 · 1 Aug 2026
- Required information
- Reason, role demands, manager questions
- Screening
- Management referral screening · v4
- Review
- Senior clinician approval required
- Release
- Authorised report to referring manager
Operational case
Requirements applied to OH-28417
Practitioner sequence
Referral context checked
Complete
Appointment recorded
Complete
Screening v4 submitted
Complete
Senior clinical review
Current
Authorised release
Next
The case retains the pathway and template version that governed the work.
Operational data
Capture information once. Use it throughout the service.
Structured referrals, screenings and case activity create a reliable foundation for service oversight and later exchange with surrounding systems. Documents and narrative clinical information remain essential; occupational health work is not reduced to a collection of form fields.
- Operational reporting
- Service-level analysis
- Consistent report production
- Quality review
- Compliance and audit enquiries
- Future integrations and governed automation
Connected by design
Occupational health software should not replace every surrounding system.
Occentra is responsible for occupational health workflows. Identity, HR, calendars, document platforms, payroll and wider reporting can remain authoritative for the organisational responsibilities they already manage. Billable Work Entries can synchronise into Xero Projects for downstream finance, without making Occentra an accounting system.
The diagram describes system responsibilities. Specific connections depend on the organisation and implementation.
Organisational system context
Identity provider
Employer and HR records
Calendars
Occentra
Occupational health operating model
Referrals
Cases
Screenings
Reports
Document platforms
Payroll
Reporting platforms
Platform foundations
Designed for sensitive, long-lived operational work.
Tenant isolation
Provider information is separated through an architectural tenancy boundary.
Role-based access
Authorisation determines what each participant can retrieve and do.
Meaningful audit history
Configuration and case events retain the history needed to explain change.
Secure-by-default architecture
Access is opened through explicit permissions rather than broad assumptions.
Choosing occupational health software
Ask how the work will still make sense after the service changes.
A feature list is a weak buying test. The more useful questions are whether workflows can be configured without becoming a bespoke product, whether records keep their meaning, and whether history remains intelligible after Forms, people and Client arrangements have changed.
Can workflows be configured without bespoke development?
- Occentra is designed so referral pathways, required information and operational rules can be configured within supported product boundaries. Configuration remains explicit, permission-controlled and auditable rather than becoming a customer-specific software branch.
Are Referrals and Cases modelled separately?
- Yes. A Referral records the request, the questions being asked and the information supplied. A Case is the workspace for the operational and clinical work that follows once that request is accepted. They remain connected, not collapsed into one generic record.
Can Forms evolve while preserving historic submissions?
- Forms and screening templates are versioned. When a published Form changes, earlier submissions remain bound to the version that was completed, so historic clinical and operational records stay reconstructable.
Can Clients and managers use controlled portal experiences?
- Clients and managers receive a controlled view of the work they are authorised to see: referral submission, appropriate progress and released outcomes. Clinical notes and Form answers remain with authorised clinicians.
Are permissions, audit history and business history built into the platform?
- Role-based access shapes both visibility and action. Configuration changes and meaningful case events retain the history needed to explain what happened. Employee and employment context is kept with the service so later work still has organisational meaning.
Can the platform integrate cleanly with existing systems?
- Occentra is responsible for occupational health workflows. Identity, HR, calendars, documents and wider reporting can remain authoritative for the organisational responsibilities they already manage. Billable occupational health work can synchronise into Xero Projects, and the wider platform is designed around modern API and event-driven integration patterns.
Does it support the operational as well as clinical side of occupational health?
- Clinical work sits alongside referral processing, scheduling, tasks, reporting and service oversight. The same operating model coordinates both, so operational status is not hidden in inboxes or appointment notes.
See how Occentra would support your service.
Show us how referrals, cases and screenings move through your service today. We will configure the demonstration around your operating model rather than deliver a generic feature tour.