Procedure No: 1.07-02

Provision of Records to Facilitate Epidemiology - Click here to view the procedure
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CRUX OF THE PROCEDURE:
Purpose:

This procedure ensures that Lotte Chemical Pakistan Limited (LCPL) maintains necessary records to facilitate epidemiological studies, enabling effective health monitoring, risk assessment, and workplace safety improvements.

Scope:

Applicable to LCPL Site & City Office, this procedure outlines principles for the Occupational Health Physician and Medical Department regarding the collection, storage, and management of demographic and occupational health data.

Key Requirements:
  1. Employee Health Records: LCPL must maintain demographic and occupational data for all employees, including job details, exposure history, and health assessments.
  2. Data Retention: All epidemiology records must be stored in a retrievable format and retained after employment termination.
  3. Workplace Exposure Monitoring:
    • The HSE & Technical Training Manager must provide exposure data (e.g., noise levels) to the Occupational Health Physician, who records it in employee health records.
    • Long-term sickness records (employees absent for more than 4 weeks) must be reviewed annually for potential work-related health issues.
  4. Health Assessments: Employees must undergo medical evaluation upon returning from long-term illness.
  5. IT Support: A computerized “Demographic Data Module” is maintained in the IT Section to store epidemiological records.
Responsibilities:
  • Occupational Health Physician – Maintains epidemiological records, monitors workforce health, and ensures compliance.
  • HSE & Technical Training Manager – Ensures exposure data is recorded and the medical department is informed.
Documentation & References:
  • Epidemiological records and long-term sickness records are maintained as per HSE&S Procedure 1.07-01 (HSE&S Documentation & Records).

This procedure helps monitor employee health trends, detect early signs of occupational health risks, and support regulatory compliance.

  Questions & Answers

Q1. What is the main objective of HSE&S Procedure No. 1.07-02?

The procedure ensures that LCPL maintains proper health records to facilitate epidemiological studies. This helps in monitoring workforce health, identifying occupational risks, and ensuring workplace safety.

The Occupational Health Physician is responsible for setting up, maintaining, and retaining epidemiological records for all employees.

The recorded data includes:

  • Name and unique company ID
  • Date of birth, gender, and national identity number
  • Employment start and end dates, reason for leaving
  • Job titles, work locations, and exposure history
  • Ethnic origin and addresses

The HSE & Technical Training Manager must ensure that all exposure data (such as noise monitoring) is provided to the Occupational Health Physician, who records it in the employees’ epidemiological records.

  • Early detection of occupational health risks
  • Monitoring workforce health trends
  • Ensuring compliance with health regulations
  • Providing reassurance to employees and management regarding workplace safety

Employees absent for more than 4 weeks due to sickness must be examined by the Occupational Health Physician upon return. Their records are reviewed annually to identify potential workplace health risks.

LCPL uses the Demographic Data Module, maintained by the IT Section, to store and manage employee health records in a retrievable format.

The collected data allows:

  • Tracking of workforce health patterns
  • Evaluation of workplace exposures
  • Assessment of preventive measures’ effectiveness
  • Support for health promotion initiatives
  • The Occupational Health Physician maintains records and ensures their accuracy.
  • The HSE & Technical Training Manager provides necessary exposure data.
  • The Site Medical Department is trained on this procedure to ensure compliance.

The seventh revision (April 2023) includes updated roles, responsibilities, and compliance measures to improve health data accuracy, monitoring, and regulatory adherence.

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