Standards › Standard 14 › Policies
Policy · OHS-POL-001 · Version 1.0 · Approved by the ASF Expert Committee
Supports: Standard 14 (Occupational Health), criterion 14.1
At a glance
- Each assessment uses a validated method, and the method is named on OHS-FRM-001.
- Results are recorded and kept confidential under the records rule (REC-POL-001).
- Results go to the worker and to the employer only in the form the rule allows.
- Assessment records are stored securely, with access limited to named staff.
- Stop and get help straight away if: an assessment result is shared beyond the rule, or an assessment is done with no validated method.
1. Purpose
To make sure each assessment is clinically sound and kept confidential (14.1).
2. Scope
| Applies to | Clinical and support staff in the hospital |
| Locations | All wards, clinics and departments of the facility |
| When | Whenever the activity described is carried out |
| Does not apply to | Activities covered by another document listed in section 15 |
3. Definitions
| Term | Meaning |
|---|---|
| Clinical lead | The doctor or nurse in charge of the area at the time |
4. Background
An occupational health assessment decides whether a worker can do their job safely. If the method is not validated, or the result is shared beyond what is needed, the decision and the worker both suffer.
5. Responsibilities
| Role | Responsibility | Competence |
|---|---|---|
| Occupational physician | Owns the method and the confidentiality rule | Clinician |
| Records lead | Keeps records secure and checks access | Records |
6. Materials and equipment
| Item | Requirement | Condition |
|---|---|---|
| Records and forms named in this document | Current version | Checked before use |
7. Safety
- Stop and call for help if a patient is at immediate risk. Do not delay urgent care to complete paperwork.
8. Before you start
- Confirm the forms and equipment named in this document are available and current.
9. Procedure
Step 1. Use a validated method.
- Name the validated method for each assessment on OHS-FRM-001.
Key point: Validated, named.
Step 2. Record and protect.
- Record the result and store it securely under REC-POL-001.
Key point: Secure storage.
Step 3. Share only as allowed.
- Share results only as the rule allows, and record each disclosure.
Key point: Only as allowed.
10. Decision points
- No decision points in this procedure.
11. Special situations
| Situation | Action |
|---|---|
| Out of hours | Follow the same steps. Use the on-call contact on the wall of the area. |
12. Escalation
- Any serious problem goes to the duty clinical lead at once and to the clinical director the same day.
13. Monitoring
| Measure | Target | Frequency | Owner | If not met |
|---|---|---|---|---|
| Assessments with a named validated method | 100% | Monthly | Occupational physician | Escalate to medical director |
14. Records
| Record | Kept in | Retention |
|---|---|---|
| Record named in this document | Patient record or the area file | the period set by the facility’s records policy years |
15. Training
- Staff are trained in this document at induction and refreshed each year, with a recorded competency check.
16. Related documents
| ID | Title | Use |
|---|---|---|
| OHS-FRM-001 | Occupational health assessment record | Record |
17. Evidence
| Reference | Note |
|---|---|
| E-009 | Based on the ICOH International Code of Ethics for Occupational Health Professionals, 3rd edition (2014). |
| E-006 | ASF Policy Framework v1.2. Adapted. |
| E-009 | ASF Expert Committee consensus. |
18. Change history
| Version | Date | What changed | Approval |
|---|---|---|---|
| 1.0 | the date of approval | First version | set Expert Committee approval |
E-learning for this document
No e-learning course is linked to this document yet.
References
- Accréditation Sans Frontières (2026). ASF Policy Framework v1.2. (E-006)
- Accréditation Sans Frontières (2026). ASF Expert Committee consensus on Standard 1. (E-009)