Health Surveillance Procedure

Document Number001002
Date Approved27 November 2012
 

1.      Context

This procedure supports the implementation of the University of Newcastle Work Health and Safety Policy [000972] and must be read in conjunction with that document.

                     

2.      Definitions

Supervisor means staff members with direct supervisory responsibility for other staff within the workplace (a Supervisor may also be member of Senior Management) and who are responsible for recruitment and induction processes as well as provision of other information or instruction relating to staff in their workplace;

HHAQ refers to the Health and Hazard Assessment Questionnaire document.

Health surveillance refers to the periodic review of a worker’s health in order to ensure that their health is not being impacted over time by possible hazards in their work environment. The health surveillance procedure is also designed to ensure the effectiveness of control measures in place to manage identified risks and hazards in the workplace.

 

3.      Procedure

3.1.     The procedure for Health Surveillance is directly related to the Health and Hazard Assessment Questionnaire (HHAQ) document which must be completed for every prospective staff appointment to employment at the University of Newcastle.

Based on the information provided in the HHAQ, and subsequent assessment by the University Health Service regarding any requirements for reasonable adjustments, a determination will also be made as to whether health surveillance will need to be scheduled for an individual worker.

3.2.     Supervisor Responsibilities

Supervisors who are responsible for recruitment and induction processes relating to staff in their workplace, must ensure that the Health and Hazard Assessment Questionnaire is completed for each position type that is recruited in their area (including casual appointments). Inherent requirements of the position must be clearly identified for consideration by the University Health Service in assessing suitability for employment:

  1. if a pre-employment medical assessment is conditional to an offer of employment; or
  2. any requirements for reasonable adjustments which may need to be made.

The supervisor must ensure that the prospective staff member is made aware of their requirement to complete the form and forward it directly to the University Health Service for assessment.

 

3.3.     Prospective Staff Member Responsibilities

Prospective staff members must complete the Health and Hazard Assessment Questionnaire relating to their appointment, and forward it to the University Health Service for assessment.

 

3.4.     Health and Hazard Questionnaire

3.4.1.       The information on the Heath and Hazard Questionnaire is strictly confidential, and is used to assist the risk assessment of staff appointments at the University. The form is treated as Medical-In-Confidence and remains the property of the University Health Service of the University of Newcastle.

3.4.2.       The supervisor must:

  1. complete Parts A and B of the form and obtain the signature of the Head of School/Director at the bottom of Part A;
  2. indicate whether the duties involve any listed potential hazard duties, and specify the nature of any potentially harmful substances that may be encountered in the work environment;
  3. forward the HHAQ form to the prospective staff member; and
  4. forward a copy of the form to the relevant Human Resource Officer for filing on the staff member’s personnel file.

3.4.3.       The prospective staff member should complete Part C, and return it to the University Health Service in the confidential envelope provided. It is not to be returned to the Supervisor or to Human Resource Services (HRS).

3.4.4.       The Medical Director, University Health Services will;

  1. consider the completed HHAQ and determine whether the prospective staff member is required to attend a medical examination;
  2. discuss any adverse findings with the prospective staff member:
  1. where these directly impact on ability to carry out the work, the Medical Director, University Health Services will make recommendations to HRS, and through HRS to the Supervisor;
  2. the University is obliged to make "reasonable accommodations" in these circumstances; if the staff member is still at risk with reasonable accommodations then they cannot perform those duties.

3.4.5.       The Medical Director, University Health Services will by reviewing the hazards identified by the supervisor in conjunction with the medical history provided, make a decision about whether health surveillance will need to be scheduled for an individual worker. If this is the case, the worker and the Health and Safety Team will be notified of the health surveillance schedule that is required to be implemented.

3.4.6.       The prospective staff will be notified as required by the University Health Service to attend for surveillance according to the nominated schedule. The Medical Director of the University Health Service will review health surveillance results and provide follow up with the staff member and the Health and Safety Team.

3.4.7.       The Medical Director of the University Health Service will contact the staff member directly if an area of concern is identified during the health surveillance procedure and arrange for further assessment or referral if required.

3.4.8.       The Medical Director of the University Health Service will contact the Associate Director Health and Safety if there are any concerns with the staff member returning to their workplace from a duty of care perspective.

3.4.9.       The Associate Director Health and Safety will communicate with the staff member and their Supervisor regarding hazard control and management strategies to facilitate a safe return to the workplace for the staff member.

 

4.      Essential Supporting Documents

Health and Hazard Assessment Questionnaire

 

5.      Related Documents

Hearing Conservation Procedure [001003]

Link to WHS Act 2011, WHS Regulation 2011, and Codes of Practice

 

 

 

Approval AuthorityDirector, Human Resource Services
Date Approved27 November 2012
Date for Review27 November 2015
Policy SponsorDirector, Human Resource Services
Policy OwnerAssociate Director, Health and Safety
Policy ContactSenior Safety Officer, Health and Safety
Amendment History

New procedure prepared in response to new legislation (Work Health and Safety Act 2011), approved by Acting Director Human Resource Services, 27 November 2012.