Standard 14: Occupational Health

Why this criterion matters. 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.

Sample. Review 20 assessment records from the last 12 months, and the access log for the assessment records.

1. Each assessment uses a validated method, named on the record.

Method. Check each record for the named method.

Evidence to show. Occupational health assessment record (OHS-FRM-001).

Pass when. Every assessment names a validated method.

2. Results are recorded and kept confidential.

Method. Check each record for the result and for storage under the records rule.

Evidence to show. Records management and retention (REC-POL-001).

Pass when. Every result is recorded and stored under the rule.

3. Access to records is limited to named staff.

Method. Check the access log for any access outside the named staff.

Evidence to show. Access log.

Pass when. No access by a person outside the named staff.

Immediate fail (any one means the criterion is not met)

• A result is shared beyond the rule with no record of the disclosure.

Why this criterion matters. Each assessor must be qualified for the type of assessment they make. A general clinician who signs a specialist fitness decision is making a claim they cannot support.

Sample. Review the assessor qualification register for every assessor, and the assessment records for the last 12 months.

1. Each assessor is qualified for the type of assessment they make.

Method. Check each assessment against the assessor's qualification for that type.

Evidence to show. Assessor qualification register (OHS-REG-001).

Pass when. Every assessment is by a qualified assessor for its type.

2. Each qualification is verified and current.

Method. Check each entry for verification date and expiry.

Evidence to show. Assessor qualification register.

Pass when. Every qualification is verified and current.

3. Competence is reviewed each year.

Method. Check the competence review date for each assessor.

Evidence to show. Assessor qualification register.

Pass when. Every assessor has a competence review in the last 12 months.

Immediate fail (any one means the criterion is not met)

Why this criterion matters. Workers exposed to noise, chemicals or dust can be harmed slowly, without symptoms at first. Health checks on a schedule find the harm early, while it can still be stopped.

Sample. Review the surveillance schedule and register, and the records for 20 exposed workers in the last 12 months.

1. Each hazard that needs surveillance is on the schedule with its interval.

Method. Check the schedule against the list of hazards at the site.

Evidence to show. Health surveillance schedule (OHS-SOP-001).

Pass when. Every hazard at the site is on the schedule.

2. Each exposed worker receives surveillance at the set interval.

Method. Check each worker in the sample for the last surveillance and its date.

Evidence to show. Health surveillance register (OHS-REG-002).

Pass when. At least 95% of exposed workers are on time.

3. An abnormal result is reviewed within the set time.

Method. Check each abnormal result for its review date.

Evidence to show. Health surveillance register.

Pass when. At least 95% of abnormal results are reviewed within the set time.

Immediate fail (any one means the criterion is not met)

• An exposed worker is off the surveillance schedule.

Why this criterion matters. When a worker's health affects their job, the employer needs a report. The report must be accurate and limited to what the employer needs to know, not the worker's full medical history.

Sample. Review 20 reports made to employers in the last 12 months, and the worker notification record for each.

1. Each report states only what is needed.

Method. Check each report for medical detail beyond fitness, restriction and date.

Evidence to show. Fitness report to employer (OHS-FRM-003).

Pass when. No report includes medical detail without the worker's consent.

2. Each report is accurate and recorded.

Method. Check each report against the assessment record and the report log.

Evidence to show. Fitness report to employer.

Pass when. Every report matches the assessment and is recorded.

3. The worker is told before the report is sent.

Method. Check each report for the date the worker was told.

Evidence to show. Fitness report to employer.

Pass when. Every report shows the worker was told before sending.

Immediate fail (any one means the criterion is not met)

• A report to an employer includes medical detail with no consent.

Why this criterion matters. Beyond the assessment, workers need advice on ergonomics, on returning to work and on looking after their health at work. Good advice prevents the next injury.

Sample. Review the workplace advice records for 20 workers whose assessment showed an ergonomic, return-to-work or health-promotion need.

1. Advice is given where the assessment shows a need.

Method. Check each identified need for advice recorded.

Evidence to show. Workplace advice record (OHS-FRM-004).

Pass when. At least 90% of identified needs have advice recorded.

2. Advice is given in plain language, and questions are answered.

Method. Check each record for the note of the explanation and questions.

Evidence to show. Workplace advice record.

Pass when. At least 90% of records show the explanation given.

3. Advice to the employer is about the work, not the medical detail.

Method. Check each advice record sent to an employer.

Evidence to show. Workplace advice record.

Pass when. No advice to the employer includes medical detail.

Immediate fail (any one means the criterion is not met)

Why this criterion matters. A worker off work through illness or injury needs a plan for coming back. Without one, they return too early or stay away too long.

Sample. Review the return-to-work plans for 15 workers who returned after illness or injury in the last 12 months.

1. A plan is agreed with the worker before the return.

Method. Check each return for an agreed plan dated before the return.

Evidence to show. Return-to-work plan (OHS-FRM-005).

Pass when. At least 95% of returns have an agreed plan before the return.

2. The plan sets duties, hours and a review date.

Method. Check each plan for the three items.

Evidence to show. Return-to-work plan.

Pass when. Every plan has the three items.

3. The plan is reviewed on the date and when the condition changes.

Method. Check each plan for the review on the set date.

Evidence to show. Return-to-work plan.

Pass when. At least 90% of plans are reviewed on time.

Immediate fail (any one means the criterion is not met)

Why this criterion matters. An assessor who is also the worker's manager, or who has a stake in the outcome, cannot give an independent decision. The rule must stop the conflict before the assessment, not after.

Sample. Review the conflict declarations for all assessments in the last 12 months, and the assignment records.

1. An assessor does not assess a worker they treat or manage.

Method. Check each assessment for the assessor's role with the worker.

Evidence to show. Conflict of role declaration (OHS-FRM-006).

Pass when. No assessment is made by an assessor with a conflicting role.

2. Each assessor declares any conflict before the assessment.

Method. Check each assessment for the declaration dated before it.

Evidence to show. Conflict of role declaration.

Pass when. Every assessment has a declaration dated before it.

3. A conflict is reassigned at once.

Method. Check each declared conflict for the reassignment.

Evidence to show. Conflict of role declaration.

Pass when. Every declared conflict was reassigned.

Immediate fail (any one means the criterion is not met)

• An assessor assesses a worker they manage or treat.

Why this criterion matters. A worker has the right to know the outcome of their fitness assessment, and to ask for a review if they disagree. Without that, the decision is simply imposed on them.

Sample. Review the outcome records for 20 assessments in the last 12 months, and every review request.

1. Each worker is told the outcome in plain language.

Method. Check each assessment for the outcome told and the date.

Evidence to show. Outcome and review request record (OHS-FRM-007).

Pass when. At least 95% of workers are told the outcome.

2. Reasons for any restriction are explained.

Method. Check each restriction for the reasons given.

Evidence to show. Outcome and review request record.

Pass when. Every restriction has its reasons recorded as given.

3. A review request is accepted, by a different assessor where possible.

Method. Check each review request for its acceptance and reviewer.

Evidence to show. Outcome and review request record.

Pass when. Every request is accepted and recorded with its reviewer.

Immediate fail (any one means the criterion is not met)

• A worker is not told the outcome of a fitness assessment.