This document discusses documentation in occupational health. It describes the importance of documenting all occupational health activities to satisfy legal requirements, aid in investigations and research, and compile workplace health statistics. Documentation includes reports, meeting minutes, medical records, and other reference materials. Documents are stored both physically and digitally, and certain documents like medical records may be retained for up to 40 years. Security measures must be taken to protect confidential employee information in documents.

1. DOCUMENTATION IN
OCCUPATIONAL HEALTH

2. 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.

3. 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

4. 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

5. 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.

6. 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.

7. 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

8. 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.

9. 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

10. 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.

11. 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.

12. 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

13. 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.

14. 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)

15. 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

16. 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.

17. 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.

18. PLAN YOUR JOB

19. ENCOURAGE TEAM BUILDING

20. TAKE TIME TO RELAX

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