5 Components of an Effective Occupational Health and Safety Management System

A well-designed occupational health and safety management system is essential to ensuring the safety of employees and minimising the financial and legal liabilities that may stem from work-place related injuries. According to a study by OSHA, businesses that implemented an occupational health and safety management system saw a 20-40% reduction in the number of workplace illnesses and diseases, and were more adept at mitigating incidents when they occurred.

However, OHM systems are multifaceted and involve a myriad of procedures, processes and policies to promote a safe and healthy work environment. After analysing our clients at Meddbase and their approaches towards occupational health management systems, we can conclude that a uniform solution does not apply to everyone.

In this article, we will explore some of the essential elements of occupational health and safety management systems and how they can help organisations create a safer, more efficient workplace. By implementing these basic components effectively, businesses can mitigate risks, improve employee morale, increase productivity, among other crucial benefits.

Designing a Comprehensive OHM System

An effective OHM system should be tailored to an organisation’s specific activities, processes, culture and environment. That being said, there are some key facets that should underpin any well designed OHMS. These include:

Risk Assessment

Conducting a thorough risk assessment is the first step to identifying potential hazards in the workplace. All stakeholders should be involved at this stage to ensure that the assessment is thorough and all-encompassing, and that it takes into account the risks that may be inherent to those with special needs.

There are two main types of risk identification and assessment:

• Traditional approach, which involves manually identifying hazards within the workplace, assessing their potential risks, and developing strategies to manage them.
• Modern approach, which uses workplace health and safety software that includes sophisticated features such as predictive analytics that may help to identify obscure hazards. It can also provide real-time intelligence on the severity of a hazard, alerting businesses immediately if an event occurs.

Policies and Procedures

Establishing an industry-compliant safety strategy ensures that businesses operate under the guidance of set laws, and that their employees are always protected from hazardous conditions, supplied with appropriate protective equipment and receive training in their line of work.

In addition to protecting employees, these policies may also include provisions to safeguard customers and communities near the workplace. In the UK, the HSE ensures that these policies and procedures are continuously upheld.

Training & Education

To keep employees up to date with the potential risks and safety measures in place, it is imperative that regular training is conducted. Also important is to integrate operational health and safety training to onboarding procedures.

These training sessions should be designed to help employees learn about their assignments as well as any associated risks. Employees should also be enlightened on the identification, mitigation and response procedures in case of an emergency. This might include courses on first aid, fire prevention, ergonomics, hazardous materials identification, accident reporting systems, and so on.

For compliance, employers should periodically test their employees to ensure they maintain a high level of proficiency in their roles vis-à-vis safety. This feedback is essential in examining the effectiveness of the training.

Safety Monitoring & Auditing

Analysing the performance of an occupational health management system is critical in improving its underlying processes. This involves monitoring the progress of the existing system, a comprehensive analysis of procedures and documentation and an examination of data compiled from inspections, incident reports and surveys.

Measuring OHMS performance requires evaluating a range of factors, including:

• The efficacy of implemented policies and processes
• The accuracy of incident reports
• How effectively hazards are identified and managed
• Occupational injury/illness rates
• Compliance with relevant legislation
• Employee engagement in safety initiatives
• Engagement with industry stakeholders

Because of the large datasets that need to be constantly analysed, EHS experts recommend the use of occupational health management software. Meddbase offers an all-encompassing solution for all your health and safety management requirements. Our OHMS software adheres to record keeping standards, advances implementation of clinical protocols and delivers information on an easy-to-operate platform. With Meddbase, your organisation is always fully compliant with all regulatory requirements.

Emergency Preparedness and  Response Plans

In addition to providing guidance during the occurrence of an eventuality, the preparation of an emergency plan offers several other benefits. For instance, you may discover the existence of potentially hazardous conditions that could exacerbate an emergency situation, and take steps to eliminate them. The planning process can also reveal any shortcomings, such as the lack of necessary resources, equipment, trained personnel, or supplies, which can be addressed before an emergency arises.

Furthermore, an emergency plan demonstrates your organisation’s commitment to the safety of its workers and fosters safety awareness. The absence of such a plan could have severe consequences, such as multiple casualties and even pecuniary losses in trying to mitigate the ensuing fallout. Therefore, it is crucial to plan for emergencies in advance, to avoid the confusion that arises from the urgent need for rapid decisions, shortage of time, and lack of resources and ill-prepared personnel.

The implementation of an occupational health management system is a dynamic process. It requires a cyclical approach to ensure that new hazards are identified, potential loopholes addressed and changes in legislation are incorporated. Furthermore, the evolving needs of employees must be taken into account to ensure the success and sustainability of the system.