Medical Fitness Policy Template

Medical Fitness Policy

Purpose of Medical Fitness Policy

The purpose of this Medical Fitness Policy is to set out [Company Name] expectations, procedures, and responsibilities related to employee medical fitness. The policy ensures employees are medically fit to perform their roles safely and effectively, supports reasonable accommodations where appropriate, and protects the health and safety of all staff, clients, and third parties.

Scope

This policy applies to all employees, contractors, candidates for employment, and any person required to undergo a fitness assessment in connection with work for [Company Name]. The requirements may vary by role, particularly for safety-sensitive positions, driving duties, or roles with specific health risks.

Medical Fitness Assessments

[Company Name] may require medical fitness assessments to determine an individual’s ability to perform specified duties. Assessments may include a health questionnaire, clinical examination, functional tests, or occupational health evaluation. Assessments are arranged where there is a safety concern, when required by role, or when an employee requests a review for medical reasons.

Pre-employment Medical Screening

Pre-employment medical screening may be required for select roles. Offers of employment can be conditional on satisfactory completion of any required medical fitness checks. Screening focuses on assessing abilities relevant to the role and identifying reasonable accommodations needed for the applicant to perform the role.

Periodic Health Checks

[Company Name] may require periodic health checks for certain roles or following exposure to workplace hazards. The frequency and scope of checks will be based on role requirements, risk assessment, and occupational health advice.

Fitness for Duty Determinations

Fitness for duty decisions will be made based on medical evidence, occupational health advice, and the specific requirements of the role. Where an employee’s fitness is in question, temporary adjustments to duties, redeployment, or leave may be considered while assessments or rehabilitation take place.

Reasonable Accommodations

[Company Name] will consider reasonable accommodations or adjustments to enable employees with medical conditions to perform their roles. Accommodations are assessed on a case by case basis and may include modified duties, adjusted hours, equipment changes, or temporary redeployment. Where accommodations are not practicable, alternative measures will be explored.

Confidentiality and Medical Records

Medical information and records are confidential and will be handled in accordance with applicable data protection principles and company procedures. Access to medical records is restricted to those with a legitimate need to know, such as occupational health professionals and HR. Medical details will not be shared with managers except when necessary to implement accommodations or manage safety, and only with the employee’s consent where appropriate.

Costs and Referrals

Where [Company Name] requests a medical assessment, the company will normally cover the cost of occupational health referrals and related assessments. Employees referred for independent medical opinion as part of a formal process will be advised of any cost arrangements in advance.

Approval Process

Requests for medical assessments, exemptions, or permanent role changes arising from fitness issues must follow the established approval process:

• Managers should notify HR when a medical fitness issue arises or when an assessment is needed.
• HR will review the request and, where appropriate, arrange an occupational health referral or medical assessment.
• Decisions on accommodations, role adjustments, or restrictions will be made by HR in consultation with the manager and occupational health professionals.
• Exceptions to the policy or permanent changes to role requirements require HR approval and, where applicable, senior management sign-off.

All approvals will be recorded in writing and filed securely.

Role of Managers and HR

Managers are responsible for identifying potential fitness concerns, initiating referrals to HR, supporting employees through assessments, and implementing approved accommodations. HR is responsible for coordinating assessments, maintaining confidentiality of medical records, advising managers on options, and ensuring consistent application of this policy. Occupational health professionals will provide clinical advice to inform decisions.

Return to Work after Illness or Injury

Employees returning to work after a significant illness or injury may be required to provide medical clearance or to attend a return-to-work assessment. A phased return, temporary adjustments, or review meetings may be arranged to support a safe and sustainable return to full duties.

Non-Compliance

Failure to comply with the Medical Fitness Policy, including refusal to attend required assessments or to follow reasonable workplace adjustments, may result in management action. Consequences may include restriction or removal from duties, temporary suspension from certain tasks, formal disciplinary action, or termination of employment depending on the circumstances and the severity of non-compliance.

Note

This Medical Fitness Policy may be updated periodically to reflect changes in operational needs, medical standards, or best practice. Employees are encouraged to contact HR for clarification or to discuss individual medical needs and reasonable accommodations.