Volunteer Health Declarationpolicy and Procedure

Volunteer health declarationpolicy and procedure

Volunteer health declaration policy

Introduction

It is essential that our volunteer’s medical fitness allows them to carry out their role without placing themselves, their colleagues, our patients or members of the general public at risk.

This policy and procedure sets out clear and transparent processes for assessing our volunteer’s medical fitness and the consequences of that assessment.

Scope

This policy applies to volunteer roles at Anthony Nolan, where the nature of the role means a medical assessment is deemed necessary. This includes volunteer couriers.

Policy statement

The following statements underpin this policy and procedure

The aim of this policy is ensure all volunteers are able to carry out their role without placing themselves, their colleagues or our patients at risk
A volunteer’s medical fitness is assessed through a health declaration and, if needed, an assessment by our Health & Safety Manager
It is expected that the vast majority of cases will be resolved through a review of the health declaration form and a discussion with the volunteer and later stages of the process would only be used in exceptional circumstances
The process will be treated confidentially and information will only be shared with people who need to know about it

Definitions

‘Fit for role’ means there are no physical or psychological conditions which would prevent a volunteer from carrying out their role safety.

Advice

The Volunteer Engagement Manager and the Health and Safety Manager are available to provide support and guidance

Volunteer health declaration procedure

Process

A health declaration is needed;

When a volunteer starts in role
When a volunteer changes role
When a volunteer returns to volunteering from some time off due to illness or injury
When a volunteer lets us know about a significant change in their health
When a staff member has concerns about the medical fitness of a volunteer or has been made aware of a health issue
Where an annual health assessment is appropriate for the role

If there is nothing declared on the health form the volunteer will be confirmed as fit for their role.

If a medical issue is declared the following process will be used;

The form will be reviewed by a Medical Officer and the Health & Safety Manager
The Health & Safety Manager will make a recommendation based on;

1.The contents of the health declaration form

2.Discussion or risk assessment with the volunteer

3.If concerns remain, with the volunteer’s consent, further information may be requested from the GP or supervising consultant

4.If concerns still remain a referral to Occupational Health may be requested.

It is expected that the vast majority of cases will be resolved by steps 1 or 2 and steps 3 of 4 would rarely ever be used.
The supporting staff member, with support from the Volunteer Engagement Manager, will review the recommendations and make a decision

Where a volunteer deliberately completes the declaration with false information, this will be dealt with under the dealing with problems policy and procedure.

Requesting details from a medical practitioner

If it is necessary to seek further information from a volunteer’s medical practitioner, the volunteer’s permission will be sought and they will be fully informed of their rights under the Access to Medical Reports Act 1998 and/or the Data Protection Act 1998 (see appendix 2 & 3).

If Anthony Nolan decides to take action following the report, this will only be taken after consultation with the volunteer involved and full and careful consideration of all the facts provided. We will request a meeting with the volunteer to discuss the report and identify what action needs to be taken.

Refusal to complete process

We cannot require any person to complete the health declaration process. However, any volunteer whose role has been identified as needing a health assessment must go through this process if they wish to take on or continue in that role.

Changes to a volunteer’s health

If there is a significant change to a volunteer’s health they must complete a new health declaration.

If a volunteer wishes to step down from a role or change their role due to a medical condition, they do not need to complete a health declaration. They would only need to complete a form if they wanted to return to the role.

Confidentiality

All health declaration forms must be handled and stored securely in line with the Data Protection Act and Anthony Nolan’s data protection policy.

Paper copies must be kept in lockable, non-portable cabinets and electronic information must be stored in restricted, password folders.

All correspondence relating to the health declaration process must be marked ‘Private and confidential’.

Information revealed through a health declaration must be kept confidential and will only be shared with staff members directly responsible for the medical assessment process. Namely; the Volunteer Engagement Manager, the Health and Safety Manager and Medical Officers.

Immunisations

Anthony Nolan recommends that all volunteers are vaccinated in line with the Department of Health advice and will cover the costs, where appropriate. This will be decided on a case by case basis.

Appeals

If a volunteer disagrees with any of the decisions made during the health declaration process they can raise an appeal under thedealing with problems policy and procedure

Other relevant policies

Health and Safety policy
Volunteer personal safety policy
Dealing with problems policy and procedure

Relevant legislation

Health and Safety at Work Act 1974
Management of Health and Safety at Work Regulations 1999
Access to Medical Reports Act 1998
Data Protection Act 1998

Contact information

Volunteer Engagement Manager, , 020 7284 8250 or Health and Safety Manager, , 0207 284 8316 or 07825 937768

Appendices

1.Health declaration form

2.Annual health declaration form

3.Flowchart

4.Template letter – fitness for role

5.Template letter - consent

6.Template letter – notification

Date of issue / Last revision date / Review date / Reviewed by (name & job title)
May 2015 / May 2017

Appendix 1 – Health declaration form

Volunteer medical questionnaire

This questionnaire is to make sure you are able to carry out your volunteer role safely and to ensure you are covered by our insurance for international travel.

The form will be handled and stored securely in line with the Data Protection Act and all information will be kept confidential and only shared with a small number of named staff on a strict, need- to- know basis.

Do you have, or have you had any medical conditions? If yes please give us as much
information as you can including any treatment you received:
As the role involves air travel please let us know if you have any history of deep vein
thrombosis (DVT), heart problems and/or any history of epilepsy within the last year:
Are you currently undergoing any medical investigations? If yes, please give details:
Are you currently taking any medication? If yes, please give details:

Appendix 2 – Annualhealth declaration form

Annual volunteer medical questionnaire

This questionnaire is to make sure you are able to carry out your volunteer role safely and to ensure you are covered by our insurance for international travel.

Over the last year have you developed any medical conditions? If yes
please give us as much information as you can including any treatment you received:
As the role involves air travel please let us know if you have developed deep vein
thrombosis (DVT), heart problems and/or epilepsy within the last year:
Please let us know about your general fitness to volunteer in this role. For example, are
you able to walk briskly for 15 minutes, carry heavy items, have good hearing and vision?
Are you currently taking any medication? If yes, please give details:
Are you currently undergoing any medical investigations? If yes, please give details:

Appendix 3 – Flowchart

Volunteer / Supporting staff member / Volunteer Engagement Manager / Health & Safety Manager & Medical Officers

Appendix 4

Template letter – fitness for role

Dear

Name of volunteer

Anthony Nolan is a leading blood cancer charity and runs the Anthony Nolan register of potential bone marrow donors.

The above named person, who is a patient under your care, has applied to volunteer/currently volunteers(delete as appropriate) with our organisation and has agreed that I can contact you.

I would be grateful for your opinion on their fitness to volunteer both now and in the future. I have attached a full description of their role and a list of the volunteer’s tasks.

We have included a copy of the volunteer’s signed medical consent form and can ensure you that we have explained his/her rights under the Access to Medical Reports Act and Data Protection Act.

You can see that the volunteer has stated that he/she does not wish to see your report before you send it to us.

You will see the volunteer has stated that he/she wishes to see your report before you send it to us. Please do not send the report to us unless 21 days have passed since this application or you have provided the volunteer access to the report and obtained his/her consent to send it to us.

Thank you for your help with this matter. If you have any queries or concerns, please do not hesitate to contact me.

Yours sincerely,

Enclosed

Role description
List of tasks
Volunteer’s consent form
Self addressed envelope

Appendix 5

Consent request form

Dear

We would like to request a medical report from your GP/consultant/specialist (delete as appropriate). To do this, we need to explain your rights under the Access to Medical Reports Act 1988 and gain your consent.

Your rights under the Access to Medical Reports Act 1988

Under the act you have the right to see the medical report before your doctor sends it to Anthony Nolan

If you would like to see the report please let us know on the attached consent form – we will tell your doctor and let you know when we apply for the report. You must then contact your doctor to arrange access within 21 days. If you do not do this, your doctor will send the report directly to us.

If you chose not to see the report but later on change your mind, you can contact your doctor directly to ask to see the report. You must do this within 21 days of being notified.

If you decide to receive the report, you have the right to ask your doctor to amend or delete any part of the report that you consider to be incorrect or misleading.

If the doctor does not agree, you can request that a statement of your views is attached to the report. Alternatively you may request that the report is not sent to Anthony Nolan.

Your doctor must keep a copy of the medical report for six months and you can ask to see it at any point within that time.

Your doctor does not have to give you access to any part of the report that;

-could cause serious harm to your mental or physical health or that of others

-indicates the doctor’s intentions in respect of you

-reveals information about someone or the identity of someone who has given the doctor information about you (unless that person consents or is a health professional involved in your care)

In this case the doctor will let you know and show you the parts of the report they think are suitable. They will not send the report to Anthony Nolan without your consent.

You do not have to give permission to Anthony Nolan to request a medical report. However, any decision about your ability to start or continue in your role may be made without the benefit of this information.

Please complete and sign the attached form to confirm;

Whether or not you are willing to give us your consent to request a report from your doctor
Whether or not you would like to see the medical report before it is sent to us
That you have read and understood your rights under the Access to Medical Reports Act 1988

If you would like to discuss any aspect of this letter, please do not hesitate to contact me

Yours sincerely

……………………………………………………………………………………

Name:
I consent to Anthony Nolan requesting and receiving a medical report regarding my state of health
Doctor/consultant name:
Doctor/consultant address:
I have been informed of my rights under the Access to Medical Reports Act 1988

I wish to see the report I do not wish to see the report
Signed Date

Appendix 6

Template letter notifying a volunteer that an application for a medical report has been made

Dear

As you know, we are seeking a medical report from your GP/consultant/specialist (delete as appropriate).

On the medical consent form, which you completed, you gave us your consent to apply to your doctor for the report. You stated that you do not wish to have access to the report before your doctor sends it to us.

This is just to let you know that we have written to your doctor today to ask him/her to prepare the report.

[OR

On the medical consent form, which you completed, you gave us your consent to apply to your doctor for the report, but stated that you wish to have access to the report before your doctor sends it to us. We can now confirm that we havewritten to your doctor today to ask him/her to prepare the report.

If you wish to see the report, you must apply to your doctor for access within 21 days. If you do so, your doctor will provide you with a copy of the report and will not send it to us until he/she has your consent to this.

If, however, you do not apply for access within this time frame, the doctor will send the report directly to us.

Before agreeing to send the report to us, you have the right to request in writing that your doctor amend any part of the report that you consider to be incorrect or misleading. While you cannot compel your doctor to amend the medical report, you can write to him/her and request that they attach a statement to the report setting out your views.

If, having examined it and contacted your doctor about any amendments that you would like made, you are happy for the medical report to be released to us, please complete and return to your doctor the enclosed form consenting to the release of the report.

If you wish to discuss any aspect of this letter, please do not hesitate to contact me.

Yours sincerely

…………………………………………………………………………………………

Please return to [name and address of medical practitioner]
Name of patient:
Consent to the release to Anthony Nolan of the medical report on me
I confirm that I give my consent for the medical report you produced on me on [date] to be released to [name of organisation].
Signed: / Date: