Occupational health records are essential documents that capture information about an employee's health in relation to their job. These records often include details about workplace conditions, work-related injuries, and details of any ill health. By understanding the importance and requirements of occupational health records, businesses can create safer, more compliant workplaces. Maintaining accurate and comprehensive occupational health records helps employers:
- Enhance employee safety and well-being
- Comply with health and safety regulations
- Manage workplace risks effectively
What are occupational health records?
Occupational health records consist of two main types:
Health records
These are legal documents that record the outcomes of health surveillance. Employers must maintain these records for all employees undergoing health checks. These records do not include confidential medical details unless the employee provides written consent. These records must include:
- Employee identification details
- Workplace information and potential hazards
- A declaration of whether the employee is fit to handle workplace hazards
Medical records
Medical records, created by a doctor or nurse, often include information gathered during health surveillance. These records may contain clinical observations, biological test results, and details about health issues unrelated to the workplace. As with health records, medical information is strictly confidential and cannot be shared without the individual's explicit consent.
Occupational health professionals may also collect data through immunisation programs. This information is provided directly to the employee and is not shared with the employer. It remains confidential and is only disclosed to the employer with the employee’s informed consent.
Employers are typically only informed about an employee’s fitness to work and any specific restrictions or accommodations required. Employees have the right to access their medical records by submitting a written request under the Data Protection Act. Such records can only be shared with third parties, including the employer, if the employee provides informed written consent or under a court order.
What does an occupational health record include?
Occupational health records typically include the following personal information:
- Employee details - The employee's name, address, and National Insurance number
- Health surveillance - This includes the date and results of checks against health and safety
- Exposure to hazards - A history of reported exposure to hazards, including the substance or process, and when
- Immunisations - Types and dates
- Accidents - Details of any accidents at work
- Environmental monitoring - Environmental monitoring data
How to keep occupational health records confidential
As occupational health records are highly confidential, employers must:
- Securely store records to limit access to authorised personnel
- Allow access only to occupational health professionals, HR personnel, or safety officers
- Provide employees with access to their own records when requested
All occupational health records must comply with:
- The Data Protection Act 1998: Ensures personal data is handled securely and responsibly
- The Access to Medical Reports Act 1988: Protects the rights of employees regarding medical information
- Effective management of medical records ensures compliance with workplace safety laws and protects employee privacy
How long should we keep occupational health records?
The retention period for occupational health records depends on the type of record, applicable laws, and industry regulations. Although there isn’t a universal standard, businesses should follow the specific retention requirements outlined by regulatory bodies. In the UK, these guidelines are primarily shaped by:
- Health and Safety Executive (HSE) recommendations
- General Data Protection Regulation (GDPR)
- The Data Protection Act 2018
| Record type |
Retention period |
| Health Surveillance records (COSHH) |
Health Surveillance records should be kept for at least the period specified in the relevant regulations. For example, under the Control of Substances Hazardous to Health (COSHH) regulations, health records must be kept for at least 40 years from the date of the last entry. |
| Workplace Injury and Illness records (RIDDOR) |
RIDDOR (Reporting of Injuries, Diseases and Dangerous Occurrences) records must be kept for at least 3 years after the last incident. However, it's recommended to keep them for up to 6 years in case of legal issues. |
| Exposure records (e.g. hazardous substances) |
Exposure records for hazardous substances, such as health surveillance records, should be kept for at least 40 years. This is because there can be a long time between exposure and the onset of health issues. |
| General Medical records (non-work related) |
There's no single retention period which applies to all medical records. In general, medical records are retained for 8 years from the date of discharge or end of care, but some may be kept longer if there has been a serious incident. |
| Sickness records (non-work related) |
Sickness records should be kept for at least three months after the end of sick leave, but the exact length of time depends on the circumstances. It is advisable to keep these records for up to 6 years after employment ends, in case of a disability discrimination claim. |
| Personal Injury Claims records (for workers) |
The Claims and Underwriting Exchange (CUE) is the central database for motor, home, personal injury and industrial illness incidents reported by insurers. This data is held for 6 years from the date the claim was closed. |
The importance of occupational health records
Occupational health records are crucial for ensuring employee well-being and fostering a culture of workplace safety. Investing in proper management of these records not only promotes safety but also enhances organisational efficiency and employee trust. They help employers:
- Monitor employee health and respond to risks proactively
- Improve health and safety measures
- Maintain compliance with legal and regulatory obligations
Occupational health training
Occupational health records are a crucial part of ensuring the well-being of employees in the workplace. They support many parts of occupational health and safety management. This includes monitoring and promoting employee wellbeing, enhancing risk management and improving workplace health and safety. Additionally, they help with legal and regulatory compliance.
At Amplivox, we support and promote workplace wellbeing through the delivery of occupational health training courses. Our courses help participants gain the knowledge and skills needed to perform health screening assessments accurately and consistently.
Our courses follow a recommended syllabus from the British Society of Audiology (BSA) and the Health & Safety Executive (HSE).
For more information about our occupational health training courses, please visit our webpage. You can also contact our customer support team at +44 (0)1865 880 846 or by email.
Resources
1Health and Safety Executive, Health Surveillance. Accessed at: https://www.hse.gov.uk/health-surveillance/record-keeping.htm
2Health and Safety Executive, RIDDOR – Reporting of Injuries, Diseases and Dangerous Occurrences Regulations. Accessed at: https://www.hse.gov.uk/riddor
3Health and Safety Executive, Control of Substances Hazardous to Health (COSHH). Accessed at: https://www.hse.gov.uk/coshh
4British Society of Audiology. Accessed at: https://www.thebsa.org.uk/