Environmental Health & Safety

Occupational Health Surveillance System

The Occupational Health Surveillance System (OHSS) offers an automated platform for performing risk assessments and coordinating medical evaluations for employees and researchers who are exposed to animal biohazards and other workplace or laboratory hazards. Effective November 1, 2024, OHSS will replace the previous Medical History Questionnaire (MHQ) process.
 

• Occupational Health Surveillance System (SOP)

  To assist you in navigating the Occupational Health Surveillance System (OHSS), please refer to the following standard operating procedure (SOP) for guidance.

  Occupational Health Surveillance System SOP

  If you encounter any issues while using OHSS, reach out to the Service Desk for support at service@riskandsafetysolutions.com.

• Accessing OHSS

  A valid UCR NetID is required to access OHSS, available at https://ehs.ucop.edu/ohss 

  • Faculty and Staff: The UCR NetID is generated upon hiring, based on information entered into UCPath Payroll. Contact BearHelp at 951-827-4848 or visit BearHelp for assistance.
  • Students: After submitting the Statement of Intent to Register (SIR), students receive their UCR NetID in the acceptance letter. For support, contact the helpdesk at helpdesk@student.ucr.edu  or call 951-827-6495.
  • Non-employees (e.g., visiting students, volunteers): Sponsoring departments can assist in obtaining a UCR NetID. For help, contact BearHelp at 951-827-4848 or visit BearHelp.

  Introduction and Overview

  PI Supervisors HomePage and Tips

  OHSS Tips for Participants

• PI Creating A Risk Assessment

  Risk Assessment Form

  The participant’s Principal Investigator (PI) completes the Risk Assessment form, which the participant then reviews and verifies. This form includes questions that help Medical Professionals assess potential risks in the participant’s work environment, such as:

  • Animal Contact
  • Biological Agents
  • Chemical Agents
  • Physical Agents
  • Blood Borne Pathogens
  • Exposure Control
  • Animal Exposures
  • General Safety Training

  PI Creating a Risk Assessment 

  PI Copying a Risk Assessment

  PI Archiving and Deactivating Assessments

• Participant Submitting the Risk Assessment

  Submitting the Risk Assessment 

  Once the PI submits the Risk Assessment, the participant will receive a notification to review and confirm or address any discrepancies. An email notification will be sent once the PI enters the Risk Assessment. If you do not see the email, please check your junk folder and add the application’s website to your safe senders list. You can also log in to the system at any time to check the status of your forms—an email is not required to access the system.
  If you encounter any issues using OHSS, please contact the Service Desk at service@riskandsafetysolutions.com for support.

  Participant Review a Risk Assessment

• Participant Submitting the Health Surveillance Questionnaire

  Submitting a Health Questionnaire Form

  After completing a Risk Assessment, you will be directed to fill out the Health Questionnaire, which will be routed to a Medical Professional for review. You will receive a notification once the Medical Professional approves or requires changes to your Health Questionnaire.

  • Confidentiality: Only you and the Medical Professional will have access to the Health Questionnaire. Your PI will not see this form.
  • One-Time Completion: You only need to complete the Health Questionnaire once, and it can be reused for multiple Risk Assessments.
  • Time Limit: The form has a 30-minute completion window, so be sure to have all relevant medical information, especially vaccination history, on hand.

  Important Note: When completing the Health Questionnaire, ensure you have your vaccination records available. The Health Questionnaire does not auto-fill previous vaccinations or tests conducted by Occupational Health. If your vaccine history is incomplete on the form, the Medical Professional may recommend additional services before granting clearance.

  You can obtain a Digital Vaccine Record (DVR) from the California Immunization Registry (CAIR). If you cannot find this record, it may lead to an unnecessary appointment or delay in your clearance.

  Fill out the questionnaire as completely as possible. If you’re uncertain of vaccination dates, note that selecting "I don’t know" may result in a recommendation to update vaccinations before clearance.

  What the Health Questionnaire Covers

  The Health Questionnaire provides the Medical Professional with a summary of your medical history, including:

  • Vaccination records
  • General health history
  • Exposure risks
  • Biological hazards
  • Allergies
  • Prescription medications
  • Recent health status changes

  Completing the Health Questionnaire

  1. Accessing the Questionnaire: After agreeing to the Risk Assessment, you will be automatically directed to the Health Questionnaire. If you prefer to complete it later, you can access it at any time from the "Pending Actions" section on your home page.
  2. Reviewing or Updating: If a Health Questionnaire is already on file, you can review it and confirm if no updates are needed. If there have been changes in your health, click "Modify" at the bottom of the page to make updates.
  3. Finalizing: Once you have completed the Health Questionnaire, click "Save Health Questionnaire" to submit it.

  Important: Please fill out the Health Questionnaire thoroughly and accurately to help prevent delays.
  Once submitted, a Medical Reviewer will review both your Risk Assessment and Health Questionnaire and conduct a Medical Assessment if needed.

  PartiCipant Submitting the Health Questionnaire Form

• Occupational Health Physician Reviewing the Medical Assessment

  Medical Assessment

  An Occupational Health Physician will review your risk assessment and health questionnaire and provide a medical assessment based on their findings. This assessment will be sent to you for acknowledgement. 

  Reviewing the Medical Assessment

  Once your risk assessment and health questionnaire are reviewed, the medical assessment will determine if any medical services or consultations are necessary before you can proceed with protocol work. Acknowledging the medical assessment in the system is required, whether or not services are recommended, to move to the next step.

  If Medical Services or Consultations are Recommended:

  • Contact the EH&S team for further guidance and email Occupational Health at ehsocchealth@ucr.edu for detailed next steps.
  • You may be referred to a local Occupational Health Clinic for specific services. 
  • Medical services related to this program are typically covered by EH&S, as long as they are obtained through UCR-approved vendors. Please not that services obtained through primary care providers will not be reimbursed.
• Participant and Principal Investigators: Acknowledging a Medical Assessment

  Participant and Principal Investigators: Acknowledging a Medical Assessment

  1. Navigate to "Review Medical Assessments" under the "Pending Actions" heading.
  2. Open the "My Assessments" page, where assessments requiring attention will be flagged with a red marker.
  3. Click on the assessment date to review the details.
  4. After reviewing, click "I Have Reviewed My Medical Assessment" to confirm acknowledgment.

  Medical Assessment Review Outcomes

  • Complete: If no services are required, or if the recommendations are optional, you will be cleared in the system to proceed.
  • Incomplete: If services are required, you will receive instructions to contact Occupational Health at ehsocchealth@ucr.edu to complete the process.

  For phone consultations or additional medical services, contact Occupational Health for further guidance. They will provide directions to the appropriate clinic and ensure coverage of your medical services as applicable.

  Once all required services are completed, the Occupational Health team will update your record, and the information will be uploaded to the IACUC system during nightly updates. The IACUC system requires all forms to be complete before adding you to an animal care protocol. Please note that the review process may take several days, and certain facilities may require additional medical consultations or services before granting clearance

  Medical Assessment Summary

  The Medical Assessment, conducted by a medical professional and reviewed by the participant, provides the following information:

  • Clearance Status: Determination of fitness for work.
  • Required Follow-Ups: Any additional steps needed for completion.
  • Additional Requirements: May include:
    • Vaccinations, such as Hepatitis B or Tetanus.
    • Immunizations or diagnostic tests.
    • Specialist consultations.
    • Other specified medical needs.

  Participant Acknowledging a Medical Assessment

• Occupational Health Surveillance System (OHSS) FAQs

  How do I fill out the form?

  • The PI begins the process by creating a Risk Assessment (RA) for the participant.
  • Login using your UCR NET ID and Password. (Please contact your PI or supervisor and ITS services to obtain a temporary UC Riverside account).
  • You will then receive an automatically generated email notification allowing you to review the Risk Assessment and proceed to the Health Surveillance Questionnaire.
  • You must complete the Health Surveillance Questionnaire. 
  • Once the forms are submitted, participants will receive an evaluation and recommendation letter via email from the reviewing Health Care Provider at Occupational Health.
  • Once you have recommendations you can call and make and appointment at Occupational Health for clearance to work with or enter an animal care area. If you have any questions you may also contact Occupational Health at ehsocchealth@ucr.edu.

  What medical information do I need to have when I access the application?

  • A copy of your medical history and immunizations dates is recommended.
  • Please provide as much information as possible. If you do not know when you had your vaccinations and select "I don't know," or you do not update the last date of vaccination on the Health Surveillance Questionnaire, the Occupational Health Physician may recommended getting those vaccinations before providing clearance.

  What are some of the things I can expect once I complete the application process? Either:

  • Approval to work will be granted in increments ranging from 6 months to 3 years, or up to 5 years, based on the outcomes of your medical assessment, health questionnaire, and risk assessment.
  • If a referral for consultation and further evaluation is needed as part of the clearance process, please contact ehsocchealth@ucr.edu. They will provide a referral to an approved occupational health clinic, where the necessary medical services will be fully covered.
  • Based on the participant’s risk assessment and health questionnaire, immunizations or additional services may be recommended. These services will also be covered under the occupational health program, provided they are rendered at the approved clinic.

  What are the steps after completing the process?

  • Clearance Period: Approval to work will be granted in increments ranging from 6 months to 3 years, or up to 5 years, based on the outcomes of your medical assessment, health questionnaire, and risk assessment.

  • Referrals and Recommendations: You might be referred for further consultation or recommended immunizations based on your health and risk history.

  What are the benefits of the OHSS?

  • Minimizes the risk of improper handling of Personal Identifiable Information (PII).
  • Ensures all mandatory information is captured in one centralized system.
  • Houses OHSS status information in one central location.
  • Streamlines the process of being integrated into a protocol.
  • This program is an integral part of Occupational Health Services and is designed to provide preventative medicine services and health-related education to those employees who have contact with live vertebrate animals in the course of their employment at UC Riverside.

  How can I access OHSS?

  To access OHSS, all personnel must have a valid UCR NetID, which serves as an online identity for accessing various UC Riverside services.

  Accessing the system:
  The system can be accessed at https://ehs.ucop.edu/ohss 

  Faculty and Staff: The UCR NetID creation process begins upon hiring. Information entered into the UCPath Payroll System will trigger the creation of a UCR NetID. For assistance, please contact BearHelp at 951-827-4848 or visit https://its.ucr.edu/support#gethelp

  •  Students: Once students submit their Statement of Intent to Register (SIR), a UCR NetID is generated and provided in their acceptance letter. For help with the UCR NetID, students can reach out to helpdesk@student.ucr.edu or call 951-827-6495.
  • Non-employees (e.g., visiting summer students or volunteers): A UCR NetID can be obtained through your sponsoring department. For guidance, contact BearHelp at 951-827-4848 or visit https://its.ucr.edu/support#gethelp 

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