RECORD KEEPING
POLICY: The employer will establish and maintain an accurate record for each employee that will include; job exposure classification, HBV vaccination, safety training, documentation of exposure incidents, post-exposure medical consultations, Mantoux tests, chemical exposure records and accident records. All records will be kept confidential and retained in the employee’s file. The safety officer will update the records as needed.Accident records and medical consultation records are written and retained by (name or title) __________________________________________________ and kept in employee’s file.
Medical Records:
A written evaluation and opinion of the exposure incident will be supplied within 15 days of the initial evaluation. This opinion will include whether Hepatitis B vaccination is indicated and if additional appointments are required. This opinion will be limited to information directly resulting from the injury. All medical records will be kept confidential. Medical records may not be disclosed or reported without; the employees express written consent to anyone outside the work place, unless required by law. All records of exposure incidents will be kept for the duration of employment plus 30 years. All records shall be kept, transferred, and made available in accordance with 29 CFR 19.10.20 and CFR1904.
OSHA 200 & 300 lnjury / Illness Forms: As of January 1, 2002 OSHA 200 & 300 illness and injury forms are no longer required by OSFIA for medical and dental offices. Offices must still keep their own incident reports and keep follow up records for job related injuries and illnesses. Offices who were keeping OSHA 200 or 300 logs prior to this change must still keep the records for the 5 years prior to January 1, 2002 when theregulation changed. Some States may have their own requirements for recording work related injuries. If in doubt, check with your State Department of Health or Labor.
JOB EXPOSURE CLASSIFICATIONS - TITLE, RISK, TASK
The Bloodborne Pathogen Standard requires that all employees will be placed into a risk classification. The positions listed below pose reasonable anticipated exposure and risk. These exposures are rated as follows:
1. All procedures or job related tasks involve an inherent potential for body fluid exposure.
2. Some job related tasks involve an inherent potential for body fluid exposure.
3. No job related tasks involve an inherent potential for body fluid exposure.
Categories are based on the potential for exposure if NO personal protective equipment was used.
Employees in classification 1 and 2 MUST be offered the Hepatitis Vaccine. follow up testing and given Bloodborne Safety Training.
THE FOLLOWING POSITIONS ARE CONSIDERED CLASSIFICATION 1:
Physician
Nurse/RN/LPN
Laboratory
Technician/Technologist
Medical Assistant
Radiology
Technician (X-ray)
Phlebotomist
List others here:
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IF THE EMPLOYEE DOES NOT CONSIDER THEIR JOB DESCRIPTION TO BE CLASSIFICATION 1, AND IS CLASSIFIED 2 - SHE/HE WILL FILL OUT THE SEPARATE EXPOSURE ACTIVITY FORM (see back of form) LISTING ONLY THE RISK RELATED PROCEDURES PERFORMED.
NOTE: ln a physician office, many employees wear many different “hats”. Therefore it is recommended that each employee have a detailed job description in their personnel file and fiIl out an “Exposure Activity Form” form to clarify their job responsibilities. Although not specifically required by regulations, it is desirable to place a copy of the “Job Exposure Classification Record” in each employee’s folder.
MEDICAL CONSULTATION AND EXAMINATION
Employees needing medical attention shall use the health services at _____________________ ____________________________________________________ during its hours of operation. If the primary facility for health services is closed, the employee shall be referred to ambulatory care services located at _______________________________ If the employee requests evaluation by a personal physician, this request will be honored.All medical examinations and consultations shall be performed by or under the direct supervision of a licensed physician without cost to the employee, without loss of pay and at a reasonable time and place.
Chemical Exposure: The employee shall be sent for medical evaluation:
1. Whenever signs and symptoms associated with a hazardous chemical develop.
2. When environmental monitoring reveals an exposure level routinely above the action level.
Potentially Infectious Body Fluid Exposure:
1. Whenever there is an exposure to a potentially infectious body fluid.
Note: The employee must submit to an HIV and Hepatitis B titer (if vaccinated) test as soon as possible (i.e. within 2 hours) after the exposure.
The employer shall provide the following information to the referring physician:
Chemical Exposure:
1. Identity of the hazardous chemical(s) or body fluid to which the employee may have been exposed.
2. Provide a description of the conditions under which the exposure occurred (including quantitative exposure data, if applicable).
3. Provide a description of the signs and symptoms of exposure (if applicable).
4. Provide a copy of the SDS for the chemical(s) involved (if applicable).
A form to document incident is found in this chapter.
Bloodborne Exposure:
1. Documentation of the circumstances and route of entre.
2. Identification and documentation of the source individual’s Hepatitis and HIV status, if available (consent must be obtained). If the source individuals HBV and HIV status is known - it does not need to be repeated.
3. The employees hepatitis vaccine status (if known).
4. Employee will be given a copy of the Bloodborne Pathogen Standard.
5. A description of the signs and symptoms of exposure (if applicable).
The employee will be informed of applicable laws and regulations concerning follow-up treatment.
The employee’s blood is collected as soon as possible and tested after consent is obtained. If the employees consents to baseline blood collection but does not give consent at that time for HIV serologic testing, the sample is preserved (frozen) for at least 90 days. If, within 90 days of the exposure incident, the employee elects to have the baseline sample tested the testing is done as soon as feasible.
The referring physician shall provide a written opinion that will not reveal specific finding of diagnosis unrelated to the exposure but will include:
1. Any recommendation for further medical follow-up.
2. Confirmation of complete medical examination and associated tests ordered.
3. Written opinion whether HBV vaccine is indicated or whether HBV vaccine was given.
4. Any medical conditions which may be revealed in the course of the examination which may place the employee at increased risk as a result of exposure to a hazardous chemical found in the work place.
5. A statement by the referring physician that the employee has been informed of the consultation/examination results and any medical condition that may require further examination or treatment.
A form to document the exposure is found in this chapter. Detailed instructions on how to follow up an exposure is found in the Bloodborne chapter.
ENGINEERING CONTROL RECORD KEEPING
Engineering control maintenance records will be maintained for the following:1. Eyewash fountains (faucet mount)
Eye wash should be capable of providing a continuous flow for 15 minutes
It should be within 100 feet or require no more than 10 seconds to reach
Should be located on the same level as the potential hazard
Path to the eye wash should be free of obstructions
Injured should be capable to activate the unit with one singe motion
Water should be tepid ( turn hot water off if applicable
Location should be identifies ( sign)
Function should be tested regularly (at minimum - every 3 months)
2. Fire extinguishers will be inspected annually by Fire Department (if service is available) or by a private company. If facility does not get inspected by outside source,the facility will read gage for charge and record check on tag on extinguisher. Documentation of fire extinguisher inspection will be recorded on chart found in chapter 7.
3. Biohazard and/or fume hoods (if applicable) will be maintained by the facility and inspected annually by ________________________________________Any hood not passing inspection must be taken out of service immediately and not used until such time as the hood has passed inspection. It is the responsibility of the employer to purchase the parts and replace the unit in a timely fashion so as not to endanger the health and well being of the employee or place the facility at risk. Hood gages can be monitored by employees, weekly(chart follows).