OSHA Field Safety and Health Manual (SHMS)

CHAPTER 25. MEDICAL MANAGEMENT

  1. Purpose

    This chapter cancels the Compliance Safety and Health Officer (CSHO) Medical Examination Program (OSHA Instructions PER 04-00-002 and PER 04-00-003) and establishes the OSHA Medical Examination Program. It revises the inclusion criteria and the periodicity requirements for the mandatory Periodic Physical Examination and establishes a mandatory Interim Medical Evaluation in years in which no Periodic Physical Examination is scheduled.

  2. Scope

    This instruction applies OSHA-wide.

  3. References
    1. Memorandum of Understanding between U.S. DOL and NCFLL, dated 08/21/2009.

    2. Office of Personnel Management (OPM). Single Agency Qualification Standard: Compliance Safety and Health Officer. 12/24/85.

    3. OSHA Instruction PER 04-00-005. Hearing Conservation Program, 6/23/08.

    4. Occupational Safety and Health Administration. Directive CPL 02-02-054. Respiratory Protection Program Guidelines. 7/14/2000.

    5. OSHA Instruction HSO 01-00-001, National Emergency Management Plan (NEMP), 12/18/2003.

  4. Cancellations
    1. OSHA Instruction PER 04-00-003 [PER 8-2.5] CSHO Medical Examinations, 3/31/89.

    2. OSHA Instruction PER 04-00-002 [PER 8-2.4], CSHO Pre-Employment Medical Examination, 3/31/1989.

  5. Action Offices
    1. Responsible Office. Directorate of Technical Support and Emergency Management.

    2. Action Offices. National, Regional and Area Offices.

  6. Federal Program Change

    This chapter describes the OSHA Medical Examination Program. Although this chapter does not apply to State Plan States, State Plans are encouraged to implement a similar program for their covered employees.

  7. Significant Changes
    1. All personnel assigned to field duties in which there is reasonable anticipation of encountering physical, chemical and/or biological hazards are covered in the mandatory OSHA Medical Examination Program.

    2. Members of Regional Response Teams and Specialized Response Teams must meet the medical qualifications of the OSHA Medical Examination Program prior to Response Team assignment and throughout the duration of that assignment.

    3. Based on the specific characteristics of the affected positions, and to be consistent with the practices of other federal agencies and accepted public health practices, medical history and physical examination will be performed during the Pre-placement Examination, then every three years until age 50, then every two years until age 65, at which time the Periodic Physical Examination will be completed every year.

    4. Medical evaluations of covered employees will take place in the years in which the Periodic Physical Examination is not scheduled. The Interim Medical Evaluation will include audiometric testing, a respirator questionnaire and a blood pressure determination. Additional testing, such as pulmonary function testing, may be conducted if indicated.

    5. Under this Program, chest X-rays are voluntary after the initial Pre-placement Examination unless the employee has experienced an occupational exposure that triggered the medical surveillance requirements of an OSHA standard. If an exposure does trigger the requirements of a standard, the schedule for chest X-rays established by that standard will be followed.

    6. The responsibilities of the Regional Office and the covered employees are more clearly defined (see paragraph XVIII).

  8. Application
    1. Covered Positions

      1. General Application. This instruction applies OSHA-wide to positions in which there is reasonable anticipation of encountering physical, chemical and/or biological hazards. This includes employees whose duties require onsite inspections, on-site evaluations and/or on-scene emergency response functions. The OSHA Medical Examination Program application includes, but is not limited to, the following positions:

        Student Trainee
        Safety Specialist
        Lead Safety & Occupational Health Specialist
        Safety & Occupational Health manager
        Industrial Hygienist
        Lead Industrial Hygienist
        Safety Engineer
        Lead Safety Engineer
        Supervisory Safety Engineer
        Compliance Assistance Specialist

        Employees in these or similar job categories whose duties do NOT require on-site inspections, on-site consultations and evaluations, and/or on-scene emergency response functions are NOT covered by this Medical Examination Program.

      2. Response Team Members. Members of Regional Response Teams and the Specialized Response Teams must meet the minimum medical/physical requirements of this program prior to Response Team assignment and for the duration of that assignment. They are required to complete the Periodic Physical Examinations and Interim Medical Evaluations specified under this instruction.

      3. Trainees. Student trainees are covered under this instruction if their tenure with the Agency is expected to exceed a one-year period from their Pre-placement Examination.

    2. Medical Evaluation

      1. Mandatory Examinations. All covered employees are required to complete the Periodic Physical Examinations and Interim Medical Evaluations as specified under this instruction.

      2. Voluntary Examinations. Employees whose past work assignments with the Agency required them to make regular or occasional visits to industrial establishments where they may have been exposed to potentially toxic chemicals and/or biologic or physical hazards and whose job descriptions do not now require them to go into the field are eligible for a Voluntary Physical Examination every three years.

    3. Purpose of Medical Evaluation

      1. Fitness for Duty. Medical evaluations under this Program are required in order for the Agency to determine if covered employees are physically and medically capable of performing the essential duties of the position efficiently and without posing a hazard to themselves or others.

      2. Complying with OSHA Standards. Multiple OSHA standards require routine medical tests in order to monitor the health of employees who are reasonably anticipated to experience exposures to potentially hazardous substances or physical hazards and who must be physically capable of safely utilizing personal protective equipment. Under this program, OSHA will comply with medical requirements of existing OSHA standards as they pertain to OSHA employees.

  9. Background
    1. CSHO Medical Examination Program

      Prior to April 1987, OSHA did not have a standardized medical examination program for employees. Each Region developed and implemented a medical program for its respective employees and maintained authority over its operation. The contents and administration of these programs were subject to variation from one Region to another.

      In order to establish a standardized agency-wide medical examination program and to comply with Office of Personnel Management (OPM) regulations and requirements, OSHA applied to OPM for a Single Agency Physical Examination Standard. This standard specified and justified the physical requirements that covered employees must meet as a condition of employment. The OSHA Single Agency Physical Examination Standard, approved by OPM in December 1985, was applicable to OSHA employees in certain job series and grades as well as to new employees hired for these positions.

      The CSHO Medical Examination Program began in April 1987. The program required that all employees hired to specific positions meet the physical qualification standards as determined by a Pre-placement Examination. On March 31, 1989, OSHA Instructions PER 8-2.4 and PER 8-2.5 were implemented for all covered employees. PER 8-2.5 required that covered employees demonstrate requisite physical capabilities by participating annually in the CSHO Medical Examination Program.

      Since implementation of the CSHO Medical Examination Program in April 1987, OSHA has maintained an interagency agreement with the Federal Occupational Health (FOH) component of the U.S. Public Health Service (PHS) to provide the Preplacement, Annual and Voluntary medical examinations. This arrangement has provided OSHA with a single, nationwide provider of the medical services necessary to implement this Program.

    2. Medical Evaluation Requirements of OSHA Standards

      Multiple OSHA standards require periodic medical evaluations to monitor the health of employees who have reasonably anticipated exposures to physical, chemical or biological hazards. These standards apply to employees who experience an action level of exposure to the hazard addressed by the standard. The OSHA standards that require medical evaluations are summarized in Appendix B.

    3. Determination of Medical Evaluation Requirements

      This instruction establishes medical history and physical examination requirements based on specific characteristics of the affected positions. These requirements are consistent with the practices of other federal agencies and accepted public health practices. The medical evaluation requirements mandated by OSHA standards will continue to be applied to covered employees (Appendix B). This directive allows for flexibility and clinical judgment in determining the appropriate medical evaluation periodicity for each covered employee. Each employee will receive an annual examination and will receive a notification regarding the type of exam that will be performed the following year.

    4. Protecting Employee Health & Safety

      Though the OSHA Medical Examination Program does change the frequency of the extensive medical questionnaire and physical examination, it provides a timely, annual occupational medicine evaluation for all covered employees. It is also aligned with current standards of occupational medicine and preventive medicine practices that are updated from the CSHO Medical Program. Appendix C summarizes the supporting logic for changes in the program.

  10. Scheduling FOH Appointments

    Mandatory Periodic Physical Examinations are provided to all employees in covered positions (see section VIII).

    1. Physical examinations and medical evaluations will be scheduled with FOH after OOMN authorization.

    2. Examinations will be conducted during the employee’s normal duty hours and will be provided free of charge to the employee.

    3. Whenever possible, appointments should be scheduled within 30 calendar days of OOMN authorization and completed within 60 calendar days.

    4. Employees shall notify their supervisors and applicable clinic personnel at least 24 hours in advance if they are unable to attend the examination at the scheduled time.

  11. Definitions of Periodicity
    1. Pre-placement Examination

      A medical history and physical examination is required once for all applicants prior to assignment to a covered position and for all employees prior to transfer from a position not covered by this instruction into a covered position. Appendix D, Table 1 provides a list of the components of the Pre-placement Examination. Appendix E provides additional policy and procedural information related uniquely to Preplacement Examinations.

    2. Periodic Physical Examination

      A mandatory medical history and physical examination for all covered employees (Appendix A).

      1. Components. Appendix D, Table 1 provides a list of the components of the Periodic Physical Examination.

      2. Frequency. The Periodic Physical Examination is required every three years until age 50, then every two years until age 65. After age 65 it is required annually.

      3. Exceptions. The frequency of the Periodic Physical Examination, or parts of the examination, may be adjusted by the Office of Occupational Medicine based on the following factors:

        1. When the employee is determined to have medical conditions that warrant annual or biannual evaluations.

        2. When an employee exposure reaches an action level required in OSHA standards or another occupational exposure of concern.

        3. When a covered employee experiences a hospitalization, significant surgery, or period of medical restrictions exceeding one month since these situations may signal a need for more frequent or additional medical evaluations.

        4. When an employee’s work assignments may require the use of a Self-Contained Breathing Apparatus (SCBA). In such cases, additional tests and more frequent medical evaluations may be required.

        5. When an employee has incomplete past medical evaluations. All incomplete evaluations must be completed prior to eligibility for a subsequent Periodic Physical Examination.

    3. Interim Medical Evaluation

      A mandatory medical evaluation for covered employees.

      1. Components Included. Appendix D, Table 1 provides a list of the components of the Interim Medical Evaluation.

      2. Frequency. An Interim Medical Evaluation will be conducted for all covered employees in the years in which a Periodic Physical Examination is not performed.

      3. Exceptions. Incomplete past medical evaluations must be completed prior to eligibility for a subsequent Interim Medical Evaluation.

    4. Voluntary Physical Examination

      An optional medical examination offered to employees whose past work assignments with the Agency would have required them to make visits to industrial sites where they may have been exposed to chemical, physical or biological hazards and whose current job descriptions no longer require them to perform field duties. These examinations provide continued medical surveillance for conditions with a long latency period.

      1. Components Included. Appendix D, Table 1 provides a list of the components of the Voluntary Physical Examination.

      2. Frequency. A Voluntary Physical Examination can be obtained every 3- years.

      3. Scheduling. Voluntary Physical Examinations must be scheduled and completed during the fiscal year in which the exam was approved.

    5. Self-Contained Breathing Apparatus (SCBA) Medical Clearance

      A mandatory medical evaluation, performed in addition to the periodic and interim evaluations, that determines an employee’s ability to safely wear Self-Contained Breathing Apparatus (SCBA).

      1. Components Included. Appendix D, Table 1 provides a list of the additional medical services associated with SCBA clearance. Most significantly, SCBA clearance requires a cardiac stress test for employees age 40 or older. A cardiac stress test may be required for employees age 35 or older based on cardiac risk factors.

      2. Frequency. The appropriate frequency for SCBA medical clearance renewal is individualized for each employee and is determined by a reviewing physician each time the medical evaluation is performed. The frequency is determined by the opinion of the reviewing physician, based on the individual’s health risks and the Elements of Physical Examination and Medical Evaluations listed in Table 1 for SCBA Clearance (Appendix D). Individuals over 40 years of age must have a physical examination at least every two years. The SCBA clearance can be performed as part of the Periodic Physical Examination or the Interim Medical Evaluation.

  12. Additional Medical Information

    In response to a physician’s report resulting from either a Periodic Physical Examination or an Interim Medical Evaluation, OOMN may require additional medical information to assess an employee’s medical condition(s) before determining medical fitness to perform required duties. In these situations, OOMN will notify, in writing, both the employee and the Regional Office that additional services are required. These additional tests and evaluations are considered a continuation of the scheduled examination/evaluation.

    1. Additional FOH Services

      Either while still at the FOH clinic or subsequently, additional tests that are part of the regular services provided by FOH may be authorized by OOMN. For example, a review of a respiratory protection questionnaire may reveal an issue that requires spirometry. Costs associated with these FOH services will be covered by the National Office through the FOH agreement.

    2. Medical Specialist Opinions

      When a covered employee does not meet the established criteria for fitness for duty, but OOMN is unable to render a medical opinion as to detailed aspects of the employee’s fitness to perform his or her job functions, the employee and the Regional Office will be informed, in writing, that a specialist’s medical evaluation, limited to the area(s) of concern, is required. The employee must comply with the written notification from OOMN in a timely manner, usually within thirty (30) calendar days of employee receipt of the notification.

      1. Selection of Consulting physician

        When the need for additional medical information requires the use of a medical specialist, after consultation with OOMN regarding the appropriate specialty of the physician, the employee selects a qualified physician. The consulting physician should be board certified in the area of the potentially disqualifying condition (e.g., a cardiologist for cardiovascular conditions). The employee shall notify the Regional Office when an appointment has been scheduled.

      2. Payment for Consulting Physician and/or Additional tests

        Regional Offices are responsible for payment of the cost of medical specialist opinions and associated medical tests specified by OOMN. Additional testing requested by a consulting physician must be approved by OOMN prior to authorization for payment by the Agency. OOMN will approve payment only for testing that is necessary for determining fitness for duty. If additional tests are completed, but are NOT approved by OOMN, employees are responsible for payment. Employees should consult their administrative officers for guidance on how to arrange payment.

      3. Medical Specialist Opinion

        The medical specialist’s opinion will be used in reassessing the individual’s medical qualifications for duty and in determining if specific tasks can be safely performed (e.g. using a negative pressure respirator, carrying 40 lbs. of equipment, driving). This medical information may be shared with FOH Reviewing Medical Officers (RMOs) or other contracted medical professionals, if needed, for future medical clearances. OOMN will notify the employee and Regional Administrator (RA) or designee if there is any failure to meet medical requirements and will advise the RA regarding job restrictions as appropriate.

    3. Timelines

      When additional services are required, the employee must comply with the written notification from OOMN in a timely manner, usually within thirty (30) calendar days of employee receipt of the notification. Communication with OOMN is required to obtain an extension. If OOMN has not received pertinent additional medical information within the agreed upon time, notice will be sent to the RA or his/her designee so that appropriate administrative action may be taken.

  13. Incomplete Medical Examinations

    When components of a mandatory medical examination or any additional examination are not completed as requested, OOMN will notify the RA or designee that it is unable to render a medical opinion as to the fitness of the employee to perform his or her job functions. The RA or his/her designee will take appropriate administrative action to ensure that OSHA medical evaluations are completed.

  14. Accommodations

    NOTE: The use of the term “accommodation” in this directive does not refer to “reasonable accommodation” under the law. See DLMS-4 Chapter 306 Reasonable Accommodation for Employees and Applicants with Disabilities.

    1. Overview

      Upon notification that an employee does not meet one or more medical/physical requirements of his/her position, the Regional Administrator will consider an appropriate accommodation plan. The process of accommodating an employee involves job reassignment, job modification or job restriction. An employee’s job accommodation is designed to avoid the aggravation of an existing medical condition and to avoid placing an employee in an occupational situation that is unsafe due to the presence of one or more medical conditions. Only management may seek accommodation of employees under this program. Accommodation plans are proposed by RAs and are reviewed and concurred on by the National Office. Duty restrictions may be temporary, as in the case of a correctable condition, or they may be permanent. Accommodations for permanently restrictive conditions will be made on a case-by-case basis.

    2. Interim Work Restrictions

      In order to ensure that employees are not put at risk between the time they are found not to meet one or more medical/physical requirements of their positions and final accommodation, Regional Administrators shall consult with OOMN and put in place, within 10 working days of notification by OOMN, temporary working restriction(s) limiting work assignments and/or working conditions until accommodations are finalized.

    3. Regional/OOMN Consultation

      The affected employee's supervisor, Area Director, and/or RA shall confer with the OOMN physicians to determine what restrictions or limitations should be placed on an individual employee. This will ensure that restrictions and limitations are pertinent to currently assigned duties and potential future duties.

    4. Request for Accommodation

      The accommodation plan shall include the specific details describing how the employee will be accommodated (i.e., job restriction or job reassignment). The final terms of the accommodation plan proposals will be made by the RA. The RA shall forward the proposed accommodation plan to OOMN.

    5. Medical Review

      A physician in OOMN shall review the request to ensure that the terms of the accommodation plan are medically appropriate.

    6. Coordination of Accommodation Plan

      OOMN will coordinate review and concurrence of the accommodation plan with OSHA’s Human Resource Office, the Office of the Assistant Secretary, and the Director of Technical Support and Emergency Management. The purpose of the National Office review is to ensure national consistency of application. Accommodation requests will generally be reviewed on a monthly or bimonthly basis. OOMN will notify Regional Administrators when their accommodation plans are scheduled for review. In order to expedite resolution of issues, Regional Administrators or their designees will be invited to join the meeting

    7. Limited Duty

      This program does not change procedures that Area Offices are presently using to provide limited duty for an employee with a temporary condition such as a broken leg or pregnancy. If an adverse medical condition is correctable (e.g. hernia or high blood pressure), OSHA may require medical attention for that condition and establish a reasonable deadline by which time the condition must be corrected or controlled, in order to meet medical requirements.

  15. Worker' Compensation and other Employee Benefits

    None of the policies or procedures in this instruction affects existing employee options or benefits for disability retirement, Workers’ Compensation, and/or any other employment benefit programs.

  16. Medical Recordkeeping
    1. Custody of Medical Records

      Records of all evaluations provided under this program, whether mandatory or voluntary, are maintained by the OSHA Office of Occupational Medicine and are safeguarded in accordance with OPM, OSHA, and other Federal regulations (See OPM Regulations, 5 CFR 293, Subpart E (“Employee Medical File System Records”) and 29 CFR 1910.1020).

    2. Medical Records from FOH

      Upon completion of the physical examination or medical evaluation, FOH shall forward to the Office of Occupational Medicine each applicable employee’s complete medical record. The envelope shall be marked CONFIDENTIAL and the package shall include:

      1. Completed medical/occupational history forms including OSHA-179 form.

      2. Completed physical examination forms, including the OSHA-178 form.

      3. All laboratory, audiometric, visual, EKG, skin test and other medical test results.

      4. Chest X-ray (radiograph and interpretation).

      5. Pulmonary function test.

    3. Results of Periodic Physical Examination

      FOH should send each employee a copy of his/her medical examinations within two weeks of each examination or evaluation. If the employee does not receive a timely report, he/she should follow-up with the FOH Health Center where the examination was performed.

    4. Request for Medical Records or Current Employees

      1. Records Less than One Year Old. Medical records that are less than one year old may be obtained from the Federal Occupational Health Center at which the examination was conducted or from the Director of OOMN (see below).

      2. Records One Year Old or Older. Requests for copies of medical records that are more than one year old must be directed, in writing, to the Director of OOMN.

        1. Requests should include the following:

          • Dates of examinations for which records are being requested;

          • Full name and date of birth of the OSHA employee submitting the request;

          • Home address and phone number to allow for express mailing;

          • Work phone number; and

          • An original signature of the OSHA employee whose records are being requested.

        2. Requests may be directed to OOMN by mail or by fax:

          US Department of Labor – OSHA
          Office of Occupational Medicine - N3653
          200 Constitution Avenue, NW
          Washington, DC 20210
          Secure Fax: (202) 693-1647

    5. Request for Medical Records for Current Employees

      Hard copies of an OSHA employee’s records and records for former OSHA employees will be located in an Employee Medical Folder (EMF) and stored in the Federal Records Center operated by the National Archives and Records Administration (NARA) for a period of 30 years after employment in accordance with OSHA standard 20 CFR 1910.20.

  17. Payment for Costs Associated with this Program
    1. FOH Services

      Payment for all medical services at Federal Occupational Health (FOH) Clinics is made under the provisions of the Interagency Agreement between OSHA and FOH.

    2. Medical Specialist Opinions

      1. Regional Offices are responsible for payment of the cost of specialist medical opinions and medical tests requested by OOMN as necessary for fitness-for-duty decisions.

      2. Additional testing requested by a consulting physician must be approved by OOMN prior to authorization for payment by the Agency. OOMN will approve payment only for additional testing that is necessary for determining fitness for duty. If additional tests are completed, but are NOT approved by OOMN, employees are responsible for payment. Employees should consult their administrative officer for guidance on how to arrange payment.

    3. Vision Related Expenses

      1. Specialist Examinations. Costs for specialist vision examinations when requested by OOMN will be reimbursed by the Regional Office if no new corrective prescription is needed. If a new corrective prescription is needed, the cost of the examination and corrective eyewear will be the responsibility of the employee.

      2. Prescription Safety Glasses. Employees may apply to the Region to provide an allowance for prescription safety glasses.

    4. Hearing Aids

      Employees must pay for hearing aids.

    5. Travel Costs

      Employee transportation costs associated with this program will be paid as allowed in DOL Manual Series, Book 7 (DLMS-7), Travel Management.

  18. Responsibilities
    1. Regional Office

      RAs and Area Directors are responsible for:

      1. Implementing the OSHA Medical Examination Program mandated by this instruction.

      2. Ensuring that mandatory Periodic Physical Examinations, Interim Medical Evaluations, and requisite follow-up evaluations are completed in a timely manner. Periodic Physical Examinations and Interim Medical Evaluations should be scheduled within 30 calendar days of OOMN authorization and completed within 60 calendar days of OOMN authorization.

      3. Providing OOMN with annual updates of employees who receive mandatory medical evaluations, those who receive voluntary examinations, those who receive SCBA examinations, and those who have retired or separated since the last medical evaluation.

      4. Providing employees in the OSHA Medical Examination Program with appropriate forms to complete prior to their appointments at the FOH Health Centers.

      5. Notifying OOMN when the RA or his/her designee becomes aware of an employee exposure that reaches an action level of an OSHA standard or another occupational exposure of concern.

      6. Regional Administrators or their designees are encouraged to notify OOMN of hospitalizations, significant surgeries, or periods of medical restrictions exceeding one month, since these situations may indicate a need for alteration of duties and/or more frequent medical evaluations.

      7. Advising employees regarding the type of respirator (disposable filtering face piece, negative pressure, powered air-purifying (PAPR), SCBA, full-face or half-face) for which medical clearance is needed so that the employees can complete the Respirator Medical Evaluation Form accurately.

      8. Notifying individuals who have failed to meet medical requirements specified under this instruction and initiating appropriate administrative action, as needed, to safeguard employees, e.g. initiating a request for accommodation or reassignment. This will include putting in place, within 10 working days of notification that an employee does not meet the medical and/or physical requirements of their positions, appropriate temporary working restriction(s) limiting work assignments and/or working conditions until a permanent accommodation plan is approved.

    2. Office of Occupational Medicine

      The Directorate of Technical Support and Emergency Management (DTSEM) and the Office of Occupational Medicine (OOMN) are responsible for:

      1. Negotiating and securing the national contract to provide the medical examinations required under this program. DTSEM, as the Agency’s representative, shall resolve any problems that arise regarding the administration of the Federal Occupational Health contract.

      2. Providing Regional Office personnel with an annual list of employees who receive mandatory medical evaluations, those who receive voluntary examinations, and those who receive SCBA examinations and requesting that Regional personnel update the list as needed.

      3. Notifying Regional Office personnel when covered employees are authorized to complete their physical examinations and when employees must submit additional medical information to OOMN.

      4. Reviewing all medical opinions and test results for accuracy, consistency and applicability to medical clearance determinations.

      5. Advising employees of current medical conditions that may, if untreated, result in future failure to meet medical requirements.

      6. Reviewing requests and authorizing payment for additional specialist medical examinations or additional testing when needed for employee medical clearance decisions.

      7. Providing fitness-for-duty decisions to RAs in a timely manner.

      8. Reviewing RA requests for accommodation and providing medical recommendations to the RA and National Office reviewers regarding appropriate alteration of duties for each applicable employee.

      9. Ensuring that all procedures for review and handling of OSHA medical records are in accordance with 29 CFR 1910.1020 and 5 CFR 293, Subpart E. These requirements include the establishment and maintenance of a confidential storage and retrieval system for individual medical records.

      10. Maintaining a database that tracks the status of medical clearances for employees who fail to meet medical requirements.

      11. Ensuring that FOH abides by the interagency agreement.

      12. Participating in an annual evaluation of FOH service quality to improve the quality of FOH services obtained.

      13. Processing requests for copies of medical records (See Section XVI.D.)

    3. Directorate of Administrative Programs (DAP)

      1. DAP and the Human Resources Office is responsible for:

        1. Providing guidance and assistance to the Regions and DTSEM/OOMN for the administration of this program.

        2. Reviewing and concurring with accommodation plans under this directive.

      2. Providing Funds For Medical Services. DAP will make funds available:

        1. For the OSHA Medical Examination Program through an Interagency Agreement with FOH.

        2. To Regional Administrators for the cost of medical specialist opinions and medical tests approved by OOMN as necessary for fitness-for-duty decisions.

    4. Office of the Assistant Secretary (OAS)

      The OAS or its designee is responsible for reviewing and concurring with accommodation plans under this directive. In the event that the OAS or designee does not initially concur with a proposed accommodation plan, the OAS or designee is responsible for working with Regional Office personnel to develop an accommodation plan that is medically appropriate as well as consistent with other employee accommodations.

    5. Covered Employees

      Covered employees are responsible for:

      1. Completing the requirements of the Medical Examination Program in a timely manner and providing any requested additional medical information to OOMN in a timely manner.

      2. Providing requested medical specialist opinions within 30 days. When necessary, requesting an extension of time from OOMN.

      3. Notifying management of any situation in which the employee experiences an exposure that reaches an action level of an OSHA standard or another occupational exposure of concern.

      4. Completing all required forms and bringing them to the FOH Health Center on the day of the first appointment. Required forms include:

        • Periodic Physical Examinations: OSHA -178 and 179. Covered employees must complete the OSHA Medical Program – Employee History, OSHA-179, in its entirety. The OSHA Medical Program – Physician’s Report, OSHA-178, will be completed by the examining physical, but must be brought to the FOH Health Center along with the completed OSHA-179. See Appendix G.

        • Interim Medical Evaluations: FOH 22. All covered employees must complete the OSHA Respirator Medical Evaluation Questionnaire (FOH 22) through line 4 on page 7 except questions 10-15 on page 3. Those employees required to use a full-face respirator or SCBA must also complete questions 10-15 on page 3. The completed FOH 22 must be taken to the FOH Health Center on the day of the first appointment. See Appendix H.

      5. Notifying their supervisors and applicable clinic personnel at least 24 hours in advance if they are unable to attend the examination at the scheduled time.

      6. Notifying the Regional Office when a required appointment for a medical specialist opinion has been scheduled.

      7. Reporting concerns about the FOH examination procedure to the OOMN nurse coordinator.

      8. Payment for prescription eyewear and hearing aids:

        1. Eyewear. If the results of an OOMN requested specialist vision examination determine that a new corrective prescription is needed. (Employees may apply to the Region to provide an allowance for prescription safety glasses.)

        2. Hearing Aids. Employees will pay for hearing aids.

      9. Directing requests for medical records to the appropriate organization as defined in paragraph XVI of this instruction.

APPENDIX A
OSHA MEDICAL EXAMINATION PROGRAM: SINGLE AGENCY QUALIFICATION STANDARD
  1. Purpose.

    OSHA personnel conduct on-site inspections, on-site evaluations and/or on-scene emergency response functions at industrial establishments to observe and evaluate conditions to which employees are exposed. During these inspections, OSHA employees may be exposed to potentially hazardous situations and substances. The application of a single medical requirements standard to all affected employees ensures that the health of OSHA employees will be at a level that permits them to perform job-related assignments safely, effectively, and without hazard to themselves or others.

  2. Rationale for the Necessity of Physical Requirements.

    The following is a general description of the physical requirements of the positions affected by the OSHA Medical Examination Program.

    1. The duties of these positions require employees to perform under conditions that vary from sedentary to maximum exertion. Normal working conditions also require the employee to perform in a reliable manner under adverse conditions. Employees examine and report on potentially hazardous worksite conditions. This may include working at heights, underground, in confined spaces, in poorly lighted facilities, in emergency situations, and work in environments with chemical, physical, and biological hazards which are regulated by the OSH Act.

    2. Many of the hazards that OSHA employees may face are regulated by established OSHA standards which require the use of personal protective equipment and/or routine medical monitoring. The proper use of personal protective equipment requires an evaluation of the wearer’s ability to utilize the equipment safely and without adverse effect to the wearer’s health. Adverse conditions sometimes occur unexpectedly, while others are anticipated and appropriate steps can be taken in an orderly and controlled manner to protect oneself and safely leave the hazard area.

  3. Medical Examinations.

    1. Before assuming duty and routinely during employment, applicants and employees in affected positions must undergo a medical examination and be physically and medically capable of performing the essential duties of the position efficiently and without hazard to themselves or others.

    2. Routine medical evaluations serve to monitor the employee’s health status to ensure that he or she maintains physical capabilities to meet the qualifications of his/her position. In addition, routine medical surveillance uncovers conditions which may develop as a result of occupational exposures which have long latency periods for symptom development.

    3. Failure to meet the physical and medical requirements of Pre-placement Examinations will be considered to disqualify an employee for a covered position.

    4. Failure to meet the physical and medical requirements of Periodic Physical Examinations will be considered disqualifying, except when there is sufficient evidence that individuals can perform the essential functions of the job efficiently and without risk to themselves or others, with or without appropriate accommodation.

  4. Medical Examination Parameters.

    1. Vision.

      1. Physical Requirement. Distant visual acuity must be at least 20/40 in each eye separately, with or without corrective lenses. Distant binocular acuity must be at least 20/40 with or without corrective lenses. Near visual acuity must be at least 20/40 in each eye separately, with or without corrective lenses. Near binocular acuity must be at least 20/40 with or without corrective lenses. Field of vision must be 85 degrees in the horizontal meridian in each eye. The ability to distinguish the colors red, amber, and green is required for the Pre-placement examination.

      2. Work Activity. Routinely assigned to areas where: the reading of comprehensive literature is necessary; both near and far visual acuity are necessary for hazard recognition; potentially life- threatening environments exist (therefore, accurate reading of personal protective equipment labeling is required); color coded warning signs represent hazardous conditions; routine utilization of finely calibrated equipment.

      3. Rationale. OSHA employees inspect workplaces where potential safety and health hazards exist or can spontaneously occur. Once these hazards occur, inspection personnel must be capable of determining what actions are appropriate in order to safeguard the safety and health of themselves and others. These actions will always require both near and far visual acuity. For example, employees may need to quickly ascertain the condition of a respirator for use in the case of an emergency egress situation. (This requires reading finely calibrated air gauges.) While making routine inspections, a compliance officer may encounter situations where full field of vision will be necessary in order to avoid a serious accident. For example, while working on high scaffolding, it may be necessary to rapidly descend. Normal field of vision is necessary to perform this activity safely.

    2. Hearing.

      1. Requirement. Average hearing loss in the better ear cannot be greater than 40 decibels at 500 Hz, 1,000 Hz, and 2,000 Hz, with or without a hearing aid.

      2. Work Activity. Covered employees are routinely assigned to areas where a broad spectrum of physical hazards exists, including environmental noise levels above 90 decibels.

      3. Rationale. It is important that a covered employee maintain adequate auditory acuity to communicate and give instructions in a noisy environment. During the course of daily activities, it is important for employees to hear instructions and communications in order to ensure safety. A greater than 40 decibel loss of auditory acuity in the speech frequencies in the better ear may interfere with the employee’s ability to communicate under noisy conditions.

    3. Musculoskeletal.

      1. Requirement. Employees must have: The functional use of both hands, arms, legs, and feet; No impairment of the use of a leg, a foot, an arm, a hand, the fingers, back or neck which would most likely interfere with the functional requirements of this position; No established medical history or clinical diagnosis of rheumatic, arthritic, orthopedic, muscular, neuromuscular, or vascular disease which would interfere with the ability to perform the functional requirements of this position.

      2. Work Activity. A covered employee is required to perform moderate lifting, carrying, walking and standing. A covered employee will routinely be required to ascend or descend heights in order to safely egress from a potentially hazardous area. During routine activities, a covered employee must carry portable scientific equipment.

      3. Rationale. It is imperative that a covered employee have no impairment of the hands, arms, legs, feet, back or neck which would prevent performing the functional requirements of moderate lifting, carrying, reaching above the shoulder, standing, walking and climbing. An established medical history of arthritis or muscular pathology that would interfere with these functional requirements could cause a potentially hazardous situation in the workplace.

    4. Cardiopulmonary.

      1. Requirement. No current clinical diagnosis of myocardial infarction, angina pectoris, coronary insufficiency, atherosclerosis, thrombosis, or any other cardiovascular or cardiopulmonary disease that would likely cause syncope, dyspnea, collapse, or cardiac failure. No established medical history or clinical diagnosis of cardiac or respiratory dysfunction likely to interfere with the ability to wear a respirator.

      2. Work Activity. A covered employee will routinely be required to: perform moderate lifting, carrying, walking and standing; ascend or descend heights in order to safely egress from a potentially hazardous area; wear a negative pressure air-purifying respirator; operate a motor vehicle, including a 4- wheel drive vehicle.

      3. Rationale. Since covered employees may need to rapidly egress from heights or depths, it is imperative that no established medical history of significant cardiac or pulmonary disease exists. It is known that carrying heavy equipment while ascending or descending great heights places an excess burden on the cardio-pulmonary system. Therefore, it is imperative that the cardio-vascular system be without significant pathology. Since a covered employee is required to wear a negative pressure respirator, it is imperative and required by OSHA standard 1910.134 that a physician medically qualifies the employee to wear such a respirator. It is known that pre-existing cardiac or respiratory disease can prevent an individual from wearing such a respirator.

    5. General Medical.

      1. Requirement. No diagnosis of a medical condition that is likely to cause significantly impaired performance or sudden incapacitation, e.g. uncontrolled seizures, use of prescription medication that causes significant sedation, or other significant impairment. When the consensus expert opinion in OOMN determines that, for a given individual, the sedative properties of that employee's required medication poses an unacceptable risk, the employee will not receive full medical clearance. Appropriate job restrictions will be considered. This does not apply to use of over-the-counter medications.

      2. Work Activity. Covered employees work in locations with known physical, chemical and biological hazards. Covered employees often work alone in isolated locations, may be required to work at heights, and often drive for long periods of time in the course of their duties.

      3. Rationale. Covered employees must work in an environment where sudden incapacitation might endanger themselves or others. Therefore, covered employees must be free of known medical conditions that are anticipated to cause significantly impaired performance or sudden incapacitation.

APPENDIX B
MEDICAL EVALUATION REQUIREMENTS OF OSHA STANDARDS

Certain OSHA standards have medical surveillance requirements at prescribed intervals. For example, the Occupational Hearing Conservation standard (29 CFR 1010.95) requires an annual audiogram for employees who experience occupational noise exposure at or above the action level of an 8-hour time-weighted average of 85 decibels. For most hazard exposures for which the standard requires periodic medical surveillance, medical surveillance is required on an annual basis and thus will exceed the standard frequency of the Periodic OSHA medical examinations which occurs at three-year intervals.

Following are brief summaries of the medical surveillance/medical monitoring requirements for each standard, as they might pertain to the duties of OSHA covered employees. These summaries do not include specific details from the standards such as on which organ systems the physician or licensed healthcare provider must focus when obtaining the medical histories or performing the physical examinations.


Acrylonitrile 29 CFR 1910.1045: For exposures to acrylonitrile at or above the action level of 1 ppm as an 8-hour time-weighted average, this standard mandates a medical and work history and a complete physical examination, a 14 x 17 inch postero-anterior chest radiograph and a fecal occult blood test for employees 40 years of age or older at the time of the work assignment and at least annually thereafter if the exposure continues. The standard denotes organ systems and non-specific symptoms to which particular attention is to be paid during the taking of the histories and performance of the physical examination.

Asbestos (Construction and Shipyards) 29 CFR 1926.1101(m) and 29 CFR 1915.1101(m): These standards require a medical and work history, physical examination, pulmonary function test at least annually for exposures at or above the Permissible Exposure Limit (PEL) for 30 or more days a year or exposed above the Excursion Limit.

Asbestos (General Industry) 29 CFR 1910.1001: When exposed at or above the PEL or above the Excursion Limit, the employee is required to complete a standardized questionnaire (from Appendix D of the standard) and have a physical examination annually. A posteroanterior view chest radiograph of 14 X 17 inches is to be done based on length of employment and age of the employee. This film is to be read by a B-reader.

Benzene (General Industry, Construction and Shipyards, respectively) 29 CFR 1910.1028, 29 CFR 1926.1129, 29 CFR 1015.1028: For employees exposed at or above the action level for 30 or more days per year or at or above the PEL for 10 or more days per year, these standards require initial and annual medical and work histories and physical examinations and a complete blood count with differential and quantitative platelet count. Employees who must wear respirators 30 or more days per year are required to have a pulmonary function test at least every 3 years under these standards.

1,3-Butadiene 29 CFR 1910.1051: Employees exposed at or above the action level for 30 or more days per year or at or above the PEL on 10 or more days per year or at or above the Short-term Exposure Limit (STEL) on 10 or more days per year should have an annual health questionnaire (from Appendix C of the standard or its equivalent), an annual complete blood count with differential and platelet count, and a physical examination at least every 3 years. The physical examination should be done more often if advised by the physician or other licensed healthcare professional (PLHC) who reviews the questionnaire and the results from the blood test.

Cadmium (General Industry, Construction, Shipyards and Agriculture, respectively) 29 CFR 1910.1027, 29 CFR 1026.1127, 29 CFR 1915.1027 and 29 CFR 1928.1027: Employees who experience exposure to Cadmium at or above the action level for 30 or more days during any 12 consecutive months should have medical surveillance provided at the intervals required under the standards. Surveillance includes initial and periodic medical and work histories and examinations, chest radiographs, pulmonary function tests, blood tests, urinalysis and biological monitoring tests which include urine test for cadmium and Beta-2 microglobulin and a blood test for cadmium. The first periodic medical surveillance shall be provided within one year after the initial examination and then, at a minimum, biennially.

Carcinogens 29 CFR 1910.1003, 29 CFR 1926.1103, 1915.1003: This group of standards for general industry, construction and shipyards, respectively, require an annual medical and work history and physical examination for employees who must enter, as part of their assigned work, regulated areas at worksites where any of the 13 chemicals identified as carcinogens are manufactured, processed, repackaged, released, handled or stored.

Chromium (VI) (General Industry, Construction and Shipyards, respectively): 29 CFR 1910.1026, 29 CFR 1926.1126, 29 CFR 1915.1026: These standards require initial and annual medical history and physical examination for employees with exposure at or above the action level for 30 or more days per year.

Coke Oven Emissions 29 CFR 1910.1029: For employees who are in the regulated area for at least 30 days per year, the employer shall provide initial and annual medical and work histories, a postero-anterior view chest radiograph, a pulmonary function test, weight, physical examination of the skin, a urinalysis and urine cytology test.

Compressed Air 29 CFR 1926.803: Medical surveillance requirements for this standard were not included in this summation because it is unlikely that OSHA covered employees will enter a compressed air environment.

Cotton Dust 29 CFR 1910.1043: This standard requires annual medical surveillance for employees exposed above the action levels set for cotton dust. Biennial surveillance is required for those employees exposed below the action levels. The surveillance consists of a medical history plus a questionnaire from Appendix B of the standard and pulmonary function testing. Surveillance frequency is increased to every six months for employees with specific pulmonary function test findings described in the standard.

1,2 Dibromo-3-chloropropane (DBCP) (General Industry, Construction and Shipyards) 29 CFR 1910.1044, 29 CFR 1926.1144, 29 CFR 1915.1044: initial and annual medical and work histories, physical examination, blood serum test for FSH, LH, total serum estrogen (in female employees) and a sperm count (in male employees) are required for employees who work in regulated areas with occupational exposure to DBCP.

Ethylene Oxide 29 CFR 1910.1047, 29 CFR 1926.1147 (General Industry and Construction): For employees exposed at or above the action level for 30 or more days per year, the standards require initial and annual medical and work histories, physical examinations and a complete blood count with differential.

Formaldehyde (General Industry, Construction and Shipyards): 29 CFR 1910.1048, 29 CFR 1926.1148, 29 CFR 1915.1048 – The standards require medical and work histories initially and annually and physical examinations at the discretion of the physician based on review of the medical history of employees with exposure to formaldehyde at or above the action level or exceeding the STEL. An annual physical examination is mandated for those employees who are required to wear a respirator. This evaluation must include a yearly pulmonary function test.

Hazardous Waste Operations and Emergency Response (General Industry and Construction) 29 CFR 1910.120, 29 CFR 1926.65: The standard requires an annual or biennial medical and work history and physical examination for employees exposed to hazardous substances at or above the PEL, or if there is no PEL, at or above the published exposure levels for 30 or more days a year.

Inorganic Arsenic (General Industry, Construction and Shipyards) 29 CFR 1910.1018, 29 CFR 1926.1118, 1915.1018: For employees with exposure above the action level for 30 or more days per year, an initial and annual medical and work history and physical examination. The examination shall include a postero-anterior view chest radiograph of 14 X 17 inches in size.

Lead (General Industry and Shipyards) 29 CFR 1910.1025, 29 CFR 1915.1025: These standards require medical surveillance for employees exposed above the action level for more than 30 days per year. The minimum requirements, if the blood lead level is less than 40 µg/100 g, include: ZPP and blood lead levels every six months, initial and annual medical and work history, physical examination, the aforementioned blood tests plus a hemoglobin and hematocrit, red blood cell indices, a peripheral blood smear with analysis of morphology, BUN, creatinine, urinalysis with microscopic examination.

Lead (Construction) 29 CFR 1926.62: This standard requires an initial ZPP and blood lead level for any employee who will be exposed on any day to lead at or above the action level. It also requires medical surveillance for employees exposed at or above the action level for more than 30 days in any consecutive 12 months. The minimum medical surveillance consists of an annual medical and work history; physical examination plus tests including the blood lead level and ZPP; a hemoglobin, hematocrit, red blood cell indices; analysis of a peripheral blood smear for morphology; BUN, creatinine, and urinalysis with microscopic examination. The blood lead level and ZPP are to be repeated every 2 months for the first six months and then every 6 months if the blood lead level remains below 40 µg/dl. For employees whose blood lead levels are at or above 40 µg/dl, the frequency of required tests is stated in the standard.

Methylene Chloride (General Industry and Construction) 29 CFR 1910.1052, 29 CFR 1926.1152: Periodic medical surveillance is required for employees with exposures at or above the action level on 30 or more days per year or above the PEL on 10 or more days per year or above the STEL on 10 or more days per year or through employee request after a physician finds health conditions for which methylene chloride exposure puts the employee at increased risk. The medical surveillance consists of annual updates of medical and work histories and, for employees 45 years of age or older, annual physical examinations; employees less than 45 years of age are to have physical examinations every 36 months.

Methylenedianiline (General Industry and Construction) 29 CFR 1910.1050, 29 CFR 1926.60: These standards require medical surveillance for employees with exposures at or above the action level for 30 or more days per year or dermal exposure for 15 or more days per year. The surveillance includes annual medical and work histories for issues pertinent to methylenedianiline exposures, physical examination, blood tests for liver functions, and a urinalysis. Medical surveillance is required for emergency exposures.

Occupational Noise Exposure 29 CFR 1910.95: This standard requires surveillance for noise-induced hearing loss. The surveillance consists of a baseline and annual audiogram for employees with noise exposure at or above an 8-hour TWA of 85 decibels. If the annual audiogram shows a standard threshold shift, the employer may have the audiogram repeated within 30 days.

Respiratory Protection (General Industry and Construction) 29 CFR 1910.134, 29 CFR 1926.103: These standards require administration and evaluation of a mandatory medical questionnaire prior to fit testing or respirator use. If any of the answers to questions 1 to 8 in Part A, Section 2 of the questionnaire are positive, a medical examination is required. There is no mandated periodicity for use of a respiratory questionnaire or medical examination. The standards state situations that trigger the requirement for repeat medical evaluations for respirator use.

Vinyl Chloride (General Industry and Construction) 29 CFR 1910.1017, 29 CFR 1926.1117: According to these standards, employees exposed in excess of the action level are required to have a medical and work history, a physical examination, blood tests for total bilirubin, alkaline phosphatase, SGOT, SGPT and GGT on an annual basis, and every six months if over 10 years of exposure. Each employee exposed in an emergency shall be afforded appropriate medical surveillance.

APPENDIX C
PROTECTING EMPLOYEE HEALTH AND SAFETY

The primary goals of the OSHA Medical Examination Program are to determine fitness-for-duty and to provide medical surveillance for occupational exposures, as indicated. The intent of this Program is to assure that OSHA covered employees are physically able to safely perform assigned duties. In addition, the Program provides limited health promotion services that do not replace the need for personal health care. Employees are encouraged to share examination results with their personal physicians.

Annual Evaluations. All covered employees will receive annual medical evaluations (either in the form of a Periodic Physical Examination or an Interim Medical Evaluation) that include, at a minimum, medical surveillance for noise and medical clearance for respirator use. Employees’ occupational exposures that may require additional medical procedures/evaluation, for example, prior silica or asbestos exposure warranting chest x-ray with B-reading, are evaluated as part of the Periodical Physical Examination and whenever management reports to OOMN a potential exposure that reaches an action level of an OSHA standard or another occupational exposure of concern. The periodicity of these examinations and evaluations aims to improve the timeliness of medical evaluations and of any accompanying recommendations for alterations in duty, designed to protect employees.

Periodicity. This Program also reduces unnecessary testing for employees who are not likely to benefit from annual, in-depth medical examinations, while maintaining and updating recommended health safeguards. Unnecessarily frequent examinations may lead to false positive results, additional unnecessary testing, anxiety and cost. The age-based frequency for completing comprehensive physical examinations in this Program is consistent with current occupational medicine practices. No other federal agency is known to currently perform annual comprehensive physical examinations for all employees in medical programs. However, when clinically indicated for OSHA covered employees with significant health conditions, the frequency of medical screening will be adjusted, and some employees with continue with comprehensive annual physical examinations. See the Table, below, for frequencies of physical examinations conducted on inspectors in other federal agencies.

Regulatory Requirements: The implementation of an annual interim examination that includes a hearing conservation program in accordance with the Occupational Noise Exposure standard 29 CFR 1910.95, annual medical clearance for respirator usage (29 CFR 1910.134), and interim tuberculosis screening according to need ensures that all covered employees receive appropriate occupational medical surveillance. Because OSHA employees are not reasonably anticipated to encounter other occupational hazards that meet action levels for medical surveillance, they are not required or recommended to receive additional annual medical surveillance.

Preventive Medical Services: The schedule of physical examinations in the OSHA Medical Examination Program is also consistent with current public health standards of practice for preventive medical services. Public health guidelines that address periodicity recommendations for the general public no longer recommend an annual comprehensive medical history and physical examination. In 1984, the US Public Health Service commissioned the United States Preventive Services Task Force (USPSTF) to develop recommendations for clinicians on the appropriate use of preventive services such as examinations, screening tests, counseling, chemoprophylaxis and immunizations (http://www.ahrq.gov/clinic/uspstfix.htm#pocket). The latest USPSTF recommendations and a medical literature search were referenced to ensure that currently recommended preventive medicine services are included in the OSHA Medical Examination Program described in this directive. The updated periodicity recommendations for medical evaluations in this directive address many, but not all, public health recommendations for preventive medical services. Recommended preventive services not covered by the OSHA Medical Examination Program should be obtained through each employee’s personal health care provider.

Interval (in years) Between Full Medical Examinations
for Federal Field Inspectors
by Age and Job Title

AGE OSHA Inspectors1 MSHA Mine Inspector (not mine rescue)2 EPA Clean Air Inspector2 FDA4 Consumer Safety Officer Investigator5 DOI Surface Mining Reclamation Specialist6
<50 3 3 2 Not required 3
50 - 64 2 3 2 Not required 3
=> 65 1 3 2 Not required 3

1 OSHA. Occupational Safety and Health Administration. OSHA Medical Examination Program, 2009.

2 MSHA. Mine Safety and Health Administration. Administrative Policy and Procedures Manual, Volume IV, Chapter 1000, 2005.
  MSHA. Mine Safety and Health Administration. Personal communication: appropriate OSHA manager and Occupational Physician. (5/14/08)

3 EPA. Environmental Protection Agency, Order number 1460.1. Occupational Medical Surveillance Program. 1996.
  EPA. Environmental Protection Agency. Personal communication: Dallas Regional Office Health and Safety (6/08), Chief of EPA SHEMD Policy Programs and Oversight Branch. (7/3/08)

4 FDA Consumer Safety Officer Inspectors who use respirators are required to have federal occupational health medical evaluations for respirator use at 1-3 year intervals. This includes a questionnaire, vital signs, and pulmonary function tests. Using a respirator is not mandatory.

5 FDA Food and Drug Administration. Statement of Physical Ability to Perform CSO and CSI Duties: Instructions to Agency. 1998.
  FDA. Personal interview with Supervisory Consumer Safety Officer, New England Area, and the FDA Office of Regulatory Affairs Safety and Occupational Health Manager, Rockville, Md. (7/3/08)

6 DOI. Department of Interior. Individual Occupational Requirements for GS-1801: Surface Mining Reclamation Specialist. Operating Manual for Qualification Standards for General Schedule Positions. IV-B. 225, 1998
  DOI. Department of Interior. Personal communication with Assistant Director, Finance and Administration Directorate, Land and Minerals Management, (6/30/08).

APPENDIX D
COMPONENTS OF MEDICAL EXAMINATIONS

(Based on the Office of Personnel Management
Single Agency Qualification Standard)

  1. General. The medical examination required herein will be conducted by a physician experienced in occupational medicine, preferably by a physician who is a member of the American College of Occupational and Environmental Medicine. The examining physician or institution will provide special instructional material (such as necessary fasting periods or special eating instructions) to OSHA management which will in turn provide this information to the examinee prior to the Periodic Physical Examination.

  2. Medical History. Review of the employee’s history must be conducted in regard to personal and family medical history and a work history including occupational exposures to chemical and physical hazards.

    1. Required Forms. Covered employees shall complete either the OSHA Medical Program – Physician’s Report (OSHA-179) and OSHA Medical Program – Employee History (OSHA-178) or the OSHA Respirator Medical Evaluation Questionnaire (Mandatory) (FOH-22) and provide them to the physician prior to the examination. Both are multi-page forms for recording the affected OSHA employee’s medical and occupational history.

    2. Discussion with Physician. There shall be an examining room discussion between the employee and the physician regarding medical history, with special attention given to the questionnaire on hazardous occupational exposures.

  3. Specific Examination Tests and Requirements. The physical examination should include, but not be limited to, a review of the following: head and neck, including visual tests, an examination of the eyes, ears, nose and throat, an examination of the respiratory, cardiovascular and central and peripheral nervous systems, an examination of the abdomen, a voluntary examination of the rectum and genito-urinary system, an examination of the spine and other musculoskeletal systems, and an examination of the skin. Specific tests/measurements to be obtained include:

    1. Height and weight.

    2. Temperature, pulse, respiration rate, blood pressure.

    3. Eye examination, including:

      1. Visual acuity, near and far.

      2. Accommodation.

      3. Field of vision.

      4. Fundoscopic exam.

    4. Cardiopulmonary evaluation, which shall include the following:

      1. Resting twelve-lead electrocardiogram with interpretation.

      2. Pulmonary Function Evaluation:

        1. FVC, FEVI, FEVI/FVC ratio.

        2. Permanent record of flow curves must be included in the patient's report.

      3. Tuberculin skin test (TST) - a 2-step TST for all Pre-placement examinations. A TST offered yearly to employees who have had on-the-job exposure to active TB.

      4. Chest X-ray (PA) 14 x 17 inches

        1. Required for all Pre-placement examinations.

        2. Unless an employee's occupational exposure (see Appendix B) reaches the action level at which medical surveillance is required, follow-up chest x-rays are voluntary. Chest X-rays and B-read examinations will be offered at the 10 year anniversary of employment, then every 6-10 years, depending on exposure history.

    5. Comprehensive laboratory profile, including:

      1. Urinalysis (including microscopic if indicated).

      2. Fecal occult blood test - optional unless employee has had exposure at or above the action level to Acrylonitrile (see Appendix B and 1910.145).

      3. CBC (complete blood count).

      4. Test groups (done after 12-hour fast):

        1. Chloride
        2. Sodium
        3. Glucose
        4. Blood urea nitrogen
        5. Creatinine
        6. LDH, AST, GGT, ALT
        7. Alkaline phosphatase
        8. Bilirubin
        9. Total protein
        10. Albumin and globulin
        11. Lipid Panel, including Triglycerides
        12. Potassium
        13. Calcium
        14. A blood lead when there is a history of lead exposure within the last 12 month
    6. Audiometric Testing will be done in accordance with the OSHA Hearing Conservation Program, PER 04-00-005, 06/23/08.

  4. Tests and Requirements for Examinations/Evaluations. See Table 1 for a delineation of the specific tests and requirements of the Pre-placement Examination, the Periodic Physical Examination, the Interim Examination, the Voluntary Physical Examination, and the special requirements associated with SCBA medical clearance.

Table 1

Elements of Physical Examinations and Medical Evaluations

  Pre-placement Examination Periodic Physical Examination (PPExam) Interim Medical Evaluation7 SCBA Clearance8
Questionnaire        
OSHA Medical Program - Physician's Report (OSHA - 178) Required Required    
OSHA Medical Program - Employee History (OSHA - 179) Required Required9    
OSHA Respirator Medical Evaluation Questionnaire (FOH-22)     Required Required if > 6 months since
Test/Evaluation        
Height Required Required    
Weight Required Required    
Temperature Required Required    
Pulse Required Required    
Respiration rate Required Required    
Blood Pressure Required Required Required  
Eye examination, including:        

Visual acuity, near and far

Required Required    

Accommodation

Required Required    

Field of Vision

Required Required    

Fundoscopic exam

Required Required    

Color Vision

Required      
Cardiopulmonary evaluation, which shall include the following        

Resting twelve-lead electrocardiogram with interpretation

Required Required    

Pulmonary Function Evaluation (spirometry)

Required Required Required if clinically indicated10 Required if clinically indicated4

FVC, FEVI, FEVI/FVC ratio

Required Required    

Permanent record of flow curves must be included in the patient's report

Required Required    

Exercise Stress Test

  May be required11   Required5
Tuberculin skin test (TST)        

1st step TST

Required      

2nd step TST

Required      
Chest X-ray (PA) 14 x 17 inches Required Voluntary12    

Chest X-ray B-read

  Voluntary6    
Comprehensive laboratory profile Required Required    

Fecal occult blood test

       

CBC

       

Test Groups including, but not limited to:

       

Lead

       
Audiometric Testing Required Required Required  
         

7 Abnormalities discovered during this abbreviated examination may warrant a comprehensive physical examination. Therefore, a full Periodic Physical Examination may be performed as directed by an OOMN physician.

8 These tests are in addition to the requirements of the Periodic Physical Examination or Interim Medical Evaluation that is being performed simultaneously with the SCBA clearance.

9 Everyone must answer all questions except items 10-15 on page 3. Those seeking SCBA clearance must complete all items.

10 Spirometry is required for employees 60 years of age or older and for those with asthma. Other clinical indications may also warrant spirometry testing.

11 Exercise Stress Tests are required for those age 40 or older and for others as clinically indicated.

12 A periodic chest x-ray and associated B-read are voluntary unless required for surveillance of an employee's occupational exposure (see Appendix B for frequency).

APPENDIX E
PRE-PLACEMENT EXAMINATION
  1. Pre-placement Examination.

    The Pre-placement Examination described in this instruction is mandatory for all individuals seeking employment in positions whose duties entail possible exposures to chemical, physical, or biological hazards (see paragraph VIII of this instruction). All new hires are required to meet the medical requirements specified in this instruction.

    Pre-placement Examinations are required for current employees who apply for and are selected for one of the covered positions under this Program.

  2. Failure to Meet Requirements. Failing to meet the physical and medical requirements of this Program shall be considered disqualifying, i.e. the individual does not meet the qualification requirements of the position.

  3. Scheduling. The Pre-placement Examination will be scheduled at the direction of the Regional Administrator or designee.

    1. The Regional Administrator or his/her designee shall contact OOMN to initiate a Pre-placement Examination.

    2. Each region is to coordinate the Pre-placement physical examinations of applicants who are located within its boundaries whether the candidate is to be hired by that Region or another.

    3. These examinations for current OSHA employees should be scheduled during the employee’s normal working hours.

  4. Elements of Examination. The Pre-placement Examination will include a medical history, occupational and exposure histories, a physical examination and other medical tests as noted in Appendix D, Table 1.

  5. Location of Examination. All Pre-placement Examinations will be done at a U.S. Public Health Service, Federal Occupational Health (FOH) Center.

  6. Cost of Examination. Examinations will be provided free of charge to the applicant. If a medical specialist’s opinion is needed in order to determine fitness-for duty, the costs associated with obtaining this medical opinion will be the responsibility of the applicant.

  7. Records Management. In addition to the Records Management policies and procedures established in paragraph XVI of this instruction, the following policies and procedures apply to Pre-placement physicals.

    1. The results of all examinations provided under this program are the property of the Office of Personnel Management (OPM) and will be safeguarded in accordance with the OPM regulations that all government agencies must follow to protect access to employee medical records. (See OPM regulation 5 CFR 293, Subpart E.) Additionally, the Director of the OSHA Office of Occupational Medicine is responsible for assuring that all procedures for review and handling of medical records are in accordance with OSHA standard 20 CFR 1910.20, "Access to Employee Exposure and Medical Records."

    2. If the applicant is not hired into the position, his or her records will be retained by the Agency for the duration of the time period necessary for National Office review, plus an additional year. If no legal or administrative challenges are made regarding the Agency’s handling of the file, the file will be retained in a secured central location within the Office of Occupational Medicine and will be destroyed after the one-year retention period. A log detailing the location and disposition of the records will be maintained by the Office of Occupational Medicine.

APPENDIX F
COMPREHENSIVE REFERENCE LIST
  1. American Academy of Audiology Task Force. Position Statement: Preventing Noise-Induced Occupational Hearing Loss. American Academy of Audiology, 2003.

  2. American Academy of Ophthalmology Preferred Practice Patterns Committee: Preferred Practice Pattern Guidelines. Comprehensive Adult Medical Eye Evaluation. American Academy of Ophthalmology, 2005.

  3. American Academy of Orthopedic Surgeons Research and Scientific Affairs Department: Osteoarthritis of the Knee: A Compendium of Evidence-Based Information and Resources. American Academy of Orthopedic Surgeons. 2004.

  4. American College of Rheumatism. Recommendations for the Medical Management of Osteoarthritis of the Hip and Knee. Vol. 43, No. 9, Sept. 2000. 1905-1915.

  5. American Medical Association. Medical Evaluations of Healthy Persons. Council on Scientific Affairs. JAMA 1983 Mar 25; 249 (12): 1626-1633.

  6. Ashley EA, Raxwal V, Froelicher V. An evidence-based review of the resting electrocardiogram as a screening technique for heart disease. Progress in Cardiovascular Diseases, Vol. 44, No. 1, (July/August) 2001: 55-67.

  7. Department of the Interior. Individual Occupational Requirements for Surface Mining Reclamation Specialist. Operating Manual for Qualification Standards for General Schedule Positions. IVB. 1999, 225.

  8. Environmental Protection Agency. Order number 1460.1. Occupational Medical Surveillance Program. 1996.

  9. Food and Drug Administration. Statement of Physical Ability to Perform CSO and CSI Duties: Instructions to Agency. 1998.

  10. Lesho E, Gey D, Forrester G, Michaud E, Emmons E, Huyche E. The low impact of screening electrocardiograms in healthy individuals: A prospective study and review of the literature. Military Medicine; Jan 2003; 168, 15-18.

  11. Macfarlane PW, Norrie J. The value of the electrocardiogram in risk assessment in primary prevention: Experience from the west of Scotland Coronary prevention study. Journal of Electrocardiology. 40 (2007) 101-109.

  12. Mining Safety and Health Administration. Administrative Policy and Procedures Manual, Volume IV, Chapter 1000, 2005.

  13. The National Eye Institute, National Institute of Health. National Eye institute Statements: Detection of Glaucoma. 2007.

  14. National Heart, Lung, and Blood Institute. National Institute of Health. Seventh Report of the Joint National Committee on Prevention, Detection, Evaluation, and Treatment of High Blood Pressure, Hypertension 2003. 42: 1206-52.

  15. National Heart, Lung, and Blood Institute, National Institute of Health, National Cholesterol Education Program. High Blood Cholesterol: What You Need to Know. 2005. (Pub. no. 05-3290).

  16. Office of Personnel Management. Single Agency Qualification Standard: Compliance Safety and Health Officer. 12/24/85.

  17. OSHA Instruction PER 04-00-005, Hearing Conservation Program. 6/23/08.

  18. OSHA Instruction PER 04-00-005, OSHA Medical Examination Program. 8/22/09.

  19. Thompson JS, Gibbs JO, Reda DJ, McCarthy M Jr, Wei Y, Giobbie-Hurder A, Fitzgibbons RJ Jr. Does delaying repair of an asymptomatic hernia have penalty? Am J Surg. 2008 Jan; 195 (1): 89-93.

  20. U.S. Preventive Services Task Force. Guide to Clinical Preventive Services, 2nd and 3rd eds. International Medical Publishing, 2002.

  21. U.S. Preventive Services Task Force. Screening for Coronary Heart Disease. Agency for Healthcare Research and Quality. 2004.

APPENDIX G
PRE-PLACEMENT & PERIODIC PHYSICAL EXAMINATION FORMS

Each employee shall complete the OSHA Medical Program – Employee History (OSHA-178) as part of the Periodic Physical Examination.

Candidates for covered positions shall also complete the OSHA Medical Program – Employee History (OSHA-178).

The completed OSHA-179 and a copy of the OSHA Medical Program – Employee History (OSHA-178) shall be presented at the FOH Health Center at the time of the first appointment.

For the current version of these forms refer to the OSHA Medical Examination Program webpage at http://intranet.osha.gov/dts/LAP/dts/oom/medicalexam_program.html.

APPENDIX H
OSHA RESPIRATOR MEDICAL EVALUATION QUESTIONNAIRE
(FOH-22, APRIL 2009)

Each employee shall complete the OSHA Respirator Medical Evaluation Questionnaire (FOH22) as part of the Interim Medical Evaluation.

  • All employees complete the FOH-22 through the first 4 lines of page 7, except questions 10-15 on page 3, and bring it to the FOH Health Center on the day of the first appointment.

  • Employees required to use a full-face respirator or SCBA must complete the entire respirator questionnaire (FOH-22) including questions 10-15 on page 3.

For the current version of this form refer to the OSHA Medical Examination Program webpage at http://intranet.osha.gov/dts/LAP/dts/oom/medicalexam_program.html.