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Privacy and Security Notice

Administrative Manual - 103 Environment, Health and Safety Policy

103.02 Medical Services Program

  1. GENERAL
    1. The primary purpose of the JSA/JLab Medical Services Program is to protect employees against health hazards in their work environments through the application of occupational health principles.
    2. Physical examinations are provided for all JSA regular term, and Commonwealth of Virginia employees. Subcontract employees and visitors are permitted access to JSA/JLab's medical services program for first aid and emergency services.
    3. A first-aid station is maintained in the Clinic, Support Service Center Building (No. 28), Room 22D, to treat injuries and minor emergencies. A nurse is on duty from 8:00 a.m. to 12:00 noon and 1:00 p.m. to 5:00 p.m., Monday through Friday, except holidays. In emergencies the nurse may be paged during clinic hours at 680-7539. A physician is on site twelve hours per week. Work-related injuries must be reported promptly to the appropriate supervisor or JLab sponsor. See JLab EH&S Manual, Chapter 6810 Medical Emergencies, for additional information.
    4. Medical Services refers employees and others with occupational injuries requiring care beyond first aid to off-site medical service providers. JLab employees are provided a physician panel from which to choose. These referrals, subsequent treatment, and return-to-work determinations are managed in accordance with the Virginia Workers' Compensation Act. Specific practices for occupational injuries and illnesses are found in the JLab EH&S Manual, Chapter 6830, Medical Management of Occupational Injuries and Illnesses.
  2. PHYSICAL EXAMINATIONS
    1. Initial and Optional Examinations
      1. The objective of the physical examination is to help determine the physical health of JSA employees to perform job assignments without undue hazard to themselves, fellow employees, or the public at large.
      2. The initial examination is required for all employees; however, employment is not contingent upon the results of the physical examination. Subsequent physicals are offered every two years to employees under age 45, annually to employees age 45 and above, and upon termination of employment or retirement as appropriate.
      3. The initial physical examination consists of three parts:
        1. A preliminary workup by the employee health nurse, consisting of blood tests, urinalysis, resting electrocardiogram, audiometric testing and pulmonary function test. A baseline medical history questionnaire is completed in advance and is brought by the employee at the time of this preliminary workup.
        2. Completion of a confidential employee Health Risk Assessment form, with the results mailed directly to the employee.
        3. A physical examination and consultation with the physician.
      4. If an employee so chooses, he or she may have a comparable health examination performed by the employee's personal physician at the employee's expense. Please contact Medical Services for further information. Health examination results shall be provided in confidence to the JSA/JLab physician within 90 days of employment start date.
    2. Periodic

      Periodic medical monitoring shall be conducted for employees who work in jobs involving high noise, radiation, respirator use, welding, or other special hazards. Refer to JLab's ES&H Manual, Chapter 6820, "Medical Monitoring" for additional information.

      1. Radiation Workers

        Notice of completion of the biennial physical examination for radiation workers (refer to appropriate EH&S Manual section for forms and information) shall be sent to the Radiation Control Officer, Division ES&H Officer, Human Resources and Services Department and the employee's supervisor and respective Associate Director.

      2. High-Noise Workers

        An annual audiogram is required for employees who work in high noise areas. Notice of completion of this examination shall be sent to the Division ES&H Officer, Human Resources and Services Department and the employee's supervisor and respective Associate Director.

      3. Respirator Certification

        Employees who wear respirators in the course of their work shall be medically certified for respirator use on an annual basis. Notice of certification (refer to appropriate ES&H Manual section for forms and information) shall be forwarded to the Division ES&H Officer, the Accelerator Division Industrial Hygienist, Human Resources and Services Department and the employee's supervisor and respective Associate Director.

      4. ODH Certification

        Employees who are required to work in areas classified as ODH-2 or higher must be medically certified biennially. Notice of certification (refer to appropriate ES&H Manual section for forms and information) shall be forwarded to the Division ES&H Officer, the Accelerator Division Industrial Hygienist, Human Resources and Services Department and the employee's supervisor and respective Associate Director.

      5. Other Special Examinations

        Certain other work operations at JLab also require special medical evaluation. These include use of lasers, forklifts, cranes, and hoists. See applicable ES&H Manual chapters for more information.

    3. Failure to complete the required health examinations shall constitute a performance deficiency subject to corrective action in accordance with personnel policy.
  3. TRAINING

    First aid and cardiopulmonary resuscitation training classes are scheduled by the Training and Development Section (Human Resources and Services Department). Bloodborne pathogens protection training is provided to all employees whose job duties require administering first aid or clean up of body fluid spills.

  4. MEDICAL RECORDS

    All employee medical record information shall be held in confidence by the Medical Services staff. Access to employee medical record information shall be limited to the employee and the Medical Services physician and nurse. JSA and the government shall be afforded access to and use of all such records for the purpose of fulfilling their obligations under the following exceptional circumstances:

    1. The physician may furnish statistical data to management and the government provided there are no means of identifying individuals.
    2. If a Federal or State law ever requires it.
    3. If the employee is involved in a lawsuit, claim or indemnity action against the employer or government and the records are essential to the case.

    However, even in the above situations, access shall be consistent with the employee's privacy rights and claims of privilege. In effect, the medical records held by the JSA/JLab physician are as private and secure as records held by the employee's personal physician. Even under the above circumstances, and with privacy and privilege rights in view, records would not be accessed without the employee's knowledge before the fact.


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