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Hi Our process is similar when conducting telephone consultations. We have a bespoke OH/online system where the manager will make a management referral and the individual has to electronically sign to say they aware of the content and reason for referral (they see the referral form and all employees are able to access their email accounts from home). Where an individual has no access to a computer this is sent recorded delivery to them, they sign and return it to OH within 2 days of receipt. OH then conducts their telephone consultation and emails the report to the individual first(or sends if no access with 4 day return). The individual is invited to comment and respond within 2 days (which they rarely do) and return the report by email with their written consent (or if no computer access by post) to disclose to previously named stakeholders (typically HR). On rare occasions we will accept verbal consent, this is noted in their records, manager is advised by email and the individual is copied in so that they have a record of what was said when they return to work. Hope this helps Kind Regards Jo Please be advised that all e-mail communication relevant to assisting in the management of the OH process will be entered into the individual's OH file. This may therefore be disclosed to the client under the Data Protection Act (1998). [cid:image001.png@01CD7187.52DCD420] Reward & Wellbeing Jo Jenkins | Senior Occupational Health Adviser 01223 397 552 | ( EXT 2552 )| [log in to unmask]<[log in to unmask]> Mundipharma International Limited |Unit 198 Cambridge Science Park Milton Road | Cambridge | CB4 0AB From: [log in to unmask] [mailto:[log in to unmask]] On Behalf Of Sarah L Redfearn Sent: 27 June 2013 09:34 To: [log in to unmask] Subject: Re: [OCC-HEALTH] Verbal consent & disclosing information to HR / managers to assist in absence management - Is verbal consent enough? Hi Janet, We perform telephone assessments on occasion following the referral of an employee. Essentially we rely upon verbal consent however we have introduced a process recently in that all reports are viewed by the employee prior to being sent to their management team. It has delayed thisgs very slightly but we manage this process tightly and no one has complained. Essentially we will email the report to the employee wherever possible and they have 2 working days to view the report and comment back to us, if it is sent by royal mail it will be sent recorded delivery only and they have 4 days to respond to us. If we haven’t heard anything fromthe individual then the report is sent to the management team. Just once we had someone make comments about the report after the timeframe outlined above and we forwarded those comments onto the manager as we would usually. Because of this process we feel that, despite not getting written consent as we would usually in a face to face assessment, we are giving the employee ample opportunity to make their feelings known before any information is supplied to the business. Sarah Sarah Redfearn Dip HE Occupational Health Occupational Health Nurse Advisor University of Hull Hull, HU6 7RX www.hull.ac.uk<http://www.hull.ac.uk/> 01482 466010 From: [log in to unmask] [mailto:[log in to unmask]] On Behalf Of Janet Patterson Sent: 26 June 2013 08:31 To: [log in to unmask] Subject: Re: [OCC-HEALTH] Verbal consent & disclosing information to HR / managers to assist in absence management - Is verbal consent enough? Thanks for sharing Helen. As a rule we request formal referral when management is seeking OH advice on a specific matter. This achieves written consent. For general absence management we are looking at triggers & timing of interventions. I am exploring the necessity of written verses verbal consent to aid the process of managing absence – the aim to make it as slick as possible. Gaining consent when relying on post out and returned can considerably delay the process – almost making the timing ineffective. I too am interested in what others say/ do. Cheers J From: [log in to unmask]<mailto:[log in to unmask]> [mailto:[log in to unmask]] On Behalf Of Helen Hannar Sent: 26 June 2013 08:22 To: [log in to unmask]<mailto:[log in to unmask]> Subject: Re: [OCC-HEALTH] Verbal consent & disclosing information to HR / managers to assist in absence management - Is verbal consent enough? Hi Janet I have undertaken telephone assessment for many years and our consent is 2fold The employee consents in writing to referral, assessment and report and we also take an additional verbal consent on telephone assessment recording this in the notes It helps that it is not usual for us to release medical or clinical details and the employee gets a copy if the report I am interested to hear what the general consensus is on this topic Sent from my iPhone On 26 Jun 2013, at 08:04, Janet Patterson <[log in to unmask]<mailto:[log in to unmask]>> wrote: Hi all, RE: Verbal consent & disclosing information to HR / managers to assist in absence management – Is verbal consent enough? Time is always a limited resource in OH and I am reviewing telephone assessments / procedures. We provide telephone assessments to over 16,000 employees and as a rule verbal consent is obtained and documented. I am just wanting to compare what is done in other businesses and check as OH practitioners we are within the parameters of legality. (Note NMC Standards quoted – I believe this is relevant.) Can I ask all those who undertake telephone sick absence assessments what your process is on disclosing information to HR or Managers? The code: Standards of conduct, performance and ethics for nurses and midwives’ (2008) states: * "You must respect people's right to confidentiality." * "You must ensure people are informed about how and why information is shared by those who will be providing their care." “Disclosure means the giving of information. Disclosure is only lawful and ethical if the individual has given consent to the information being passed on. Such consent must be freely and fully given. Consent to disclosure of confidential information may be: * explicit * implied * required by law or * capable of justification by reason of the public interest Disclosure with consent - Explicit consent is obtained when the person in the care of a nurse or midwife agrees to disclosure having been informed of the reason for that disclosure and with whom the information may or will be shared. Explicit consent can be written or spoken. Implied consent is obtained when it is assumed that the person in the care of a nurse or midwife understands that their information may be shared within the healthcare team. Nurses and midwives should make the people in their care aware of this routine sharing of information, and clearly record any objections. Janet Patterson RGN, RSCPHN – OH, BSc (Hons) MMEDSCI. 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Viruses: Although we have taken steps to ensure that this email and attachments are free from any virus, we advise that in keeping with good computing practice the recipient should ensure they are actually virus free. Visit our website at: Http://www.greggs.co.uk This e-mail has been scanned for all viruses by Star. The service is powered by MessageLabs. For more information on a proactive anti-virus service working around the clock, around the globe, visit: http://www.star.net.uk ________________________________________________________________________ ******************************** Please remove this footer before replying. OCC-HEALTH ARCHIVES: http://www.jiscmail.ac.uk/lists/occ-health.html CONFERENCES AND STUDY DAYS: http://www.jiscmail.ac.uk/cgi-bin/filearea.cgi?LMGT1=OCC-HEALTH ______________________________________________________________________ This email has been scanned by the Symantec Email Security.cloud service. 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