{{org_field_logo}}

{{org_field_name}}

Registration Number: {{org_field_registration_no}}

---

Occupational Health Screening and Medical Reports Policy

1. Purpose

The purpose of this policy is to ensure that {{org_field_name}} maintains a robust and legally compliant occupational health screening and medical reporting system. This is essential for safeguarding the health, safety, and well-being of staff, people we support, and visitors while ensuring compliance with CQC regulations, employment laws, and data protection requirements.

This policy ensures that:

• All new employees undergo occupational health screening before commencing employment.
• Existing staff receive regular health checks where necessary to maintain their fitness for work.
• Medical reports are obtained, stored, and processed in compliance with GDPR and confidentiality laws.
• Health risks are identified early, and reasonable adjustments are made where necessary.
• The care home environment remains safe, with staff able to perform their roles effectively.

2. Scope

This policy applies to:

• All employees, including full-time, part-time, agency, and volunteer staff.
• Job applicants, as part of the pre-employment screening process.
• Management and HR teams, responsible for coordinating occupational health assessments.
• External occupational health providers, where medical assessments are required.
• People we support, ensuring they receive care from staff who are fit and capable of delivering safe care.

3. Legal and Regulatory Compliance

{{org_field_name}} ensures that this policy complies with:

• Health and Social Care Act 2008 (Regulated Activities) Regulations 2014:
  • Regulation 18 (Staffing) – Ensures staff have the necessary qualifications, skills, and experience​.
  • Regulation 12 (Safe Care and Treatment) – Requires the provider to ensure staff are fit to work and do not pose a risk​.
  • Regulation 13 (Safeguarding) – Ensures vulnerable individuals are protected from staff-related health risks​.
  • Regulation 19 (Fit and Proper Persons Employed) – Requires robust health screening to ensure staff are suitable for their roles​.
• The Equality Act 2010 – Ensures that health screening does not discriminate against individuals with disabilities or long-term health conditions.
• The General Data Protection Regulation (GDPR) & Data Protection Act 2018 – Protects personal medical data and ensures consent is obtained before accessing medical reports.
• Health and Safety at Work Act 1974 – Requires employers to ensure the health, safety, and welfare of employees.
• Control of Substances Hazardous to Health (COSHH) Regulations 2002 – Covers health monitoring where staff are exposed to hazardous substances.

4. Managing Occupational Health Screening Efficiently

4.1. Pre-Employment Health Screening

All job applicants who have received a conditional offer of employment must undergo occupational health screening before starting work. This includes:

• Health declaration forms, completed by the applicant to assess fitness for the role.
• Occupational health assessment, where required, for roles involving manual handling, infection control, or exposure to hazardous substances.
• Immunisation checks, ensuring vaccinations (e.g., Hepatitis B, MMR, Tuberculosis) are up to date, particularly for clinical or high-risk roles.
• Fitness-for-work certification, confirming the applicant is medically able to perform their job safely.
• Reasonable adjustments assessment, ensuring individuals with disabilities or health conditions receive the necessary workplace adaptations.

If an applicant declines health screening, the offer of employment may be reviewed to assess risks to themselves and others.

4.2. Periodic Health Assessments for Existing Staff

Existing employees may require ongoing health monitoring if they:

• Perform physically demanding tasks, such as manual handling.
• Have long-term health conditions that may impact their ability to work.
• Have been exposed to an occupational hazard, such as infectious diseases or hazardous substances.
• Return from long-term sickness, requiring a fitness-to-work assessment before resuming duties.
• Request workplace adjustments, ensuring their needs are met under the Equality Act 2010.

4.3. Management of Medical Reports

{{org_field_name}} ensures that all medical reports are:

• Requested with the individual’s explicit consent, in line with GDPR regulations.
• Kept confidential and securely stored, accessible only to authorised personnel.
• Used solely for occupational health purposes, ensuring the well-being of staff and the safety of people we support.
• Shared with the employee, allowing them to review and discuss any recommendations made by occupational health professionals.

If a medical report suggests limitations or risks, reasonable adjustments must be discussed and implemented where possible.

4.4. Managing Work-Related Illnesses and Injuries

If an employee develops a work-related illness or injury, occupational health support will be provided, including:

• Risk assessments to determine workplace modifications.
• Referral to external occupational health services for specialist advice.
• Support with phased returns to work, ensuring gradual reintegration.
• Mental health support, particularly following workplace stress, trauma, or burnout.

4.5. Infection Prevention and Control (COVID-19 and Other Communicable Diseases)

Employees must undergo additional health screening and testing during:

• Infectious disease outbreaks, including COVID-19, flu, or norovirus.
• Return-to-work assessments after exposure to contagious illnesses.
• Annual flu vaccination programmes, particularly for frontline care staff.

4.6. Confidentiality and Employee Rights

All medical information obtained during occupational health assessments is treated as confidential. Employees have the right to:

• Withhold consent for accessing their medical records (though this may impact risk assessments).
• Request access to their occupational health records.
• Challenge any decisions based on medical reports if they feel they have been unfairly assessed.

Medical records will be retained securely for six years post-employment, in line with data protection laws.

4.7. Reasonable Adjustments and Disability Support

If an occupational health report identifies disabilities or health conditions, {{org_field_name}} will:

• Assess reasonable adjustments, such as modified duties or flexible working.
• Provide ergonomic equipment, where necessary, to support musculoskeletal conditions.
• Offer phased return-to-work plans for staff recovering from illness.
• Consult with external specialists, such as Access to Work, if additional support is required.

4.8. Staff Well-being and Mental Health Support

Occupational health extends to mental health and emotional well-being, ensuring that:

• Counselling services are available for staff experiencing work-related stress.
• Stress risk assessments are conducted to prevent workplace burnout.
• Flexible working arrangements are considered for employees facing personal or medical challenges.

5. Monitoring, Compliance, and Audit

To ensure compliance with CQC and health and safety standards:

• Annual audits of occupational health processes are conducted.
• Employee health screenings are reviewed regularly to ensure continued fitness for work.
• Incident reports related to staff health issues are analysed for continuous improvement.
• Staff feedback is collected to improve occupational health services.

6. Related Policies

This policy should be read alongside:

• CH18 – Risk Management and Assessment Policy​.
• CH19 – Emergency and Business Continuity Plan​.
• CH17 – Infection Prevention and Control Policy​.
• CH27 – Staff Supervision, Training, and Development Policy​.
• CH34 – Confidentiality and Data Protection (GDPR) Policy​.

7. Policy Review

This policy is reviewed annually or sooner if required due to legislative updates, changes in health risks, or recommendations from regulatory bodies.

---

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}}
Copyright © {{current_year}} – {{org_field_name}}. All rights reserved.