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Hi Jacqui
A few years ago when our housing dept. went solo, they asked their
employees whether they wanted their OH records transferred to their new
OH provider or kept with us. On advice from the RCN and Carol Bannister
we were advised that legally, the employees do not have a say in the
matter and we had to transfer ALL of the records to the new OH Service.
We had to keep records of every single set of notes that were
transferred (a copy was also given to the new provider) as well as write
in each set of notes the date they were transferred and to whom, along
with the Advisor's signature.
The notes were then handed personally to the new OH provider and she/he
had to sign for receipt of the said notes.
As well as the above, we advised the new provider with a list of
employees who received Health Surveillance as to the type and when it
was next due.
When we have received legal requests for copies of OH records for any of
these employees we have advised them in writing as to when and where the
records were transferred to so that access can be gained from the new
provider.
Hope this helps.
Sue
-----Original Message-----
From: [log in to unmask] [mailto:[log in to unmask]] On
Behalf Of p cranney
Sent: 12 March 2010 07:47
To: [log in to unmask]
Subject: Re: [OCC-HEALTH] Occupational Health Records
I think you should ring the HSE or RCN and ask advice on this issue, my
understanding is that notes are transferred to the new company medical
officer, she/he signs to say they have accepted them,this document is
kept by your company, under some regulations you must keep some record
for 30 yrs or more, how could you prove that you have done so if you
give the notes to the employee?
Pauline
----- Original Message -----
From: "Jacqui Waddell" <[log in to unmask]>
To: <[log in to unmask]>
Sent: Thursday, March 11, 2010 3:30 PM
Subject: [OCC-HEALTH] Occupational Health Records
Hello all
I have been asked for advice by a colleague. One of our sites is being
taken
over by another company. The employees are being asked for their consent
to
transfer their OH records to the new company. The question she has asked
is
if they refuse can we just archive their records (mainly so that in the
event of
a claim in the future we could provide evidence of what was done from an
OH
point of view).
She has been told that if they refuse to give their consent for their
records to
be transferred over then the notes should be given to the individual
employee.
Regards
Jacqui
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