HCS111-Occupational Health Screening and Medical Reports Policy

Registration Number: {{org_field_registration_no}}

Occupational Health Screening and Medical Reports Policy

1. Purpose

{{org_field_name}} is committed to ensuring the health, safety, and wellbeing of all employees while maintaining high standards of care for people we support. This policy outlines our approach to occupational health screening and medical reports, ensuring compliance with Care Inspectorate Scotland regulations. Our goal is to ensure that employees are fit to perform their roles safely and effectively while respecting privacy and confidentiality.

This policy aims to:

Protect the health and wellbeing of employees and people we support.
Ensure compliance with legal and regulatory requirements related to occupational health.
Prevent work-related illnesses and injuries through proactive health screening.
Provide clear guidance on how medical information is obtained, used, and stored.
Ensure adjustments and support are available for employees with medical needs.

2. Scope

This policy applies to:

All employees, including full-time, part-time, agency, and temporary staff.
Prospective employees, who may be required to undergo pre-employment health screening.
Occupational health providers conducting assessments on behalf of {{org_field_name}}.
HR and management personnel responsible for processing medical reports and occupational health referrals.

3. Legal and Regulatory Framework

This policy aligns with:

Health and Safety at Work Act 1974 – Ensures employers provide a safe working environment.
Equality Act 2010 – Protects employees from discrimination based on health conditions or disabilities.
General Data Protection Regulation (GDPR) 2018 – Regulates the handling of personal and medical data.
Access to Medical Reports Act 1988 – Governs the process of obtaining and using medical reports.
Care Inspectorate Scotland Quality Framework – Requires organisations to have measures in place to monitor and support workforce health.
SSSC Codes of Practice for Employers – Requires employers to ensure staff are fit for their roles.

4. Pre-Employment Health Screening

To ensure that new employees are fit for their roles, pre-employment health screening is conducted. This includes:

Completion of a health declaration form before employment starts.
Occupational health assessment for roles that require physical or mental fitness (e.g., direct care roles).
Confidential review of medical conditions that may require reasonable adjustments.
Assessment of immunisation status, particularly for employees working in infection-sensitive roles.
Follow-up medical referrals, where necessary, to an occupational health provider.

5. Routine and Periodic Health Assessments

For ongoing employee wellbeing, routine health screenings may be conducted, depending on the nature of the role. These include:

Annual health assessments for employees in high-risk roles (e.g., those exposed to hazardous materials, heavy lifting, or high-stress environments).
Vision and hearing tests for employees using equipment requiring high levels of concentration.
Mental health assessments, where applicable, to support staff wellbeing in demanding roles.
Fitness-to-work assessments following long-term absence, illness, or injury.

6. Occupational Health Referrals

Employees may be referred to occupational health specialists for:

Work-related injuries or conditions affecting their ability to perform their role.
Mental health concerns, including stress, burnout, or trauma support.
Medical conditions requiring workplace adjustments to ensure continued employment.
Return-to-work assessments to determine fitness following sickness absence.
Vaccination and immunisation support for infection prevention.

A referral will be made with employee consent, and all medical reports will be handled confidentially.

7. Confidentiality and Access to Medical Reports

To ensure compliance with GDPR and the Access to Medical Reports Act 1988:

Employees must provide written consent before any occupational health report is requested.
Employees have the right to access their medical reports before they are shared with the employer.
Medical information will only be shared with authorised personnel on a need-to-know basis.
All health records will be securely stored, with restricted access to ensure confidentiality.

8. Reasonable Adjustments and Workplace Support

{{org_field_name}} is committed to supporting employees with medical conditions by:

Providing reasonable adjustments, such as modified duties, flexible working, or equipment adaptations.
Ensuring compliance with the Equality Act 2010, which protects employees with disabilities or long-term conditions.
Offering occupational health support to help employees remain in or return to work safely.
Providing mental health and wellbeing resources, including Employee Assistance Programmes (EAPs).

9. Managing Sickness Absence and Return to Work

To ensure that employees returning from illness receive appropriate support:

Return-to-work interviews are conducted to assess whether additional support is needed.
Phased return plans may be offered for employees recovering from long-term illness.
Occupational health referrals may be arranged where medical advice is needed to determine fitness for work.
Reasonable adjustments will be considered to facilitate a smooth return to duties.

10. Monitoring and Continuous Improvement

To ensure effective implementation, {{org_field_name}}:

Reviews health screening and referral processes annually to identify improvements.
Monitors staff wellbeing trends, using anonymous data to assess areas requiring attention.
Seeks feedback from employees on occupational health support.
Ensures compliance with evolving legal and regulatory requirements.

11. Related Policies

This policy should be read alongside:

Health and Safety Policy
Staff Wellbeing and Mental Health Policy
Sickness Absence and Attendance Policy
Data Protection and Confidentiality Policy
Equality, Diversity, and Inclusion Policy

12. Policy Review

This policy will be reviewed annually or sooner if required by legislative or operational changes. Updates will be communicated to all relevant employees to ensure ongoing compliance and best practice.

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.