Occupational Health Management System

The CNC has approximately 1,500 police officers and staff operating out of 14 locations throughout England, Scotland and Wales. HR is responsible for managing the CNC OH Provision and the level and standard of OH Provision varies across the organisation, with some sites having a full service on-site, one site via commercial provider and the remainder by the internal CNC OH team.

Each of these providers has their own medical records system to store CNC medical records as do the previous OH Provision’s that have been used. Where CNC are the OH provider there is an obligation under several instances of legislation to hold records securely.

The scope of the CNC role in this regard will be significantly expanded (by over 400 staff) as the EDF OH role transfers to CNC. Where CNC retain 'contracted out' OH provisions with other providers there remains a duty of care as employer.

The current Medical Records information environment is complex and consists of a number of stand-alone arrangements. The records for individual officers have not always followed their deployment between sites and therefore it can be difficult to locate them.

When access is required corporately or when records need to be transferred to a different provider / CNC OH, individual consents must be sought. Existing records are currently held in a variety of formats and on a variety of platforms.

Dounreay and Sellafield currently use the EOPAS system, IMASS use their own bespoke system but records are also held in paper format and CNC OHD currently hold files in word and pdf formats. In order to improve the current position, the CNC is looking for a fit for purpose, web enabled, hosted occupational health management system to support the in house provision of OH services which meets UK medical standards and UK personal data protection legislation.