You have been referred to Fembim Occupational Health by your employer to undertake an assessment of your health in relation to your job and/or your workplace exposures. You do not have to consent to participating with this referral but if you do not, any decisions that your employer may need to take, will be taken based on the information already available.
During the assessment, you will be asked questions about your health or medical issues, treatments and impact on your activities of daily living and, if appropriate to the reason for your referral, we may undertake some tests e.g. blood pressure, vision, hearing or breathing tests. The Occupational Health Specialist conducting the assessment is required to take clinical notes of the assessment. These notes will be kept confidential*.
To help with your assessment, it is sometimes helpful if you are able to bring details of any medications you are taking, healthcare professionals you are seeing, or consultation summary letters in case you wish to refer to this information.
The information collected during the assessment is used to make a clinical assessment of your fitness to work, your work capability, early signs of health issues, and/or whether there are any health and safety concerns relating to your health at work.
Following your assessment, the Occupational Health Specialist will produce OH report which will provide an outcome of the assessments. This information is intended to be used by management to review your fitness for work and assess your entitlement to sick pay; consider any adjustments or restrictions, any health and safety concerns relating to your exposures at work, the way you work and/or the control measures employed that need to be addressed.
Advice given in the OH report is usually expressed in terms of fitness to work but may include some medical information where this illustrates the fitness to work decisions. Openness in many cases can result in a greater understanding and support for you, however your consent will be required to release this medical information to management and the Occupational Health Specialist will discuss the implications of the report with you before asking for your written consent to release the medical information to your employer. We will not release medical information to your employer without your consent to do so but will report in the terms of fitness to work
Fembim Occupational Health Services have professional and ethical responsibility to act on information where there is a risk to others identified during the assessment. This may involve discussions with third parties such as your employer, your health care provider, or regulatory bodies such as DVLA. Information shared with your employer will be in the terms of fitness to work only. You will be advised of this.
You are free to decide to withhold your consent for the release of medical information in your occupational health or health surveillance report. Occupational Health is, however, sometimes unable assist you and your employer with the identification of steps that can be taken to help you at work without this further information and your employer is entitled to make a decision regarding your future employment based on the information that they have if you refuse consent to provide medical information.
You are entitled to ask us to amend any factual inaccurate before sending your OH report to your employer. However, the OH report gives the opinion of the Occupational Health Specialist in relation to the management questions and cannot be edited to give your opinion or that of your relatives/advisers, though it may record your disagreement with the professional’s opinion. If you wish for additional information to be provided to your employer, you are able to contact them yourself directly.
Fembim Occupational Health Services will advise your manager that consent to release the report has not been provided if you refuse to consent to release the report, A basic report on your fitness to work status, without detail may be provided to you and your employer and your employer is entitled to make a decision based on the information in their domain. The absence of detailed occupational health information could disadvantage any rehabilitation planning or negotiations with your employer.
If we identify concerns about your health, we may with your consent refer our concerns to another health care professional, such as a Consultant Occupational Physician or Clinical Supervisor, for guidance. The information will be managed as confidential medical/sensitive data in accordance with legal and medical professional guidance.
If we identify concerns about your health that need further investigation through the NHS, we may recommend that the information gained is shared with your consent with your GP to support this process. You will be informed that this is happening and the reasons for the concerns.
You will be made aware of the contents of the feedback reports and we will request your consent to release any medical information within the report.
Your records will be kept confidential and stored electronically with appropriate access restrictions and security, but they may need to be accessed by our data processors for the purpose of processing or maintaining the system on a strictly confidential basis.
You have the right to request a copy of the information that we hold about you. We want to make sure that your personal information is accurate and up to date. You may ask us to correct any statement of fact you think is inaccurate, but not an expression of opinion unless based on inaccurate facts.
You are able to gain a copy of your occupational health records free of charge by applying in writing directly to Fembim Occupational Health Services Data Protection Officer at the email or address below, confirming your name, date of birth and current address and providing evidence of your identity and address, such as a utility bill or driving licence. your details provided will be verified by the Data Protection Officer and any additional information will be retained with details of the access request for up to 6 years in case we need to refer to it for legal purposes.
The retention period of your occupational health records will depend on the type of assessment undertaken. Health records relating to health surveillance for exposure to noise, vibration or substances hazardous to health must be kept for 40 years from the date of last entry in accordance with legal requirements by your employer. Clinical records of health surveillance procedures and those relating to fitness to work assessments not containing any health surveillance information will be stored for up to 10 years following date of leaving employment and then erased unless there is a reason for retaining them such as a legal claim, HSE guidance or a research project. You do not have the right to request that these records are deleted before the retention period identified above as we may need to rely on this information for the defence of a legal claim.
If you have any questions relating to this process, please contact the Data Protection Officer on: 07384588049