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DOCUMENTATION IN OCCUPATIONAL HEALTH

Documentation in occupational health

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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. Documentation helps to make the activities in Occupational Health easier to manage. This presentation is aimed at acquainting viewers with relevant steps in effective management of data.

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Page 1: Documentation in occupational health

DOCUMENTATION IN OCCUPATIONAL HEALTH

Page 2: 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.

Page 3: Documentation in occupational health

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

Page 4: Documentation in occupational health

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

Page 5: Documentation in occupational health

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.

Page 6: Documentation in occupational health

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.

Page 7: Documentation in occupational health

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

Page 8: Documentation in occupational health

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.

Page 9: Documentation in occupational health

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

Page 10: Documentation in occupational health

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.

Page 11: Documentation in occupational health

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.

Page 12: Documentation in occupational health

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

Page 13: Documentation in occupational health

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.

Page 14: Documentation in occupational health

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)

Page 15: Documentation in occupational health

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

Page 16: Documentation in occupational health

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.

Page 17: Documentation in occupational health

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.

Page 18: Documentation in occupational health

PLAN YOUR JOB

Page 19: Documentation in occupational health

ENCOURAGE TEAM BUILDING

Page 20: Documentation in occupational health

TAKE TIME TO RELAX

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FINALLY….

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

Page 22: Documentation in occupational health

The End