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{{org_field_name}}

Registration Number: {{org_field_registration_no}}

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Occupational Health Screening and Medical Reports Policy

1. Purpose

The purpose of this policy is to ensure that all employees at {{org_field_name}} undergo appropriate occupational health screening to confirm their fitness for work and to identify any health concerns that may require reasonable adjustments or medical intervention. This process supports a healthy, safe, and productive workforce, minimising risks to employees and residents while ensuring compliance with Care Inspectorate Wales (CIW) regulations.

This policy aims to:

• Ensure that staff are fit to perform their duties safely and effectively.
• Identify potential health concerns early and provide appropriate support.
• Maintain confidentiality and compliance with Data Protection (GDPR) legislation.
• Comply with employment health and safety laws, including the Health and Safety at Work Act 1974.
• Prevent the spread of infectious diseases within the care home.

2. Scope

This policy applies to:

• All employees, including full-time, part-time, agency, and voluntary staff.
• New recruits, ensuring they are medically fit before employment begins.
• Existing staff, requiring periodic health assessments where necessary.
• Management and HR staff, responsible for implementing this policy.
• Occupational health professionals, conducting assessments and providing reports.

3. Related Policies

This policy aligns with:

• Health and Safety at Work Policy (CHW16).
• Infection Prevention and Control Policy (CHW17).
• Staff Supervision, Training, and Development Policy (CHW27).
• Confidentiality and Data Protection (GDPR) Policy (CHW34).
• Supporting Employees with Disabilities Policy.

4. Occupational Health Screening Process

Occupational health screening is a mandatory requirement for all staff members at {{org_field_name}}. The process includes:

4.1. Pre-Employment Health Screening

Before starting employment, all new recruits must complete a confidential health questionnaire and may be required to undergo an occupational health assessment.

• The screening assesses:
  • Existing medical conditions that may impact job performance.
  • Immunisation history (including TB, Hepatitis B, Flu, COVID-19).
  • Fitness to perform manual handling and care duties.
  • Any necessary reasonable adjustments to support health conditions.
• If concerns arise, a referral is made to an Occupational Health Professional for further assessment.

4.2. Routine and Periodic Health Assessments

• Annual health reviews may be required for roles with higher physical demands or increased health risks (e.g., nurses, manual handling staff).
• Additional assessments may be carried out:
  • Following long-term sickness absence.
  • If an employee develops a chronic illness or disability.
  • If an employee reports work-related health concerns.

4.3. Return-to-Work Health Assessments

Employees returning from:

• Extended sick leave (over 4 weeks).
• Major surgery or injury.
• Maternity leave (if adjustments are required).

A return-to-work health review ensures they can safely resume duties and identifies any required adjustments.

4.4. Fitness to Work for High-Risk Staff

Certain roles within the care home carry additional health risks, requiring regular health monitoring:

• Food handlers undergo screening for infectious diseases.
• Manual handling staff are assessed for musculoskeletal conditions.
• Staff working with vulnerable residents are monitored for immunisation status and potential infections.

5. Managing Medical Reports

Medical reports provide essential information on an employee’s fitness for work and guide reasonable adjustments.

5.1. Confidentiality and Data Protection

• All medical reports and health records are stored securely, in line with GDPR and Data Protection laws.
• Access is strictly limited to authorised personnel (HR, Occupational Health, Registered Manager).
• Employees must give written consent before their health information is shared with external parties.

5.2. Requesting Medical Reports

• If further medical advice is needed, a written request is made to the employee’s GP or consultant.
• Employees have the right to:
  • See the report before it is shared.
  • Refuse consent for the report to be shared.
  • Request corrections if information is inaccurate.

5.3. Using Medical Reports to Support Employees

Medical reports help managers:

• Identify reasonable adjustments (e.g., reduced hours, modified duties).
• Implement workplace adaptations (e.g., ergonomic equipment).
• Provide long-term support plans for employees with chronic health conditions.

6. Infection Prevention and Control in Health Screening

To prevent the spread of infectious diseases, employees are required to:

6.1. Immunisations and Vaccinations

All staff must provide evidence of:

• TB screening (where applicable).
• Hepatitis B vaccination (for clinical staff).
• Flu vaccination (highly recommended annually).
• COVID-19 vaccinations, in line with government guidance.

6.2. Infectious Disease Monitoring

Employees must report symptoms of:

• Respiratory infections (e.g., flu, COVID-19, TB).
• Gastrointestinal infections (e.g., norovirus).
• Skin infections (e.g., MRSA, scabies).

Infected employees will be risk-assessed and may be temporarily excluded from work.

7. Supporting Employees with Health Conditions

Employees with long-term health conditions or disabilities will be supported through:

7.1. Reasonable Adjustments

• Flexible working arrangements.
• Ergonomic modifications (e.g., adapted desks, seating).
• Modified duties or redeployment, if required.

7.2. Employee Assistance and Support

• Access to Occupational Health Specialists.
• Mental health support services.
• Return-to-work plans for those recovering from illness or injury.

8. Training and Awareness for Staff

All employees and managers receive mandatory training in:

• Health screening requirements and why they are necessary.
• Infection prevention and control.
• Confidentiality and handling medical data.
• Supporting colleagues with health conditions.

9. Compliance and Monitoring

To ensure compliance with CIW regulations and employment law:

• HR conducts quarterly audits on occupational health procedures.
• CIW inspectors review health screening records to ensure legal compliance.
• Feedback is collected from employees to improve health support measures.

10. Handling Non-Compliance

If an employee refuses to participate in occupational health screening:

• A meeting will be arranged to discuss concerns and explain the legal requirements.
• If reasonable refusal is justified, alternative risk assessments will be considered.
• If refusal poses a risk to residents or staff, disciplinary action may be taken as a last resort.

11. Policy Review

This policy will be reviewed annually or sooner if:

• CIW or NHS guidelines change.
• New public health risks emerge.
• Employee feedback suggests improvements.

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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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