Understanding OSHA Medical Office Requirements
When you open a medical practice of any kind, you likely think about the people you can help. It’s easy to forget the requirements imposed by governmental entities like the Department of Health and Human Services (HHS) and the Department of Labor (DOL).
While HHS is responsible for enforcing the standards of HIPAA, DOL enforces workhour standards through the Fair Labor Standards Act and workplace safety through the Occupational Health and Safety Administration (OSHA). Do you understand OSHA’s medical office requirements?
Understanding OSHA Medical Office Requirements – Where it All Begins
Apart from a few narrow exceptions, every employer in the country must follow OSHA guidelines. Along with the requirements written for specific jobs and industries such as construction or healthcare, the OSHA General Duty Clause (GDC) acts as a ‘catch-all’ safety rule, and best illustrates the intended purpose of OSHA’s rules.
The GDC states:
- Each employer shall furnish to each of their employees’ employment and a place of employment, which are free from recognized hazards that are causing or are likely to cause death or serious physical harm to his employees.
- Each employer shall comply with occupational safety and health standards promulgated under this act.
- Each employee shall comply with occupational safety and health standards and all rules, regulations, and orders issued pursuant to this Act, which are applicable to his own actions and conduct.
On the surface, it seems simple to understand. But with at least 26 standard classifications across four industries (general industry, construction, maritime, and agriculture, it’s easy to get lost in the weeds.
OSHA Medical Office Requirements – The Big 3 Offenders
The list of OSHA requirements for medical offices can seem daunting. But in the last few years, three standards resulted in the largest number of violations of medical office OSHA rules:
- Respiratory Standards
- Bloodborne Pathogens
- Hazard Communication
Respiratory Standards relate to providing adequate breathing protection for employees who face threats to their health in the work environment. This is often closely related to the OSHA Personal Protective Equipment standard. From October 2021-September 2022, there were 35 inspections of medical offices resulting in 80 citations being issued for OSHA violations in healthcare. Many of these are likely the result of the COVID-19 pandemic.
During the same period, 24 inspections yielded 47 citations for violating the Bloodborne Pathogen standards. OSHA issued this standard to protect employees from the health hazards of exposure to bloodborne pathogens. Employers are subject to OSHA’s Bloodborne Pathogens standard if they have employees whose jobs put them at reasonable risk of coming into contact with blood or other potentially infectious materials.
Employers subject to this standard must develop a written exposure control plan, provide training to exposed employees, and comply with other standard requirements.
The Hazard Communication Standard is designed to ensure that employers and employees know about hazardous chemicals in the workplace and how to protect themselves. From October 2021-September 2022, 12 inspections yielded 21 citations for violations of the Hazard Communication Standard.
Employers with employees who may be exposed to hazardous chemicals in the workplace must prepare and implement a written Hazard Communication Program and comply with other standard requirements.
OSHA Medical Office Requirements – The “Other Standards”
If you think back to the General Duty Clause, providing a workplace free of recognized hazards encompasses many things, some of which were not even imagined when President Richard Nixon signed the law in 1970.
Here are more HIPAA standards, some of which apply to specific medical offices and others that apply to all:
- Electrical Standards – Electrical hazards, such as wiring deficiencies, are among the most frequently cited by OSHA. OSHA’s electrical standards include design requirements for electrical systems and safety-related work practices. If you use flammable gases, you may need special wiring and equipment installation.
- Medical and First Aid Standard – OSHA requires employers to provide medical and first-aid personnel and supplies commensurate with workplace hazards. The details of a workplace medical and first-aid program are dependent on the circumstances of each workplace and employer.
- OSHA Exit Routes Standard/Emergency Action Plan Standard/Fire Safety Standard – All employers must comply with OSHA’s requirements for exit routes in the workplace. OSHA recommends that all employers have an Emergency Action Plan and a Fire Prevention Plan.
- OSHA Ergonomic Hazards – Some significant ergonomic stressors in healthcare workplaces include lifting and repositioning patients and lifting materials.
- OSHA Workplace Violence – Healthcare workers face a significant risk of job-related violence. OSHA encourages employers to establish violence prevention programs and to track their progress in reducing work-related assaults.
- Slips, Trips, and Falls – Slips, trips, and falls are among healthcare facilities’ leading causes of injuries.
OSHA Medical Office Requirements – Recordkeeping and Training
Small employers (ten employees or less) are exempt from some of the OSHA recordkeeping requirements, but all employees should receive annual training that addresses all potential medical office hazards. HIPAA and OSHA compliance demand that you fulfill all provisions of the law. Both are difficult to understand because they are so broad that finding the right solution for your situation can be challenging.
Compliancy Group is ready to help you with simplified HIPAA compliance solutions and an automated OSHA compliance solution for medical offices. Contact us if you want to know more.
