Standards › Standard 14 › Policies
Policy · OHS-POL-002 · Version 1.0 · Approved by the ASF Expert Committee
Supports: Standard 14 (Occupational Health), criterion 14.4
At a glance
- A report to the employer states only what is needed: fitness for the job, any restriction, and the date it applies to.
- Medical detail is not given without the worker’s consent.
- Each report is accurate and recorded on OHS-FRM-003.
- The worker is told what is being reported.
- Stop and get help straight away if: a report to the employer includes medical detail with no consent, or a report is not recorded.
1. Purpose
To tell the employer what it needs to know, and no more, in line with international guidance (14.4).
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
To tell the employer what it needs to know, and no more, in line with international guidance (14.4).
5. Responsibilities
| Role | Responsibility | Competence |
|---|---|---|
| Occupational physician | Owns the reporting rule | Clinician |
| Records lead | Checks each report is recorded | 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. Limit.
- Report only fitness, restriction and date, unless the worker consents to more.
Key point: Only what is needed.
Step 2. Record.
- Record each report on OHS-FRM-003.
Key point: Every report.
Step 3. Tell the worker.
- Tell the worker what is reported before it is sent.
Key point: Worker told first.
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 |
|---|---|---|---|---|
| Reports recorded and limited to need | 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-003 | Fitness report to employer | 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 |
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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)