CHAPTER 12 - OCCUPATIONAL HEALTH AND MEDICAL SURVEILLANCE
A. Introduction
The Hong Kong University of Science and Technology (HKUST) has established a comprehensive Medical Surveillance programme to monitor staff, students, animal care, and health care personnel who are at risk of exposure to hazardous agents and communicable diseases in the workplace. This programme is established based on international best practices for research institutions and local regulatory requirements stipulated by relevant regulatory agencies in Hong Kong.
Personnel handling biological materials, laboratory animal, high-power laser, radioactive materials, and respiratory/self-contained apparatus wearers are highlighted in Appendix i. The programme provides preplacement, periodic, exit medical examination, and special medical consultation services addressing hazard exposure under unique circumstances. A typical medical surveillance examination involves reviewing the applicant’s medical history, physical examination, and collection of biological samples such as blood and urine for laboratory tests.
Under the Medical Surveillance programme, the Health Safety and Environment Office (HSEO) coordinates:
- Physical examinations to assure that participants are fit for specific type of work they intended to perform and to foster health and diminish illness or injury arising from the work environment.
- Staff and student access to emergency treatment and helps to ensure the early detection and treatment of the occupationally ill or injured.
- Provides training and general health education for maintenance of optimal occupational health.
A detailed list of services covered by the programme is found in Appendix i.
B. Staff and student eligible for enrolment
Staff and students engaging activities highlighted in the HKUST Chemical Safety, Biological Safety, and Radiation Safety programmes are eligible for enrolment. Legitimate applicants must be students who have been formally admitted to HKUST or staff, contract or permanent, with established employment. Applicants can submit an application form, together with a risk assessment of the activity engaged, to HSEO for evaluation. The risk assessment should cover the types of hazardous agents or processes involved and control measures implemented to minimize risks.
C. Visitor and Internship Student
Visitors and internship students from organizations outside HKUST for more than 3 months are also eligible for enrolment. Applicants must submit an enrolment application with the University’s confirmation of attachment for review. Applicants under the age of 18 are required to submit parental consent as well.
D. Supervisor’s Responsibilities
Principal investigators/supervisors are responsible for assessing the work and identifying the personnel who may require medical surveillance. Personnel handling any hazardous agents or processes outlined in section B are required to submit a medical surveillance enrolment application with supervisor’s approval. Only applicants receiving fit-to-work confirmation issued by the University’s Occupational Physician (OP) are allowed to perform duties involving hazards identified.
E. Medical Surveillance Services
1. Preplacement Examination
Applicants for medical surveillance enrolment are required to complete a preplacement examination prior to the start of any activities engaged. The enrolment application and risk assessment must be submitted to HSEO at least 3 weeks prior to commencement of work.
2. Periodic Medical Examination
Depending on the type of hazardous material or operation handled, participants may be required to attend a periodic medical examination between 12 and 14 months. Participants are required to report to HSEO for any changes of hazardous agents handled and the procedures involved prior to the periodic medical examination. This information will allow the OP to determine if an amendment of the medical test is required. Failure to comply may lead to discontinuation of work. The participants must be found medically fit by the physician before continuation of the activities.
3. Termination Examinations
Upon completion/discontinuation of the activities engaged or employment termination, Biohazards Workers, Laser Users, and Respirator/SCBA users are required to complete a programme exit medical examination. If participants choose not to attend the exit consultation, they are required to submit a Medical Surveillance Exit declaration with supervisor’s signature to HSEO.
4. Notification of Test Result
Applicants and the Departmental Safety Officer of the department/unit concerned will be informed of the applicants’ fitness for the anticipated work. Depending on the turn-around time of the laboratory test results, applications will be notified of the result within two weeks, in general, after consultation. A detailed medical report will be kept by HSEO and is only available to the applicant on written request to HSEO. If applicants are deemed unfit for the anticipated work, they should consult the OP for advice.
F. Work Restrictions
Upon receiving unsatisfactory laboratory test results, applicants may be considered as temporary unfit for duties assigned. HSEO will notify the supervisor of the individuals and the Head of the unit concerned for temporary reassignment. A detailed written work restriction will be provided in case a permanent restriction of performing assigned duties is prescribed.
G. Medical Records
Completed medical surveillance records and relevant medical reports will be kept in custody of HKUST under strict confidentiality. The medical data will be made available to the University Medical Clinic when personal injury is incurred at work or caused by exposure to hazardous agents, but only with the user’s consent. Applicants can obtain full access to their records by email written request to HSEO. All medical records will be destroyed 10 years after employment termination or graduation. Handling and storage of personal medical data will follow the guidance established under the Personal Data (Privacy) Ordinance Hong Kong.