OHPOL00006REV1

Newcastle University - Occupational Health Services

PRE-EMPLOYMENT MEDICAL SCREENING PROCEDURE

REFERENCE NO: CREATED/ REVISED: [OHSPOL00008REV1] O/Pre employment Master/procedure: April 08 NOT APPLICABLE 2 years from approval date (unless superseded)

REPLACES: VALID UNTIL:

Prepared by: J.T. Craggs Occupational Health Practitioner Newcastle University Reviewed by: Dr. F.C. Pickering Occupational Health Physician Newcastle University Approved by: R. Burrow Assistant Director of Human Resources Newcastle University Approved by: V. Johnson Director of Human Resources Newcastle University

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CONTENTS
1 2 3 4 5 PURPOSE:.......................................................................................................... 3 RESPONSIBILITY:.............................................................................................. 3 PROCESS........................................................................................................... 3 RATIONALE FOR PRE-EMPLOYMENT SCREENING ...................................... 4 SCREENING PROCEDURE ............................................................................... 4 5.1 Pre-employment Screening.............................................................................. 4 5.2 Pre-employment immunizations .................................................................. 5 5.3 Determination of fitness for employment ..................................................... 5 5.4 Examination by external medical practitioners ............................................ 5 5.5 Pre-employment Forms ............................................................................... 5 5.6 Arranging Pre-employment Screening ........................................................ 5 5.7 Conduct of Pre-employment Medicals. ....................................................... 5 5.8 Pre-employment medical reports ................................................................ 6 5.9 Posts Requiring Pre-employment medical screening.................................. 6 6 7 DOCUMENT REVISION HISTORY .................................................................. 11 DISTRIBUTION LOCATION.............................................................................. 11

OHPOL00006REV1 PRE-EMPLOYMENT MEDICAL SCREENING PROCEDURE 1 PURPOSE:

The purpose of this procedure is to describe the method and conduct of preemployment medical screening which includes pre employment and candidates moving into a post requiring specific pre employment screening. Note:

These Procedures are in accordance with the Guidance Note on Pre-employment medicals covered by the Health and Safety Executive. 2 RESPONSIBILITY:
1. It is the responsibility of the line manager to identify those position appointees requiring a pre-employment health screen. 2. It is the responsibility of the HR function to ensure candidates are made aware of the need for a pre employment health screen and ensure the questionnaire is issued to them. 3. It is the responsibility of the Occupational Health Department to carry out the health screen and to report the findings to HR

PROCESS

The Post Requisition and Request to Appoint Forms contain a list of those factors for which pre-employment screening is required. The manager/HR Officer completing the forms indicates which (if any) categories the post comes under. In addition, if the candidate declares significant sickness absence, medical conditions and/or disabilities the HR officer will forward to the candidate the generic screening questionnaire for completion and for return to occupational health for assessment. The HR officer takes the appropriate action as indicated in Section 1.9. Where this involves sending a pre employment questionnaire this will be completed by the candidate and returned to the OH service. The completed questionnaire is assessed by the OH service and a report issued to the HR department within five working days Where additional actions are required which do not affect the capacity of the employee to undertake the employment (such as baseline screening or immunisation) this will be notified to the HR department. Where specific adjustments are indicated by the screening process HR will discuss this with the appropriate line manager and appointee prior to commencement of employment See Appendix I for flow chart detailing pre employment screening process.

OHPOL00006REV1 4 RATIONALE FOR PRE-EMPLOYMENT SCREENING

The purpose of the pre-employment medical is: 1. To identify physical and psychological problems which affect the ability of the candidate to carry out the proposed employment in a safe and effective manner 2. To advise the candidate and the University if there are medical reasons why the duties of the position may not be suitable for the candidate. 3. To identify those adjustments to employment that may be required to enable the employee to perform the job to the standard required 4. To provide a baseline health profile for COSHH and other statutory health surveillance to measure and detect any health changes during employment 5. To provide information for possible future epidemiological studies.

SCREENING PROCEDURE

5.1 Pre-employment Screening

1. Appointees for posts where there are specific medical standards must undergo a pre-employment screen. 2. Types of pre-employment medical screen will fall into two categories: 5.1.1 Pre-employment Medical Questionnaire. For most jobs workers may be accepted on the completion of a preemployment declaration of health (questionnaire) only. Specific pre-employment questionnaires are required for certain special occupations 5.1.2 Special Pre-employment Medical Examination Under some circumstances the candidate my need to be seen for a specific pre employment medical examination: 1. Where there is a statutory requirement or specific medical standards which must be met (mariners and divers) 2. Where a baseline examination is required (persons with high exposure to noise or to respiratory sensitisers, laser workers) 3. Where the pre employment questionnaire indicates a problem which requires further investigation The decision on whether a special pre-employment medical is required will be made by OH depending on the information received on the Request to appoint form and the pre employment questionnaire.

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5.2 Pre-employment immunizations

The information given on the Request to appoint form and on the pre employment questionnaires will be used to determine if pre-employment immunization is required according to the policy on immunization.

5.3 Determination of fitness for employment

For those examinations carried out by the Occupational Health Nurse, the nurse may pass the candidate suitable for employment without adjustments, but in cases of doubt will refer to the Occupational Health Physician.

5.4 Examination by external medical practitioners

External Medical Practitioners (for example the candidates General Practitioner) may be delegated by The Occupational Health Service to carry out the pre-employment medical screen if required for example by geographic constraints. In such cases all correspondence should be conducted throughout the Occupational Health Service.

5.5 Pre- employment Forms

Pre-employment Health Questionnaires can be found on the Human Resources shared drive or from Occupational Health.

5.6 Arranging Pre-employment Screening

1. The Post Requisition and Request to Appoint forms will include a list of the situations under which pre-employment screening is required. The manager completing these forms will tick the relevant boxes on the forms indicating where medical assessment is required then returning the forms to HR for attention. 2. The HR officer will notify the candidate that pre-employment screening is required and arrange for this to be carried out for the successful candidate. 3. When large-scale recruitment is contemplated, the Occupational Health Department should be notified well in advance so that time can be especially reserved for pre-employment screens. 4. If the person to be appointed lives at a distance and is unable to attend for medical examination, where necessary Occupational Health Department should be informed and they will arrange for a medical examination by a local doctor.

5.7 Conduct of Pre- employment Medicals.

1. Candidates at pre-employment medicals should at all times be treated with courtesy and in compliance with Occupational Health Patient Charter. 2. Candidates should be informed if there is any problem with respect to their health which may be of relevance to their proposed work. Candidates must at all times be kept fully informed of the course of action to be taken including the content of medical reports and recommendations made and their

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permission sought if their medical problems are to be discussed with the management of the employing service/school. 3. If any new abnormality is found on examination, the candidate should be informed and permission sought to inform his/her General Practitioner.

4. If further information on the candidate's state of health is required from his/her General Practitioner, he/she should be informed and consent to approach the General Practitioner obtained in writing as required by the Access to Medical Reports Act 1988.

5.8 Pre-employment medical reports

For each candidate, the Occupational Health Department will provide a written report indicating any significant effect that the health of the candidate could have on his/her capacity to perform the proposed employment. The report will indicate any adjustments required to enable the candidate to perform the proposed employment.

5.9 Posts Requiring Pre- employment medical screening

5.9.1 Small laboratory animals and insects All candidates requiring access to the CBC All candidates requiring access to the FGU All candidates who work with small laboratory animals All candidates who work with captive birds All candidates who work with locusts

Will be requested to complete laboratory animal pre employment health questionnaire Where this questionnaire identifies the appointee as requiring high level screening (based on the level and duration of exposure or on the preexistence of allergic problems) the candidate will be asked to attend for medical assessment and lung function testing in line with the procedure for laboratory animal workers. All candidates who work with honey bees require in addition the specific bee sting allergy screening questionnaire. Action by HR: Send: Pre employment Assessment questionnaire Animal handler pre employment questionnaire If the post is for an animal technician a medical baseline screen is required and the OH Service should be notified at the time the forms are sent out and they will organise the appropriate screening

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5.9.2 NHS Honorary Contracts (Clinical work with patient contact)

All candidates with honorary contracts with the NHS trusts because of clinical patient contact must complete the NHS Honorary Contract screening questionnaire. This is covered by the separate joint procedure Research Governance Honorary Contract Health Screening Policy Where immunisation is indicated by this questionnaire the candidate may attend the OH service or if appropriate attend elsewhere for these immunisations in line with the procedure on immunisations. Action by HR: NHS Honorary Questionnaire 5.9.3 Substances hazardous to health All candidates working with Carcinogens and mutagens labelled R45 or R46 Respiratory sensitisers labelled R42 Hazard Group 3 micro-organisms and genetically modified microorganisms (GMMOs)

Where exposure is not totally controlled must complete the appropriate COSHH health surveillance baseline questionnaire Action by HR: Send: Pre employment Assessment questionnaire Carcinogens pre employment questionnaire 5.9.4 Field work, soil work, exposure to sewage, agriculture and farm work All workers in these areas must complete the specific questionnaire for health risks associated with field and agricultural work. Where specific immunisation is indicated by this questionnaire the candidate may attend the OH service or if appropriate attend elsewhere for these immunisations in line with the procedure on immunisations. Action by HR: Send: Pre employment Assessment questionnaire Field and agricultural work questionnaire 5.9.5 Human blood, tissue and cell lines Workers with human blood, tissue and cell lines must complete the laboratory biohazard screening questionnaire.

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Workers with potential exposure to human blood such as cleaners who are at risk of sharps injuries form contaminated needles do not need to complete a questionnaire but will need to be referred for appropriate immunisation Action by HR: Send: Pre employment Assessment questionnaire Laboratory biohazard questionnaire 5.9.6 Ionising Radiation All classified ionizing radiation workers must complete the screening questionnaire for classified ionising radiation workers Action by HR: Send: Pre employment Assessment questionnaire Ionising Radiation pre employment questionnaire 5.9.7 Class 3B and 4 lasers Will be referred for screening as detailed in the procedure for registration of laser users Action by HR: Notify the OH Department who will arrange the appropriate screening

5.9.8 Vehicle Drivers Drivers of large Lorries (category C) and buses (category D) must by law meet the standards for Group 2 vehicles under DVLA guidance. Under this policy drivers of Category C1 and D1 vehicles (Medium sized Lorries, vans and Minibuses) should also meet this standard. Drivers of heavy agricultural vehicles and industrial vehicles such as fork lift trucks should also normally meet this standard Professional drivers of other vehicles including cars motor cycles and rider trucks or ride on mowers should meet the standards applicable to Group 1 vehicles All persons who come under these categories must complete the pre employment screening questionnaire for vehicle drivers. Action by HR: Send: Pre employment Assessment questionnaire Drivers pre employment questionnaire

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5.9.9 Food handlers Restaurant and kitchen staff require a specific food handlers medical assessment and must complete the pre-employment screening questionnaire for food handlers Action by HR: Send: Pre employment Assessment questionnaire Food Handlers pre employment questionnaire 5.9.10 Seafarers All persons who will work on sea going vessels must be fit to the standards required by the Maritime and Coastguard Agency. This will normally require a medical examination by the occupational physician and completion of an ML5 certificate. Action by HR: Notify the OH Department who will arrange the appropriate screening 5.9.11 Divers All persons who will undertake diving must complete the medical screen approved by the Professional Association of Diving Instructors. Action by HR: Notify the OH Department who will arrange the appropriate screening 5.9.12 Workers in noisy environments All workers who are to work in areas where they will exposed to levels above the action level under the Noise at Work Regulations (>80 dBA) must complete a questionnaire on previous noise exposure and undergo preemployment audiometry Action by HR:

Pre employment Assessment questionnaire High Noise exposure pre employment questionnaire 5.9.13 Night Workers All workers working regularly at night so that their work is covered by the night worker provisions of the Working Time regulations must be specifically screened for their fitness to undertake night work.

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Action by HR: Send: Pre employment Assessment questionnaire Night Workers pre-employment questionnaire 5.9.14 Workers with declared medical problems

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All candidates who have declared a significant medical problem as part of the application process should complete the pre-employment questionnaire and be referred to occupational health for assessment

Action by HR: Send: Pre employment Assessment questionnaire

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DOCUMENT REVISION HISTORY

DATE April 2008 SEQUENTIAL CODE OHPOL00008REV1 ALTERATIONS, ADDITIONS, OMISSIONS

DISTRIBUTION LOCATION

File Locations A B C D University Occupational Health (Masters of all OH documents) University Human Resources Departments NOHA Newcastle upon Tyne Hospitals NHS Foundation Trust Personnel Department

OHPOL00006REV1 8.0 Appendix - Flowchart

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Pre-employment screening

Manager completes Request to Appoint Form indicating which pre employment assessment categories apply HR Send generic and specific assessment forms to appointee to be returned to OH

Forms returned to OH

Small lab animals (except animal technicians) Respiratory sensitisers Carcinogens etc Pathogens/GMOs Ionising radiation workers Food Handlers Drivers Significant ill health/disabilities

Animal technicians Class 3B/4 lasers High noise exposure NHS Honorary contracts Human blood and tissue Mariners/divers Agricultural workers

OH organise appropriate screening

Assessment of fitness by OH

Physician referral

HR notified of result of assessment

Fit appointee notified and appointment proceeds Unfit candidate notified by OH and reasons explained Fit with adjustments discussions between candidate, HR, manager and OH to determine if adjustments are reasonable and practicable