DOCUMENTATION IN OCCUPATIONAL HEALTH

OCCUPATIONAL HEALTH

Occupational Health is concerned with the protection

and promotion of the Health of Persons at Work.

It is aimed at maintaining and promoting the physical

and mental well being of workers and to adapt the

work to man.

OUR VISION

To see that occupation does not in any way impact negatively on the health of the individual and vice versa, leading to:

• Lower frequency of occupational injuries and diseases

• Reduced morbidity and mortality

• Lower rate of sickness absenteeism

SKILL POOL IN OCCUPATIONAL HEALTH

It employs four skill pool areas to carry out the most cost effective and intensive health care activities in the EP business.

• Physicians

• Hygienists

• Public Health Officers

• Occupational Health Nurses

FUNCTIONS

1. Medical examinations - pre-employment, FTW etc.

2. Supervision of the working environment -- industrial hygiene (prevention of occupational Illness through control of risks to workers health) - HRA

3. Occupational safety (prevention of accidents and supervision of personal protective equipment).

4. Advice to management and workers on working environment and ergonomics.

5. Placing and reassignment of workers.

FUNCTIONS

6. Prevention and control of occupational diseases.

7. Health education and training - education in health and hygiene, training in first aid.

8. Compilation and periodic review of statistics concerning health conditions in the workplace.

9. Researches in Occupational Health and Safety

10.Epidemiological Studies

11. First aid and Emergency treatment.

FUNCTIONS

12. General treatment of workers at Workplace

13. Health counseling - individual and group.

14. Nutritional advise.

15. Provision of 24 hrs OH Services in the field.

16. Provision of timely/efficient MER in the field.

17. Health Surveillance

18. Documentation of OH Activities

DOCUMENTATION

Official information regarding all activities in occupational health. This includes:

• Reports• Minutes of Meetings• Procedure Guides• Protocols• Medical Records

These could be OUTPUT or REFERENCE documents.

CLASSIFICATION OF DOCUMENT

1. Confidential - Biodata

2. Most Confidential - Biodata and medical outcomes

• Every section is responsible for the security and safety of generated documents

Medical Confidentiality Agreement

REASONS FOR DOCUMENTATION

1. To satisfy legal requirements and to keep record of all violations to relevant regulations and standards.

2. To gather information for use in occupational health and safety research programmes.

3. To aid in incident investigations and reviews.

4. For epidemiological studies

5. To provide basis for advice to management and workers on working environment and ergonomics.

REASONS FOR DOCUMENTATION

6. To aid in Health education and training.

7. Compilation and periodic review of statistics concerning health conditions in the workplace.

8. Prevention and control of occupational diseases through reviews.

STORAGE OF DOCUMENTS

Reports and records in Occupational Health are documented in:

1. Hard copies

2. Soft copies• Computers• Films• Compact Disc• Flash Drives• Hard Drives• Document Repositories in dedicated servers

PERIOD OF DOCUMENT RETENTION

Retention period is document-based:

1. Reference documents expire based on review of existing standards, protocols or legislations etc.

2. Output documents such as reports, medical records etc may be retained for as long as 40 years.

3. Documents that are not in active use are usually archived in either hard or soft copies for future references.

PROTECTION OF DOCUMENTS

1. Confidentiality must be maintained.

2. No access for all unauthorized persons.

3. Protection from destruction e.g. cockroaches, water

4. Protection from piracy

5. Protection from viruses

6. Clear Desk Policy (Information Security Management)

INFORMATION SECURITY

1. Remember, you are responsible for securely protecting your data either at home or in the office.

2. Lock your screen if you have to leave your laptop momentarily.

3. DO NOT leave your laptop unsecured or unattended, especially in public areas.

4. Back up relevant data in your laptop or PC

5. Maintain a Clear-Desk policy in your house and office

INFORMATION SECURITY

6. Encrypt sensitive documents in your laptop or PC

7. Be careful of what you surf and respond to on the net

8. Delete cookies and temporary internet files when surfing at public cafes.

9. Be extremely vigilant in handling sensitive company data. DO NOT succumb to tempting offers.

10.Do not write down PINs.

11. Be very cautious of FANTASTIC promos demanding for data on the net or through mobile phones.

MANAGEMENT OF DOCUMENT

1. Print only relevant documents. Do not clog your document shelves with irrelevant materials.

2. Ease of accessibility @ Proper filing of both hard and soft copies.

3. Update your antivirus regularly.

PLAN YOUR JOB

ENCOURAGE TEAM BUILDING

TAKE TIME TO RELAX

FINALLY….

• You are responsible for the security and safety of generated documents in your section.

The End