irish postal worker wish to thank the staff of An Post Occupational health and Support section for a speedy response and supply of the relevant information to this letter. 

Occupational Health
and Support Records,
Confidentiality and
Data Protection
March 2009 version 2.0

page 1 Health and Support Records, Confidentiality and Data Protection

Occupational Health and Support Records,
Confidentiality and Data Protection

Ethical Code of Conduct/Confidentiality

It is essential that Occupational Health & Support maintains confidentiality
and remains impartial in advice regarding health issues in the workplace.
This creates an environment where employees can raise sensitive matters so
that they can be assisted and for the Company to receive appropriate advice
on issues of fitness to work.

Is the Occupational Health & Support Service Confidential?

Yes, the service is confidential. All consultations between employees and the
Occupational Health & Support are confidential. No information will be
disclosed to a third party without prior knowledge and consent of the
employee, except in life threatening situations or where the concealment of
information would compromise Occupational Health & Support. All
proposed feedback to management/Human Resources will be discussed
with the employee in advance.

Why do we collect information?

During or after the consultation we will write notes within your file. This
provides continuity for subsequent consultations and also provides
information that will be used towards Management reports. We also record
contact information including some health, disability, (as defined under the
Disability Act 2005), and permanent restriction information on the OHS
employee database for statistical analysis, trend reporting, and service
development purposes. This information is strictly protected, with access
controlled to OHS staff only.

In what format is the information held?

Occupational Support and Occupational Health maintain separate written
records. However some very limited information may be shared as required
to provide the best level and continuity of support for employees. Detailed
very sensitive information confided during consultations or counselling is
never disclosed except where there is a legal obligation.

page 2 Health and Support Records, Confidentiality and Data Protection

Who has access to the information?

Only OHS staff has access to information.
Confidentiality

All Occupational Health and Support staff are bound by a duty of
confidentiality to the employee;

• Information given to Occupational Health and Support staff in confidence
can only be disclosed with the employee’s consent

•When preparing a report for a manager, the Occupational Health and
Support staff will make the employee aware of the information which will
be disclosed and obtain consent to do so. A copy of the report, or
subsequent access to it, can be offered to the employee following Data
Protection access requests.

What is meant by Data Protection?

Data Protection is about your fundamental right to privacy. There is
legislation that applies to all information gathered from individuals. You are
permitted to access any data and correct any data if you feel that it has been
recorded inaccurately.

Health data, such as we collect, comes under the category of “personal and
sensitive”.

At any time you can access your data by making a formal request. You do this
by contact the Chief Medical Officer’s secretary who will advise you what
forms need to be completed.

How do I get my information rectified?

If you are unhappy that the information we have procured about you is
inaccurate you have the right to have this either;

• amended or else

• information put on file that you do not agree with the information that is
recorded.

Again if you contact the CMO’s secretary we will advise how you can proceed
with this.

page 3 Health and Support Records, Confidentiality and Data Protection

Is information that OHS have on me held securely?

All information is kept in files retained in locked cabinets within secure
rooms. Occasionally files are transferred between Occupational Health
offices. On these occasions files are transferred under a secure procedure.

Are there other forms of data transferred?

Usually after a consultation a report is sent to your Manager. This will not
include any personal or sensitive information but will include some
information on, for example, your fitness for work in general terms. This will
either be sent by mail or electronically.

How are the other aspects of my confidential information
maintained?

We ensure that files are not visible to other individuals who may attend
Occupational Health. Additionally we take all reasonable precautions to
prevent telephone and personal conversations from being overheard.

Do you record or hold any confidential health information
electronically?

OHS contact information including some health, disability, (as defined under
the Disability Act 2005), and permanent restriction information is recorded
on the OHS employee database for statistical analysis and trend
identification purposes. It is also used to assist in OHS service development.
This information is strictly protected, with access permitted only to
members of the OHS team.
3