Confidentiality and record keeping in Occupational Health

The Occupational Health Adviser (OHA, who is a nurse) and Occupational Health Physician (OHP, who is a doctor) owe you a duty of confidentiality, this means that they cannot share medical information about you with others without your consent.  This is required by the Nursing and Midwifery Council (for the OHA) and the General Medical Council (for the OHP)

Written notes are made after any meetings you have with the OHA or OHP (and most phone conversations as well).  These are kept securely in the OH department, and are accessible only to the OHA, the OHP, and to carefully chosen clerical staff who assist with filling.

Your OH  records will also include forms you may have filled in e.g. pre-employment forms, or records of any medical checks done in OH; reports written by Occupational Health; and any messages or requests received by Occupational Health which are about you, including e mails written by managers or Human Resources (HR).

Reports to your manager or HR

Often, occupational health will be asked to provide a report for HR or your manager.  If a report is written, this will focus on the effects of any health problem you have on your ability to work, and the steps the university could consider as a result of this.  Details of your medical condition will only be included with your express consent.  We will discuss with you the information we intend to include in any report.  If a report is sent to HR or to your manager you will receive a copy at the same time or soon after.

Breaking confidentiality

Information held in the OH department will only be shared without your consent in exceptional circumstances such as -

  1. Where necessary in the public interest e.g. to protect you or someone else from the risk of significant harm
  2. Where required by law

If we feel it necessary to break confidentiality for the above reasons this will be discussed with you if at all possible.

Data Protection Act

All medical records held in the OH department fall under the requirements of the Data Protection Act.  If you wish to see or have a copy of this you should  either –

  1. Contact the OH adviser to arrange this; or
  2. Make a formal application through the university’s data protection officer.

You will not be allowed to see any part of the record which it is believed may put you at risk of harm; or if the record gives away confidential information about someone else.

Access to Medical Reports Act
If we need to get a report from your GP or specialist, we will need your consent. Further details about your rights under  the Access to Medical Reports Act, including a consent form, is available here or through the OH department. 

Access to Medical Reports Consent Form