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fscott  
#1 Posted : 14 April 2015 15:40:53(UTC)
Rank: Forum user
fscott

We currently carry out health surveillance in relation to exposures to noise, vibration and general hazardous substances (nothing high risk like asbestos or lead) but don't actually record this on a health record like we should; we simply file the certificates of fitness to work which we receive from our OHP, after they have been actioned where relevant, which I don't believe is enough to meet the requirements of the legislation.

For those amongst us who have responsibility for managing health surveillance in your organisation I was wondering if anyone has a health record template that works that they wouldn't mind sharing?
Ron Hunter  
#2 Posted : 14 April 2015 16:43:45(UTC)
Rank: Super forum user
Ron Hunter

You may find that your OHP is maintaining sufficient records on your behalf, but you do need to clarify ownership such that you can maintain continuity and legal compliance if you change OHP.
djupnorth  
#3 Posted : 16 April 2015 10:45:02(UTC)
Rank: Forum user
djupnorth

fscott,

Ron has hit the nail on the head. What you need to do is ensure that you are able to access those records at any point in the future that you may need them (which could be many years from now). If you do at any point end up storing the records yourself, you will need to ensure that you have sufficient data protection security in place to protect what is peoples' sensitive personal data.

Regards.

DJ
Animax01  
#4 Posted : 16 April 2015 10:51:42(UTC)
Rank: Super forum user
Animax01

I maintain the OH contract for my company and it's quite simple once you are on top of things. If you have a good OH supplier behind you it makes the whole difference. I keep a matrix (excel spreadsheet) with names, what tests, times scales etc. If any body comes back requiring additional surveillance or they trip an action level this is recorded in the matrix. The main bulk of the records are held by the OH supplier, it's easier to comply with the data protection act if you don't have to keep large amounts of personal data on site.
I haven't ever had any issues by working in this fashion and if I ever need access to the records they are only a phone call away.
johnmurray  
#5 Posted : 16 April 2015 14:03:47(UTC)
Rank: Super forum user
johnmurray

You're still responsible for data protection, even if a third party is contracted to gather-and-store it.
Joint data controllers in fact.
Animax01  
#6 Posted : 16 April 2015 15:47:18(UTC)
Rank: Super forum user
Animax01

JohnMurray wrote:
You're still responsible for data protection, even if a third party is contracted to gather-and-store it.
Joint data controllers in fact.


Indeed, we interviewed them prior to the contract being signed and also inspected their premises. I am happy that they are compliant. Everything that we keep on-site is kept under lock and key.
fscott  
#7 Posted : 20 April 2015 09:36:03(UTC)
Rank: Forum user
fscott

Thanks everyone your views are much appreciated.
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