NEW STARTER HEALTH ASSESSMENT - EMPLOYEE Frequently Asked Questions

The New Starter Health Assessment is typically conducted after an employee has been offered a position and has accepted the offer. Its primary purpose is to identify any pre-existing medical conditions that may affect your ability to carry out your job duties safely and efficiently, and to check whether any existing health problems could be adversely affected by the work you will be doing. The New Starter Health Assessment can also provide advice on any workplace adjustments to the role that may be needed to accommodate your individual health needs within the workplace.

This requires an employee to complete a New Starter Questionnaire via Cority, our Occupational Health Software. You will be able to access the questionnaire using the login details which are sent to you via email.

If an employee does not declare anything, the questionnaire will be cleared. You are not notified of this, but HR is notified via email. HR will then be able to access your certificate via MyCority as soon as the clearance status is added. You do not receive a copy of the NSQ certificate.

If any conditions are declared on the questionnaire, it will be sent to our clinical team to review. If our clinical team determines that a call is required, this will then be arranged with a text being sent to you, notifying you of the time and date of the call. If this appointment is not suitable, the text provides a number that you can call to reschedule the appointment. Our clinical team will also request a telephone call with an employee if they require further information regarding the conditions declared on the questionnaire.

A step-by-step guide on how to complete the New Starter Questionnaire (NSQ) is available here: How employees/applicants access a New Starter Questionnaire V2

The portal is case and spelling sensitive so please be aware of this. The username is your employee number which is in the format ‘Exxxx’. Your password will be sent to you in a separate email.

The link will expire in 24 hours if you don’t reset your password.

Please get in touch with us at oh@corazonhealth.co.uk, and we will be able to amend the spelling for you.

Please make sure you have answered all of the questions and have clicked ‘Save’. Only once this has been completed you will be able to submit the questionnaire.

You need to login and click ‘Submit’. This will send the NSQ to ourselves for processing.

All NSQs will expire after 30 days. If it has been more than 30 days since you were sent the link, please contact your HR department to issue a new one.

You can contact oh@corazonhealth.co.uk who will be able to assist. Please send the details of the issue, together with your Cority username for us to be able to investigate the issue.

The OHA will introduce themselves and explain the purpose of the call. They will then ask for your date of birth to confirm who they are speaking to. The purpose of the call is to discuss any declared health issue(s) and how this may affect you in the proposed role you have applied for and to discuss any adjustments that may be required for you to undertake the role.

Information will only be shared back to the employer if your consent has been given. On occasions, further information may be required, and the case will be escalated to a Management Referral. This will allow more time to discuss any underlying issues and determine any reasonable adjustments that may need to be considered.

No, we do not record any phone calls.

If an employee misses a call, the OH Account Coordinator (OHAC) will contact the HR to let them know that the call was missed. The OHAC will need to confirm with the HR if they would like us to rebook the call as there will be an additional charge. Once confirmed, the OHAC will then arrange the call for the employee with a text being sent to them, notifying them of the time and date of the call. If this appointment is not suitable, the text provides a number that the employee can call to reschedule the appointment.

The clearance certificate is sent after the assessment advising the employer of any medical condition if consent has been obtained and any suggested workplace adjustments. It is best practice for the employer to consider any adjustments and determine if they can be accommodated in the workplace.

Once the certificate has had a clearance status assigned to it, the employee is not notified of this, but the HR is notified via email. The HR will then be able to access the certificate via MyCority as soon as the clearance status is added. The employee does not receive a copy of the NSQ certificate.

Recipients of your data: Information pertaining to the above services will be shared with appropriate others as per your consent. All reports/certificates will be sent electronically, encrypted and password protected. Only in the event of a serious risk to life to you or others will confidentiality be breached.

New Starter Screening: Your data is usually provided to us by Human Resources personnel or specialist recruitment teams. Following an occupational health assessment, we will provide the above with a certificate detailing your fitness for the role. Any specific health information about you will be agreed between you and the occupational health practitioner and will be shared with your employer subject to your explicit consent.

We may hold your data either in a physical format or via electronic records inline with our client privacy notice: Terms of use | Corazon Health. This will be compliant with all relevant data processing protocols and safeguards. The appropriate security measures and data protection policies are in place to safely store your data within the United Kingdom.

The Retention period starts the date when:

• We have been informed an employee has left the employment of one of our clients (or an individual disassociates from a client)

• The client ceases to trade and no other provision is made for the records

• When a client is made “inactive” (18 months after last invoice)

• The client leaves and we have not been able to transfer records to a new occupational health provider

We expect your employer to regularly update us with current employees and leavers. In line with data protection principles we will not hold data for which we there is no provision to hold under the current data laws. Where there is no transfer of records from a previous provider into Corazon Health, all data requests should go to the previous provider.

Exceptions: Where it is not possible to tell whether the records are health surveillance records or any other form of occupational health records, or when we can't practically separate the type of record, the longer retention period will be applied.

Retention periods can vary depending on why we need your data, New Starter Screening is retained for 6 years + 1 after start of retention period as outlined on above or 75 years of age (whichever is longer). As recommended by the British Medical Association (BMA) Defence of legal claims.

If consent has been given to share any underlying health condition, this will be shared with the employer. Considered workplace adjustments will also be shared with the employer. If no consent has been given, generic workplace adjustments can still be given if appropriate without disclosing the nature of any underlying health issue.