Medical practices are increasingly becoming targets of OSHA inspections, and penalties are rising for practices that are found to be in violation. During an inspection—whether it’s a surprise or pre-scheduled—the inspector will review your paperwork, look at electronic documentation, check out medical and lab equipment for safety, and probably take photographs and videos. And if you’re found to run afoul of the rules, you can expect to pay thousands.
Although OSHA inspections can be intimidating, there are ways to prepare. Check out a few that can help your practice be ready.
Assign a Point of Contact at Your Practice
Someone at your practice should be designated as your company representative, and that person will handle all communications with OSHA before, during and after the inspection. They can also respond to requests for information, or schedule employee appointments with the OSHA inspector as needed.
Ideally, your point of contact will be your compliance director or practice manager. They should be able to answer questions, relay information, follow timelines and respond to requests in a timely manner. They should also be able to keep the rest of your employees up to date on where you stand with the inspection.
Prepare Documents and Data
When the OSHA inspector arrives, they’ll ask dozens of questions, and your point of contact should be able to answer them all. If your representative doesn’t have access to particular details—for instance, the name of the company that picks up your used sharps after injections—they should know where to get it if needed.
Your point of contact should be able to respond to questions about how many employees you have, who your vendors are, who manages each department, where to find documentation, and contact information for any offsite vendors that may need to be reached. Records you may need on-hand include:
- Workers’ compensation policies and coverage information
- A log of employee injuries and illnesses
- Liability insurance policies and guidelines
- Information about previous inspections, if applicable
- Existing OSHA policies and posters
- Details about bloodborne pathogen and sharps waste disposal procedures, as well as post-exposure protocols
- Lists of hazardous chemicals used or stored at your practice
- A list of any radiation hazards in the office (including X-rays) and protective protocols in place
Ensure Cleanliness and Safety
Your office should be clean and well sanitized, with working sinks, adequate personal protective equipment, cleaning products available, and good lighting throughout. The temperature should be adequate, electrical systems should be up to code and well-marked, and ventilation should be well maintained. You should have measures in place that prevent slipping, falling, and tripping
Make sure first aid kits, eye wash stations and emergency response protocols are in place and documentation about them is available to inspectors.
In addition, exits should be clearly marked. If patients or staff members should ever need to leave your practice quickly following an emergency, they should be able to easily find the way out.
Tip: Don’t wait for an OSHA inspector to schedule a visit or show up at your practice before getting these plans into place. Be ready for an inspection at any time by always staying prepared—that way, you’re in a better position to avoid fines and penalties.
Get more details about preparing for OSHA inspections from healthcare attorney Travis Vance, JD. During his one-hour online training event, Prepare for OSHA Inspection to Avoid 2023 Increased Penalties, Travis will show you the steps you must take to be ready. Sign up today!
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