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Registration Number: {{org_field_registration_no}}

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Occupational Health Screening and Medical Reports Policy

1. Purpose

At {{org_field_name}}, we are committed to ensuring the health, safety, and well-being of all employees through a structured and effective occupational health screening and medical reports process. This policy ensures compliance with CQC regulations, the Health and Safety at Work Act 1974, the Equality Act 2010, the Access to Medical Reports Act 1988, and GDPR requirements.

This policy aims to:

• Promote and protect the health and well-being of employees.
• Identify and manage work-related health risks effectively.
• Ensure compliance with statutory health screening requirements.
• Support employees with medical conditions to remain in or return to work safely.
• Uphold confidentiality, fairness, and best practice in handling medical records.

2. Scope

This policy applies to all employees, job applicants, agency staff, contractors, and volunteers within our Supported Living service. It covers:

• Pre-employment occupational health screening
• Ongoing health assessments and medical surveillance
• Employee referrals for occupational health assessments
• Handling medical reports and maintaining confidentiality
• Reasonable adjustments for employees with medical conditions

3. Related Policies

• SL07 – Recruitment and Selection Policy
• SL12 – Safe Care and Treatment Policy
• SL21 – Workplace Health and Well-being Policy
• SL08 – Dignity and Respect Policy
• SL34 – Confidentiality and Data Protection (GDPR) Policy
• SL13 – Safeguarding Adults from Abuse and Improper Treatment Policy
• SL19 – Health and Safety Policy

4. Legal and Regulatory Compliance

This policy aligns with:

• CQC Regulation 18: Staffing – Ensuring that employees are fit to carry out their roles safely.
• The Health and Safety at Work Act 1974 – Ensuring the workplace does not adversely affect employees’ health.
• The Access to Medical Reports Act 1988 – Regulating the use of medical reports for employment purposes.
• The Equality Act 2010 – Protecting employees from discrimination based on medical conditions or disabilities.
• The Data Protection Act 2018 & GDPR – Ensuring the lawful processing and confidentiality of medical records.

5. Occupational Health Screening

5.1 Pre-Employment Health Screening

• All new employees must complete a pre-employment health assessment to determine their fitness to perform their role.
• The assessment will:
  • Identify any pre-existing medical conditions that may impact work.
  • Ensure compliance with immunisation and infection control standards.
  • Assess the need for reasonable adjustments to support the employee at work.
• Pre-employment screening will be conducted confidentially by an occupational health provider.
• No job offer will be withdrawn based on medical history, unless the condition prevents the individual from safely fulfilling the role, even with reasonable adjustments.

5.2 Ongoing Health Assessments and Medical Surveillance

• Employees may be required to undergo routine health assessments based on their role and exposure to specific risks.
• Health surveillance may include:
  • Immunisations (e.g., Hepatitis B, flu vaccinations for frontline health workers).
  • Respiratory function tests (for staff exposed to airborne hazards).
  • Hearing and vision checks (for roles requiring high sensory acuity).
  • Manual handling and musculoskeletal assessments (for staff performing physically demanding tasks).
• Regular assessments ensure that employees remain medically fit and safe to work.

6. Occupational Health Referrals

6.1 Management Referrals

• Employees may be referred to occupational health specialists if they:
  • Experience long-term or recurrent sickness absence.
  • Have a medical condition that may impact their work.
  • Require adjustments to support their health and well-being at work.
• Management referrals will be handled sensitively and in consultation with the employee.

6.2 Self-Referral

• Employees experiencing health concerns that impact their work can self-refer to occupational health for advice and support.
• Self-referrals remain confidential and voluntary, with support tailored to the individual’s needs.

7. Handling Medical Reports and Confidentiality

7.1 Consent for Medical Reports

• Employees must provide written consent before an employer requests a medical report from their GP or specialist.
• Employees have the right to:
  • Review their medical report before it is shared with the employer.
  • Request corrections or amendments if they believe the report is inaccurate.
  • Withhold consent, though this may impact employment decisions related to workplace adjustments.

7.2 Confidentiality and GDPR Compliance

• All medical records and health-related information will be stored securely and accessed only by authorised personnel.
• Data will be processed in accordance with GDPR and SL34 – Data Protection Policy.
• Occupational health records will be retained only for as long as necessary, in line with legal retention requirements.

8. Reasonable Adjustments for Employees with Medical Conditions

8.1 Implementing Workplace Adjustments

• Employees requiring workplace adjustments due to a disability or medical condition will receive an individual workplace assessment.
• Adjustments may include:
  • Flexible working arrangements (e.g., reduced hours, remote working).
  • Adapted equipment or ergonomic furniture.
  • Alternative duties to reduce physical strain.
  • Increased breaks for employees managing chronic conditions.
• All adjustments will be reviewed periodically to ensure effectiveness.

8.2 Return-to-Work Support

• Employees returning from long-term sickness absence will receive a phased return-to-work plan.
• A workplace assessment will determine if further reasonable adjustments are required.
• Regular check-ins with occupational health will support employees’ reintegration into the workplace.

9. Monitoring and Continuous Improvement

• Regular audits will be conducted to assess compliance with occupational health protocols.
• Feedback from employees will be used to improve health screening and workplace support measures.
• Legislative and regulatory updates will be reviewed to ensure ongoing compliance.

10. Reporting Concerns and Escalation Procedures

10.1 Escalating Medical Concerns

• If an employee experiences deteriorating health impacting their ability to work, they should report to their line manager.
• If urgent medical intervention is required, the Registered Manager will escalate concerns to the occupational health provider or GP.
• Employees can seek confidential advice from occupational health specialists.

10.2 Contact Information for Support

For occupational health queries or medical report concerns, employees can contact:

• Registered Manager: {{org_field_registered_manager_first_name}} {{org_field_registered_manager_last_name}} ({{org_field_registered_manager_phone}}, {{org_field_registered_manager_email}})
• Safeguarding Lead: {{org_field_safeguarding_lead_name}}, {{org_field_safeguarding_lead_role}} ({{org_field_safeguarding_lead_phone}}, {{org_field_safeguarding_lead_email}})

11. Policy Review

This policy will be reviewed annually or sooner if required due to:

• Changes in occupational health regulations.
• Feedback from employees, or healthcare professionals.
• Updates in best practice for workplace health and well-being.

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Responsible Person: {{org_field_registered_manager_first_name}} {{org_field_registered_manager_last_name}}
Reviewed on: {{last_update_date}}
Next Review Date: {{next_review_date}}
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