1.9 Explain when particular/specialist help is needed, and how to refer parents to appropriate services

This guide will help you answer 1.9 Explain when particular/specialist help is needed, and how to refer parents to appropriate services.

There are times when a child or young person’s needs go beyond what you can meet as a general childcare or youth work professional. This is when specialist help is needed. Specialist help involves referring the child or their family to professionals or services with expert knowledge in a certain area. These services can assess deeper concerns, diagnose conditions, and provide targeted interventions.

Specialist help may cover physical health, mental health, communication, behaviour, learning support, safeguarding concerns or family issues. Your role is to recognise signs that point towards these needs and act by starting the referral process in line with your organisation’s procedures.

Recognising Signs That Specialist Help is Required

You need to be alert to changes or ongoing problems that cannot be resolved within the normal scope of your work. Some indicators include:

• Delays in speech and language development that do not improve over time
• Behaviour patterns that harm the child or others
• Emotional distress that affects everyday functioning
• Signs of abuse or neglect
• Unexplained or frequent illnesses
• Persistent learning difficulties despite consistent support
• Parents expressing that they cannot cope
• Physical disabilities that require adaptation or support beyond your resources

Always base your decision on careful observation and documented evidence. Avoid making assumptions without gathering enough information. Sharing observations with colleagues can help confirm whether referral is appropriate.

Examples of Situations Requiring Specialist Help

Communication Development Delays

A child aged four still struggles to form sentences and appears frustrated when trying to communicate. This may signal a speech or language delay that requires a speech and language therapist.

Persistent Behaviour Issues

A child frequently hits other children, throws objects, and shows no improvement after a behaviour management plan has been tried for several weeks. This might indicate an underlying behavioural or emotional disorder.

Complex Medical Needs

A child has repeated seizures. This needs immediate medical expertise from a paediatrician or specialist epilepsy service.

Mental Health Concerns in Teenagers

A young person shares that they feel hopeless and have stopped doing activities they once enjoyed. This requires urgent referral to a mental health service.

Signs of Abuse or Neglect

A child appears underfed, wears dirty clothes, and becomes anxious around certain adults. Safeguarding procedures must be followed immediately. Referral may involve social services.

Working in Partnership with Parents

Parents are often the first to notice problems, and their input is crucial. Work with them openly, respectfully, and without judgement. Explain what you have observed and why you feel specialist support may help. Use clear language without professional jargon.

Ways to build trust and encourage cooperation:

• Listen to parents without interrupting
• Offer examples of the child’s behaviour or needs to illustrate your concerns
• Explain the benefits of specialist help
• Reassure that referral is not a criticism but an opportunity for extra support

Where parents disagree with your recommendation, keep communication open and offer further discussion. Provide written information about services so they can think about it in their own time.

Making a Referral

Each organisation has set procedures for referral. It is important to know and follow these exactly. Common steps include:

1. Gathering Evidence
   Document observations over time. Include examples, dates, and any actions already taken to support the child.
2. Consulting with Supervisors or Managers
   Share your concerns with the appropriate person in your setting before speaking with parents. This ensures your observations are well considered.
3. Speaking with Parents
   Discuss your concerns sensitively. Gain consent for referral, unless the case is a safeguarding matter that must be reported immediately.
4. Completing Referral Forms
   Fill in all required details about the child’s situation, needs, family circumstances and your observations. Use clear, factual language.
5. Sending Referral to the Right Service
   Send paperwork to the correct agency or professional. Keep a copy in line with your organisation’s data protection policies.
6. Follow-Up
   Stay in touch with parents and the service to check on progress. Record updates within the child’s file.

Agencies and Services You May Refer To

Different needs require different services. Below are examples:

• Speech and Language Therapy for communication problems
• Educational Psychologist for learning assessments
• Child and Adolescent Mental Health Services (CAMHS) for emotional or mental health concerns
• Social Services for safeguarding issues
• Paediatricians for complex or ongoing medical matters
• Sensory Support Teams for hearing or vision impairments
• Occupational Therapists for physical coordination or daily living skills
• Family Support Workers for help with parenting and home routines

Barriers to Referral

You may face challenges when suggesting specialist help. These could include:

• Parents feeling there is stigma around needing support
• Fear that their child will be labelled
• Lack of understanding about what the service provides
• Language or cultural differences making communication harder
• Geographical or transport issues preventing easy access to services

Address barriers with empathy. Provide clear information. Offer practical suggestions, such as helping arrange appointments or finding interpreters.

Confidentiality and Data Protection

When making a referral, you handle sensitive personal information. Keep this confidential and only share with authorised professionals. Follow your organisation’s confidentiality policy and the Data Protection Act 2018.

Key points for protecting information:

• Store referral documents securely
• Share information only on a need-to-know basis
• Gain written consent from parents, unless safeguarding requires immediate disclosure without consent
• Avoid discussing a child’s issues in public areas or with anyone not involved in their care

Times When Consent is Not Needed

If you believe a child is at risk of harm, you must refer the matter immediately to safeguarding authorities without seeking parental consent. This prevents possible delay that could cause further risk. Such cases include suspected abuse, neglect, or serious threats to safety.

Recording Observations Before Referral

Accurate records support your referral. Good practice involves:

• Writing notes soon after incidents or observations
• Keeping language factual rather than emotional
• Including details of any intervention already tried
• Recording the child’s response to support

These records provide evidence for the specialist service and show you have acted responsibly.

Supporting Parents Through the Referral Process

Parents may need help to understand what will happen next after referral. You can:

• Provide written summaries of your discussions
• Explain who will contact them and when
• Offer continued emotional support
• Encourage them to share any concerns as the process moves forward
• Suggest parent support groups to reduce feelings of isolation

Following Up After Referral

Once referral is made, your role continues. Check in with parents to see if contact with the specialist has been made. Ask if they need practical support for attending appointments or understanding reports.

Keep communication between the setting, parents, and the external service clear and respectful. This helps create a joined-up approach for the child.

Training and Self-Reflection

Regular training improves your skills in recognising when specialist help is needed. Take part in workshops about child development, safeguarding, and communication. Reflect on past cases to improve future practice. Seek feedback from colleagues and managers, and remain open to learning.

Building a Network of Contacts

An updated list of local and national services is valuable. Knowing who to contact speeds up referral and avoids delays. This list can include health professionals, voluntary groups, charities, and local authority services.

Final Thoughts

Referring parents to specialist services is a key part of supporting children and young people. It helps meet needs that go beyond your everyday role. Recognising signs early and acting promptly can make a big difference in a child’s development and wellbeing.

Always treat the referral process as a partnership with parents. Show respect, listen, and communicate clearly. Follow your organisation’s procedures and keep all information secure. By working closely with families and specialist services, you help create the best possible support for each child or young person.