Occ Health Policy and Procedures - Keele University
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Department of Occupational Health and Safety

 

Department of Occupational Health and Safety

Occupational Health Policy and Procedures

Approved by Council June 2001

Extract from the Health and Safety Policy

The University of Keele is fully committed to promoting and ensuring the provision and maintenance of a healthy and safe working environment for all employees, students and visitors. The University is committed to the implementation of the Health and Safety at Work Act 1974, the Management of Health and Safety at Work Regulations 1999 and associated relevant statutory provisions. This includes compliance with the Disability Discrimination Act 1995. To this end an Occupational Health Service led by an Occupational Health Nurse Manager (OHNM) has been established within the Department of Occupational Health and Safety (DOHS).

A formal report regarding the up-take of the services, the level of performance and a review of achievements/developments will be made every year by the OHNM to the University's Health and Safety Standing Committee. A report will be submitted to each meeting of the Occupational Health and Safety Committee.

Confidentiality

The University's occupational health service provides impartial advice to both the University and the employee and has a duty to maintain confidentiality of medical information. The occupational health service will, at all times, observe the provisions of the Data Protection Acts, i.e. only the 'providers' of the occupational health service (not the University) and the particular individual will have access to the medical information entered on the occupational health record. The 'providers' of the occupational health service are the OHNM and Secretary, with the assistance of the Occupational Health Physician (OHP) for reports. Occupational health records will be securely held by the 'providers' of the occupational health service. Where the Occupational Health Physician needs to have the medical opinion of the individual's GP/Consultant, then the Access to Medical Reports Act 1988 will apply and written consent will be obtained from the individual (see Appendix 1a & 1b).  Link to Occupational Health Consent Form (pdf format)

The University needs to be able to respond appropriately to situations where work is affecting health or health is affecting work, therefore the occupational health service will provide the University's Management only with information that is appropriate to enable the individual to have the necessary support and to facilitate the improvement of work place health and safety. Where the provision of medical information is necessary (in order to protect the health of the individual) this will be with the written consent of the individual. Any reports from GPs or specialists will only be seen by the occupational health providers and, on request, the individual, and not the University Management.

OCCUPATIONAL HEALTH SERVICE AND PROCEDURES

The following section is a broad overview of the services provided by the occupational health service to help promote the health, safety and welfare of people at work and study within the University. It also explains the broad framework of procedures in each area of the service, which will facilitate the implementation of the Policy.

1. Statutory Health Surveillance

Providing statutory health surveillance in the workplace and facilitating compliance with relevant legislative requirements. Departments, through undertaking risk assessments, identify the need of health surveillance under the Control of Substances Hazardous to Health Regulations 1999, the MHSW Regulations 1999, Noise at Work Regulations and other specific health and safety legislation. Health surveillance, required by statutory Regulations, is a means by which early signs of work-related ill health can be detected and acted upon amongst employees and students exposed to certain health risks. The objectives are:

  • The protection of the health of individual employees and students by the detection at as early a stage as possible of adverse changes which may be attributed to substances hazardous to health.
  • To assist in the evaluation of the measures taken to control exposure.
  • The collection, maintenance and use of data for the detection and evaluation of hazards to health.
  • To assess, in relation to specific work activities involving biological agents, the immunity of employees.

The need for statutory health surveillance

Statutory health surveillance at the University, including the keeping of health records, will be appropriate for employees and students exposed to substances which are likely to cause disease or adverse health effect depending upon the nature and degree of exposure. In these circumstances there must also be a valid technique for detecting indications of the disease or effect. Suitable statutory health surveillance procedures in the University will include:

  • Biological monitoring and biological effect monitoring
  • Enquiries about symptoms, inspection or examination by the OHNM
  • Medical surveillance where necessary
  • Inspection by appointed responsible persons
  • Keeping and review of individual health records and occupational history during and after exposure.

Who requires statutory health surveillance?

The requirement for employees to have statutory health surveillance will be identified by risk assessment.

Notifying the DOHS of an individual's requirement for statutory health surveillance is the responsibility of the Department. A risk assessment must be completed for work with substances hazardous to health including respiratory sensitisers, irritants and carcinogens. Where assessment identifies the need for statutory health surveillance, an immediate request for statutory health surveillance must be sent to the DOHS on a standard form giving appropriate details - see Appendix 2.  Link to Appendix 2 - Surveillance Request Form (pdf format)

Responsibilities

Head of Department

Heads of Departments should satisfy themselves that risks to health and safety arising within their sphere of control are properly assessed and controlled so far as is reasonably practicable; this includes the need for statutory health surveillance. Heads of Departments should ensure that systems are in place to notify the DOHS of any individual who has undergone health surveillance and then had sickness absence of more than 2 weeks with associated suspected work related ill health. It may be necessary for further health surveillance on return to work.

Workplace Safety Advisers

WSAs should encourage risk assessments to be carried out to ensure that employees who require statutory health surveillance are identified. The DOHS should be notified of staff that require statutory health surveillance using the standard form (Appendix 2) together with a copy of the risk assessment form.

Department of Occupational Health and Safety

The DOHS will arrange for appropriate health surveillance on receipt of the request form and risk assessment. The Department will be informed of the individual's attendance and their suitability to continue work. If there is any work and health associated implications the OHNM will inform the individual immediately. The Department will be informed of non-attendance so appointments may be rescheduled.

Employees

Employees must be informed of any known risks that are associated with their work; any signs and symptoms of work related ill health and how to report them, before they commence work. They will be expected to comply with health and safety arrangements, including statutory health surveillance. They have a duty to notify Department or DOHS of any symptoms they experience which they consider to be related to their work. They will be provided with all necessary information, instruction and training to achieve this end.

2. Occupational Health Screening and Surveillance

Providing pre- and post-employment occupational health screening and surveillance for relevant staff and students. Advising on fitness of staff to work in particular jobs.

Pre-employment

New staff working in areas where initial and on-going health surveillance and screening is necessary are required to complete a confidential pre-employment health screening questionnaire (employment details and medical questionnaire see Appendix 3). Link to Pre employment request form (pdf format).  All appointments in these areas are subject to medical clearance. Departments must ensure that the Personnel Department is made aware that the post is subject to medical clearance at the advertisement stage.

The Department where employment is offered will send the Pre-employment Health Screening Questionnaire (see Appendix 3) to the successful applicant and will be required to notify both the Personnel Department and the OHNM that they have done so. The formal offer of employment, subject to medical clearance, will be made by the Personnel Department.

The questionnaire must be returned by the applicant direct to the Occupational Health Nurse Manager and not to the Personnel Department or to the department where employment is offered. The OHNM will then screen the questionnaire and will:

  • Where necessary arrange a medical examination with the OHNM or OHP.
  • Inform the Personnel Link Manager of the individual's medical clearance (or otherwise). Note: no medical details will be given to the Personnel Department.

Where medical clearance has not been given, the OHNM will inform the individual at the time of the medical and will provide counselling. The OHNM will inform the Personnel Link Manager who will advise the Head of Department that medical clearance has not been given. No medical information will be disclosed to the Personnel Link Manager or the Head of Department, as the OHNM will simply advise that the individual has not been given medical clearance. The Personnel Department will write to the individual to advise them that the offer of employment has been withdrawn as written medical clearance has not been given. The Head of Department and the Personnel Link Manager will then determine how to fill the vacancy.

Where the individual has been given medical clearance the Personnel Link Manager will receive notification of medical clearance directly from the OHNM. On receipt of this information the Personnel Link Manager will inform the Head of Department. Any ongoing health surveillance requirements will also be notified at that time. It will then be the responsibility of the Head of Department to ensure that these ongoing medical checks (or whatever is prescribed by the OHNM under medical or health surveillance regulations) occur.

The Personnel Department will notify the individual that medical clearance has been given, will confirm the appointment and will also inform the individual of any ongoing health or medical surveillance requirements.

Nursing and Midwifery students

Pre-course/registration screening must be carried out for all Nursing and Midwifery students. A questionnaire will be issued to all potential students. Details of immunisation and blood screening requirements will also be sent. The completed form must be verified by the student's GP. It will be returned to the Occupational Health for assessment.

If required the individual will be asked to attend an appointment with the OHNM or OHP. Once the individual is passed fit notification of this will be sent to the Admissions Officer at the Department of Nursing and Midwifery.

The Department of Nursing and Midwifery will arrange that all students will be seen by the OHNM when they start training to ensure their immunisation status and to be given a personal record of this for use in clinical placements. Relevant immunisations and blood checks will be commenced at that time as appropriate.

Health Screening

Certain jobs have particular risks or require a particular level of fitness and therefore require on-going health screening. Some of these are legal requirements, some are not, but are part of a general duty to ensure, as far as is reasonably practicable, the health, safety and welfare of all employees. The OHNM will ensure that recalls are organised as appropriate and will inform the individual's department if there is non-attendance for routine health screening.

Where organisational change results in an individual being re-deployed to a post subject to health surveillance or screening the individual will be required to be referred to occupational health and have the appropriate health checks before re-deployment is confirmed.

3. Management Referrals

Providing advice and medical assessment to departments where it becomes apparent that an individual's health may be affecting work or work is affecting health.

Heads of Departments can refer an individual to the occupational health service for medical assessment where it becomes apparent that health problems may be affecting work or work may be causing health problems. Reasons may include: -

  • Persistent periods of short-term absence, with the aim of determining if there is an underlying medical condition and to determine the optimum management of that condition.
  • Long term absence, where the date of the return is not clear and where the aim is to stay in touch with and to support the individual.
  • Long term absence where the date of return is clear and the aim is to support the individual and the department in planning a rehabilitation programme when necessary.
  • Work place injury, or medical problem arising out of the individual's duties and responsibilities connected with the job, i.e. problems which result in the need to review employment in the current post/consider suitable re-deployment or to make sure that the individual is fit for work and the return to work is appropriately planned.
  • Re-deployment as a result of organisational change and where the individual is moving to a post in area where health surveillance is required.
  • The individual's health may be impairing their ability to carry out their duties.

The referral process is an opportunity for the individual to discuss, in confidence, health and work related issues with a medical professional and can be a beneficial way forward for the individual. A standard Occupational Health Referral Form should be used . Schools / Departments must discuss the referral with the individual before the referral is made. The individual has the right to refuse a referral.

If an individual does not agree with the referral, the form is returned to the OHNM where it is placed on the individual's medical file. The Department will inform Personnel that the situation cannot be progressed through Occupational Health procedures. The individual must be made aware that decisions about further action may have to be made without the benefit of a confidential medical assessment.

If the individual agrees to the referral, the form is sent to Occupational Health who then send an appointment letter for a medical discussion with either the OHNM or OHP. Once the OHNM or OHP has seen the individual concerned and the necessary discussion has taken place, including obtaining written consent, a report will be produced and sent to the Head of Department and Personnel Link Manager. The individual has the right to see and have a copy of this report. The Head of Department and the Personnel Link Manager will discuss the most appropriate course of action which will include arranging to see the individual.

It is rarely necessary for the report from the occupational health service to reveal actual medical details. However, where the OHNM or OHP considers it essential to reveal medical data, either because it is in the best interests of the individual or because of legal obligations to the University as the employer, the individual's written consent will be obtained. This is in keeping with the legal requirements and ethical guidelines governing the occupational health service providers.

4. Self-Referrals and initial counselling

Providing confidential advice and support to individuals who have concerns about their health affecting work or work affecting health.

The OHNM will provide a confidential 'listening ear' and will be able to give advice on other appropriate agencies for more specialised support and counselling.

Any University employee can have direct access to the occupational health service if they feel that their work is affecting their health or that their health is affecting their work, or want to discuss any issues that may be troubling them. This can be done by contacting the occupational health service for an appointment with the OHNM or with the OHP. The OHNM will provide a confidential 'listening ear' and can advise on appropriate agencies for more specialised advice and support. The OHNM cannot make an official referral, but can suggest possible alternative actions for the individual as necessary.

In certain circumstances the OHNM may advise the individual to speak to their Head of Department regarding the effect of their health on their work, especially where safety is at risk or the individual has developed a long term illness which will require appropriate support and/or a change in duties. The Head of Department will then liaise with the Personnel Link Manger to ensure that all reasonable action is taken to support the individual.

The University as employer must ensure that the requirements of the Disability Discrimination Act are met. This Act is concerned with making sure that a positive and practical approach is taken towards meeting the needs of the individual and the requirements of the job. This includes reasonable adjustments to the workplace.

5. Rehabilitation

Providing advice on the rehabilitation and placement in suitable work for staff who become disabled by illness or injury at home or at work.

Where an individual needs to have an alteration in job specification due to illness or injury, either permanent or temporary, the OHNM or OHP will advise the individual's department and the Personnel Link Manager. These departments will work together to try and achieve the best outcome for employee and employer, while complying with the Disability Discrimination Act.

6 . Health Promotion

Designing and delivering health promotion initiatives in order to raise awareness of health issues and facilitating the prevention of ill health.

The University is committed to ensuring that all staff have access to information and opportunities to enable them to make healthy choices regarding their own lifestyle and also to raise awareness of workplace health issues.

The OHNM will undertake health promotion initiatives both with groups of staff and on an individual basis e.g. the recognition and management of stress and will contribute to the development of those workplace policies and procedures which facilitate health at work.

The OHNM will be responsible for developing an ongoing and proactive programme of health promotion activities and for working with the Personnel Department in the development of a Health Promotion Strategy.

7. Training

Providing advice and training on good health management practice in the workplace and occupational health related issues such as stress management and other health related topics.

The occupational health service will provide advice on good health management practice in the workplace. In conjunction with the staff training and development department training can be provided on health related topics such as stress management.

8. Immunisations

Providing appropriate immunisations and health checks on staff and students who are at particular risk of blood borne viruses. The OHNM will give advice and information to staff who are at risk of blood borne virus contact. Programmes of appropriate immunisations will be provided for appropriate staff and students if required. For nursing and midwifery students this will ensure compliance with the North Staffordshire Hospital NHS Trust and the North Staffordshire Combined Healthcare Trust infection control requirements.

9. Research

Carrying out and participating in research related to occupational health in the workplace.

Carrying out research into relevant areas of occupational health in a higher education establishment. Liasing with other occupational health services to gather up-to-date information to ensure policies and procedures are comprehensive and relevant.

Last revised/printed(18/01/01-22/08/01)