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{{org_field_name}}

Registration Number: {{org_field_registration_no}}

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Fitness to Work and Occupational Health Policy

1. Purpose

The purpose of this Fitness to Work and Occupational Health Policy is to ensure that all temporary workers employed by {{org_field_name}} are physically and mentally fit to carry out their duties safely, effectively, and in line with regulatory requirements. Maintaining a fit and healthy workforce is essential to delivering safe, high-quality care to service users in care homes, nursing homes, and other healthcare settings. This policy also safeguards the health and safety of temporary workers, colleagues, service users, and client organisations. This policy sets out the standards, processes, and responsibilities for assessing, monitoring, and supporting the fitness of temporary workers to perform their roles without posing a risk to themselves or others. The policy is aligned with the Health and Social Care Act 2008 (Regulated Activities) Regulations 2014, the Health and Safety at Work etc. Act 1974, the Equality Act 2010, the Control of Substances Hazardous to Health (COSHH) Regulations 2002, the Management of Health and Safety at Work Regulations 1999, and the Care Quality Commission (CQC) Fundamental Standards.

2. Scope

This policy applies to:

• All temporary workers of {{org_field_name}}, including registered nurses, healthcare assistants, and support staff employed under zero-hours or casual contracts
• All office and administrative staff responsible for recruitment, placement, and ongoing monitoring of temporary workers
• All care settings where {{org_field_name}} provides services, including but not limited to nursing homes, residential care homes, and supported living services

This policy also applies to both pre-employment and in-employment periods, including when a worker returns to practice following illness, injury, or prolonged absence.

3. Related Policies

• Recruitment and Selection Policy
• Supervision and Appraisal Policy
• Staff Wellbeing and Mental Health Policy
• Absence Management Policy
• Safeguarding Adults and Children Policy
• Infection Prevention and Control Policy
• Health and Safety Policy
• Code of Conduct for Temporary Workers

4. Legal and Regulatory Framework

This policy is underpinned by:

• The Health and Social Care Act 2008 (Regulated Activities) Regulations 2014 (Regulation 19 – Fit and proper persons employed)
• The Health and Safety at Work etc. Act 1974
• The Equality Act 2010
• The Management of Health and Safety at Work Regulations 1999
• The Control of Substances Hazardous to Health (COSHH) Regulations 2002
• The Care Act 2014
• The NMC Code (for registered nurses)

5. Principles

Temporary workers must:

• Be fit for work at the point of recruitment and throughout their employment with {{org_field_name}}
• Not knowingly accept or attend placements if unfit to carry out their duties safely
• Be supported by {{org_field_name}} in managing health needs to promote safe, effective, and dignified care to clients
• Notify {{org_field_name}} immediately if their health or circumstances change in a way that may impact their ability to work safely
• Engage proactively with fitness to work assessments, occupational health referrals, and reasonable adjustments where necessary

6. Fitness to Work Standards

To be considered fit for work, temporary workers must:

• Have the physical ability, mental capacity, and emotional resilience to undertake the tasks required for their role
• Not have any health condition or impairment that poses a risk to themselves, clients, colleagues, or others
• Be free from communicable diseases that could endanger clients (in line with Infection Prevention and Control Policy)
• Be up to date with all immunisations and health screening relevant to their role and in line with public health guidance (e.g., Hepatitis B vaccination for those administering injections)
• Have the capacity to make professional judgments, communicate effectively, and work in line with professional and ethical standards

7. Pre-Employment Fitness to Work Checks

{{org_field_name}} will:

• Conduct pre-employment health declarations to identify any health issues that may require adjustments or specialist support
• Require temporary workers to complete a confidential health questionnaire during the recruitment process
• Verify immunisation status and screening where required by law or best practice
• Refer candidates to occupational health professionals where needed for specialist advice before confirming appointments
• Make reasonable adjustments for workers with disabilities or long-term health conditions under the Equality Act 2010

Workers are responsible for:

• Completing health questionnaires honestly and in full
• Providing evidence of immunisations and health screenings when requested
• Notifying {{org_field_name}} of any adjustments or restrictions needed to support safe working

8. In-Employment Fitness to Work

Temporary workers must:

• Notify {{org_field_name}} immediately if they develop a health issue that may affect their ability to work safely
• Report any illness, injury, or incident that may temporarily or permanently impair their capacity to perform duties safely
• Refrain from attending placements if unwell with a condition that could endanger themselves or others (e.g., diarrhoea, vomiting, respiratory infection)
• Engage with occupational health assessments where appropriate
• Follow guidance provided by {{org_field_name}} regarding return-to-work procedures following illness or injury

9. Return to Work After Illness, Injury, or Absence

The director will:

• Review the circumstances of the absence with the worker to assess their fitness to return safely
• Require temporary workers to complete a Return to Work Declaration
• Refer workers to occupational health where appropriate to confirm fitness to work
• Adjust placements or duties temporarily or permanently if necessary to ensure safety
• Document all decisions and assessments relating to fitness to work

Temporary workers returning to work after an illness or injury must:

• Disclose any limitations or ongoing health concerns that may affect their duties
• Follow any temporary or permanent adjustments as agreed with {{org_field_name}} or the client organisation
• Refrain from working against medical advice

10. Occupational Health Referrals

The director may refer a temporary worker to an occupational health provider when:

• Health concerns arise during recruitment or employment
• There is uncertainty about a worker’s fitness to perform duties safely
• Reasonable adjustments are being considered
• The worker is returning to work after a prolonged absence or serious illness
• There has been repeated sickness absence where health issues are contributing factors

Occupational health referrals will be:

• Confidential
• Managed sensitively and respectfully
• Used to support, not penalise, workers
• Considered carefully alongside the worker’s role, rights, and preferences

11. Confidentiality

All health information obtained as part of fitness to work assessments will be:

• Treated as confidential medical information
• Stored securely and separately from general personnel files
• Accessed only by those with a legitimate need to know, in compliance with the Data Protection Act 2018 and GDPR

Workers’ health information will only be shared with client organisations where it is essential for risk management and with the worker’s consent.

12. Reasonable Adjustments

{{org_field_name}} will:

• Make reasonable adjustments under the Equality Act 2010 to support temporary workers with disabilities or long-term health conditions
• Discuss and agree adjustments with the worker and, where appropriate, the client organisation
• Review adjustments regularly to ensure they remain appropriate and effective

Temporary workers must:

• Engage in discussions about adjustments and support needs
• Notify {{org_field_name}} if adjustments are not effective or if further needs arise

13. Director’s Responsibilities

As {{org_field_name}} does not have a registered manager, the director will:

• Take full responsibility for the application, monitoring, and review of this policy
• Ensure pre-employment and ongoing fitness to work checks are conducted thoroughly
• Refer to occupational health where appropriate
• Maintain accurate records of fitness to work assessments, adjustments, and health declarations
• Respond promptly and sensitively to fitness to work concerns raised by clients, workers, or other stakeholders
• Ensure all temporary workers are familiar with this policy during induction and through regular supervision

14. Working with Client Organisations

{{org_field_name}} will:

• Ensure that all temporary workers deployed to client organisations are fit to carry out assigned duties safely
• Communicate necessary information about temporary workers’ limitations or adjustments (with consent) to ensure client organisations can manage risks appropriately
• Support client organisations in managing temporary workers returning to work after illness, injury, or absence
• Cooperate fully with clients during audits, inspections, and reviews relating to staff fitness and safety

15. Safeguarding and Fitness to Work

If a temporary worker’s fitness to work creates a safeguarding risk:

• The director will take immediate action to remove the worker from assignments pending assessment
• The issue will be managed in line with the Safeguarding Adults and Children Policy and the Disciplinary Policy if necessary
• Referrals will be made to relevant authorities, including the NMC (for nurses) and the Disclosure and Barring Service, if appropriate

16. Continuous Improvement

The director will:

• Review this policy annually or sooner if required by changes to legislation, best practice guidance, or service needs
• Audit recruitment, supervision, and incident data to identify areas for improvement
• Use learning from incidents and feedback to strengthen fitness to work and occupational health processes
• Promote a culture where health, safety, and wellbeing are prioritised and valued

17. Policy Review

This policy will be reviewed annually by the director of {{org_field_name}} or sooner where indicated by changes in law, regulatory guidance, or organisational learning.

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