B1 An OHS must maintain adequate occupational health clinical records No Standard Evidence Notes B1.1 An OHS must ensure that occupational health clinical records, wherever held, are maintained to standards meet legal and regulatory compliance and professional practice recommendations Internal or external notes audits are aligned to the CSP core standards 2005 or to the ACPOHE records procedure (modified for OH from the CSP core standards and detailed in the registered membership pack). A system of internal or external clinical audit or peer review performed within the last 12 months. The audit should cover a representative sample size of occupational health clinical records and assess whether entries are legible and documented in such a manner that they cannot be erased, are dated and signed or otherwise identified with the name of the author. The representative sample size must reflect the size and type of the service e.g. single or multi-site structure. The audit approach can be a monthly audit of records (e.g. 10 per month) or six monthly with a larger sample size (e.g. 50-100). B1.2 An OHS must ensure there are clearly defined arrangements for backing up computer data, back-up verification and a safe back-up system. A policy or documented procedure for managing the risks associated with clinical records in all media, which includes a description of the; duties and legal obligations that apply to records, process for creating, tracking, retrieving and backing-up records, process for retaining and disposing of records, process for monitoring compliance with all of the above. Documented evidence of checks of understanding of the process. Staff records must demonstrate understanding of the process. This can be checked on an annual basis at appraisal or via a training intervention. It is advisable to have one core IT policy that covers all standards relating to IT requirements, which can then be cross-referenced to the relevant standard. It is essential for OH services with OH IT records systems to have an agreed statement between the provider and the organisation regarding how this information is backed up. B1.3 An OHS must ensure that procedures exist for the transfer of clinical records on change of contract or closure of business The OHS has a documented policy for transferring data in case of a transfer of services. The transfer process is included in contracts with purchasers. SLA as evidence of how clinical records are managed between physio and third party. Where a transfer has taken place, demonstration that each party involved had a nominated individual responsible for the transfer process
D3.3 An OHS must ensure that emergency treatment is always immediately available for anaphylactic reactions whenever immunisation or injection therapy* is undertaken A list of equipment and the presence of drugs, which are available to deal with anaphylaxis. E. Relationships with Purchasers Standard E1 An OHS must deal ethically with purchasers No Standard Evidence Notes E1.1 An OHS must provide purchasers and potential purchasers with clear and information on fees Letter or SLA, displays the fees of the service. E1.2 An OHS must agree with purchasers, at the outset and at contract reviews, the services to be delivered and the resources required to deliver the service and the extent and scope of any business continuity planning that is required to protect service delivery Example of contract to include agreement of regularity of review. Evidence of regular contract review, via meeting minutes etc. E1.3 An OHS must with purchasers, at the outset, the processes for referrals to the OHS, case management and reporting of cases of occupational disease and any onward referral of workers for further investigation The process for referrals, reporting injuries and cases of occupational disease, RIDDOR reporting and for referring workers (for the opinion of another healthcare professional and for special investigations) is included in contracts and/or service level agreements, or another document. This must be in agreements or contracts with customers. E1.4 An OHS must advise purchasers of the value of conducting an OH needs assessment and of active and timely management of work-related ill health Documentation of an offer to provide further advice about needs assessment. Promotional material the range of services offered. Statements to purchasers as an addition to reports submitted. Further advice may be required if there is a pattern of repeated or increasing injuries e.g. repeated shoulder injuries resulting from the same practice or area of work. E2 An OHS must be customer focused in its relationships with purchasers
E2.1 An OHS must understand purchasers’ needs based on reliable and recent information Evidence of regular contract reviews or feedback from purchasers Purchasers’ needs should be reviewed/discussed at agreed intervals (e.g. annual basis). If the customer declines this then a note must be made in records. E2.2 An OHS must define an explicit service level agreement for each customer organisation so that purchasers understand from the outset what they can expect from the service Service level agreements for each purchaser organisation that stipulate the range of services that are included and excluded in the contract for services as well as target waiting times for appointments and the process for providing feedback to employers on suspected and confirmed new cases of work related ill health. RIDDOR and intellectual property requirements should be included within the SLA’s. Standard business define service level agreements with tracked key performance indicators and evidence of monitoring those KPI’s. E2.3 An OHS must ensure ongoing familiarity with the hazards, risks, processes and controls for each purchaser’s operations, where a comprehensive OHS is provided Records of systematic workplace inspections and/or feedback. Records of meetings at purchaser organisations. Inspections should be conducted at agreed intervals. E2.4 An OHS must use formal and informal methods to regularly seek information about customer satisfaction from purchasers and referring managers This minimum requirement will not be audited, but will be assessed by customer questionnaire, which should be undertaken by the service and the results of which should be uploaded as evidence. An alternative to a questionnaire is documented feedback of the customer satisfaction from the service through contract review meetings. F. Relationships with Workers Standard F1 An OHS must ensure that workers are treated fairly and in line with professional standards No Standard Evidence Notes