Periodic health examinations
From the pre-employment examination to the periodic check, from the examination result to the expiry date of the health report, the whole of health surveillance sits on the employee's own record — and the notification to the Ministry is filed from that same record.
- What works todayThe İBYS health examination notification screen: it is submitted with the exam type, the result, the physician and the facility, and the transaction number is read back. ICD-10 diagnosis code management and the SGK Medula connection settings are separate screens today as well.
- What the module coversAppointment booking, bulk scheduling and the health report archive are planned scope; this page describes the target scope of the module.
Examination types
The exam type is picked from a code list in the notification; all four go through the same record structure.
01 - Pre-Employment
The examination carried out before the employee starts work. In hazardous and highly hazardous work an employee cannot be put to work without the health report based on it.
02 - Periodic
The examination repeated at set intervals for as long as the employment lasts. The interval depends on the hazard class of the workplace and on the work done; it is defined separately on the employee's record.
03 - Return to Work
The examination of an employee returning after illness, a work accident or a similar absence. The record is added next to the earlier examination history, not written over it.
04 - Special Risk
A targeted examination for employees exposed to a particular risk factor. If the result brings a restriction, the restriction is stored in its own field.
The result is one of three values
The result is not free text: the record carries one of these three values, and a restriction, if any, has its own field.
FIT - Fit for Work
The employee is found fit for the work performed. The next examination date is written onto the same record and the follow-up runs from there.
FIT WITH RESTRICTIONS
Fitness is conditional; the restriction itself is written into the restrictions field and reported together with the examination.
UNFIT - Unfit for Work
The employee is not found fit for that work. There is no option that softens this outcome; the record is kept and reported as it stands.
One examination record, end to end
Six steps, from reading the interval to putting the next examination on the calendar.
- Read the interval from the employee's recordThe examination interval is defined on the health tab of the personnel record: a number and a unit (months or years), with an optional lower and upper bound. The follow-up runs from that value.
- List the employees that are dueBecause the next examination date and the health report expiry date live on the record, an employee whose period has run out is visible from the same list.
- Record the examinationThe exam type, its date and its result; the identity number and the name of the examining physician; and the name of the facility where it took place are held in one record.
- Write the restriction and the noteIf the result is fit with restrictions, the restriction text is written; a free note can be added where needed. Both travel with the notification.
- Notify the MinistryThe record is sent to the İBYS health examination service; the workplace social security registration number and the employee's identity number are mandatory fields. If accepted, a transaction number comes back; if not, the error codes do.
- Put the next examination on the calendarThe next examination date is written onto the record; the health report date and its expiry on the personnel record are fed by the same loop.
What the personnel record holds for health surveillance
An examination record does not stand on its own: it attaches to the health tab of the employee's record.
| Field | What it is for |
|---|---|
| Health report date | The day the valid report was issued; the starting point of the examination history. |
| Health report expiry date | The day the report runs out. Whether an employee appears on the overdue list depends on this date. |
| Examination interval | How often the periodic examination repeats; entered as a number with a unit (months or years). |
| Lower bound of the interval | The shortest period the interval must not go below; given in months or years. |
| Upper bound of the interval | The longest period the interval must not exceed; given in months or years. |
| Ongoing conditions | Ongoing conditions declared by the employee; taken into account in the examination and in assignment decisions. |
| Disability rate | Held as a percentage; used when determining the work the employee can perform. |
| Blood type | Basic information needed in an emergency; a field of the personnel record itself. |
Health data is a special category of personal data. These fields sit on a separate tab of the personnel record and are subject to the portal's authorisation scheme; the measures taken are set out here: security standards
Diagnosis codes and the SGK services
Health surveillance is not only date tracking; the diagnosis itself is held as a code.
ICD-10 Diagnosis Codes
The code list is synchronised from the World Health Organization source; at the end of the run it reports how many records were processed, inserted and updated. A backup can be taken before the sync.
Occupational disease and chronic markers
Every code is flagged with categories such as occupational disease, infectious disease, congenital condition or poisoning; it also carries a chronic / acute / both / undetermined indicator and the countries it applies in.
SGK Medula connection
The service address, the timeout and whether the user and facility code are set are visible on screen; the connection test and the service tests for the e-prescription and e-report endpoints are run separately.
Frequently asked questions
Five questions on intervals, health reports, recording the result and diagnosis codes.
Who sets the examination interval?
Can an employee start work without a health report?
What happens to the record if the result is not fit?
Who can see the health data?
Is the ICD-10 list updated by hand?
Health surveillance and training feed off the same personnel record; for the training side: training management
Legal basis
The table shows the obligations of the legislation region you pick in the top bar; it refreshes without reloading the page when the region changes.
Legal basis — Türkiye
| Obligation | Legal basis | How the module covers it |
|---|---|---|
| Place workers under health surveillance and have their medical examinations carried out | Law no. 6331, art. 15(1) — the employer ensures that workers are placed under health surveillance; medical examinations are carried out on recruitment, on a change of job, on return to work after repeated absence due to an accident at work, an occupational disease or health reasons where the worker so requests, and at regular intervals while employment continues. | The examination type is picked from a code list: pre-employment, periodic, return to work and special risk; all four go through the same record structure. |
| Do not start a worker in hazardous or very hazardous work without a medical report | Law no. 6331, art. 15(2) — those who will work in the hazardous and very hazardous classes cannot be started without a medical report stating that they are fit for the work they will do. | The medical report date and its validity date are kept in separate fields of the personnel record; a worker whose report has expired appears in the same list. |
| Repeat the periodic examination at the interval set by the hazard class | Regulation on the Duties, Powers, Responsibilities and Training of Workplace Physicians and Other Health Personnel, art. 9(2)(c)(3) — the periodic examination is repeated at least once every five years in less hazardous work, once every three years in hazardous work, once a year in very hazardous work, and at least once every six months for child, young and pregnant workers. Where the workplace physician deems it necessary these periods are shortened. | The examination interval is defined in the worker's record as a number and a unit (months or years) together with its lower and upper bound; the next examination date is written into the same record. |
| Keep the health information learned from the examination confidential | Law no. 6331, art. 15(5) — the health information of a worker who undergoes a medical examination is kept confidential in order to protect that worker's private life and reputation. | The health fields sit on a separate tab of the personnel record and are subject to the authorisation scheme of the portal; the data is handled as special category personal data. |
These rows are for Turkish legislation and the basis of every row was read from the downloaded source text. Administrative fine amounts change every year with the revaluation rate, so they are not kept in this table; the current amounts are published in the free penalty tables on this site.
Legal basis — European Union
| Obligation | Legal basis | How the module covers it |
|---|---|---|
| Ensure that workers receive health surveillance appropriate to the health and safety risks they incur at work | Framework Directive 89/391/EEC, Article 14(1) | The examination type is chosen from a code list: 01 pre-employment, 02 periodic, 03 return to work, 04 specific risk. Every examination is attached to the worker's own record and is added next to the earlier history rather than overwriting it. |
| Ensure that each worker may, if he so wishes, receive health surveillance at regular intervals | Framework Directive 89/391/EEC, Article 14(2) | The examination interval is kept on the health tab of the personnel record as a number and a unit (months or years), with an optional lower and upper bound. Because the next examination date and the validity date of the medical report sit in the record, workers whose period has expired appear in the same list. |
| Make and keep up to date an individual health record for each worker who undergoes health surveillance, and keep it in a form permitting later consultation while respecting confidentiality | Directive 2003/10/EC, Article 10(3) | The medical report date, its validity date, the examination interval, chronic conditions and the disability rate are kept on a separate tab of the personnel record; that tab is treated as special-category personal data and is subject to the authorisation scheme of the portal. |
| Provide appropriate health surveillance focused on the agent where the risk assessment indicates a risk to health and where exposure values are exceeded | Directive 2002/44/EC, Article 8(1) | Examination type 04 is opened for a worker exposed to a specific risk agent and focuses on that agent; where the result brings a restriction, the restriction itself is stored in a separate field. |
| Where health surveillance finds an identifiable disease resulting from exposure, review the risk assessment and the preventive measures and, where appropriate, assign the worker to alternative work free of further exposure | Directive 2002/44/EC, Article 8(3)(c) | The examination result is one of three values: fit, fit with restrictions, not fit. There is no option that softens the result; the restriction text is stored in its own field and is reported together with the examination. |
Directives do not put a figure on the interval or the scope of health surveillance; national law and the outcome of the risk assessment set them. What the directives do bind explicitly is the content and the confidentiality of the health record. Article numbers are read from the downloaded directive texts.
Legal basis — United Kingdom
| Obligation | Legal basis | How the module covers it |
|---|---|---|
| The employer must ensure that employees are provided with such health surveillance as is appropriate having regard to the risks to their health and safety identified by the assessment. | Management of Health and Safety at Work Regulations 1999 (S.I. 1999/3242), reg. 6 | The examination type, date and result, the identity number and name of the examining doctor and the name of the facility are held in a single record. |
| Where the risk assessment indicates a risk to the health of employees exposed to noise, the employer must place them under suitable health surveillance including hearing testing, and must make and maintain a health record for each of them. | Control of Noise at Work Regulations 2005 (S.I. 2005/1643), reg. 9(1)-(2) | Examination type 04, special risk, is the examination focused on a particular risk agent for workers exposed to it; if the result carries a restriction, the restriction is stored in its own field. |
| Where the risk assessment indicates a risk from vibration, or employees are likely to be exposed at or above an exposure action value, the employer must place them under suitable health surveillance and make, maintain and keep available a health record for each of them. | Control of Vibration at Work Regulations 2005 (S.I. 2005/1093), reg. 7(1) and 7(3) | The health report date and its expiry date are held in the personnel record; employees whose report has expired appear in the same list, and the examination interval is defined as a number and a unit. |
| The health record must be kept available in a suitable form for at least 40 years from the date of the last entry; on reasonable notice an employee must be allowed access to their own record, and the enforcing authority may require copies. | Control of Substances Hazardous to Health Regulations 2002 (S.I. 2002/2677), reg. 11(3)-(4) | A record is not written over the earlier examination history, it is added beside it; the health fields sit in a separate tab of the personnel record and are subject to the portal's authorisation scheme. |
| Where health surveillance finds an identifiable disease or adverse health effect linked to exposure, the employer must ensure the employee is informed, review the risk assessment, and consider assigning the employee to alternative work free of that exposure. | Control of Vibration at Work Regulations 2005 (S.I. 2005/1093), reg. 7(5) | The examination result is one of three values: fit for work, fit with restrictions, not fit. The restriction itself is written into the restrictions field; there is no option that softens the result. |
In the United Kingdom health surveillance is required according to the exposure identified by the risk assessment; noise, vibration and substances hazardous to health have their own thresholds in separate regulations. The retention period for the health record also varies by regulation: under COSHH, at least 40 years from the last entry.
Legal basis — United States
| Obligation | Legal basis | How the module covers it |
|---|---|---|
| Provide the medical evaluation before the employee uses a respirator | 29 CFR 1910.134(e)(1) — the employer shall provide a medical evaluation to determine the employee's ability to use a respirator before the employee is fit tested or required to use the respirator in the workplace | The examination type is picked from a code list; type 01 Pre-employment is the examination carried out before the employee starts work, and all four types go through the same record structure. |
| Establish an audiometric testing programme for noise-exposed employees and repeat the test annually | 29 CFR 1910.95(g)(1) — the employer shall establish and maintain an audiometric testing programme by making audiometric testing available to all employees exposed at or above an 8-hour time-weighted average of 85 decibels; (g)(6) — at least annually after the baseline audiogram, a new audiogram shall be obtained | The examination interval is defined on the health tab of the personnel record as a number and a unit (months or years), with an optional lower and upper bound; because the next examination date sits on the record, employees whose interval has lapsed appear in the same list. |
| Retain the medical record for the duration of employment plus thirty years and the exposure record for at least thirty years | 29 CFR 1910.1020(d)(1)(i) — unless a specific standard provides a different period, each employee medical record shall be preserved and maintained for at least the duration of employment plus thirty years; (d)(1)(ii) — each employee exposure record shall be preserved for at least thirty years | A record is never written over the previous examination history, it is added next to it; the health report date and its validity date are held in separate fields of the personnel record. |
| Provide access to the record within a reasonable time when the employee or their representative asks | 29 CFR 1910.1020(e)(1)(i) — access shall be provided in a reasonable time, place and manner; if it cannot reasonably be provided within fifteen working days, the employer shall within those fifteen days state the reason for the delay and the earliest date the record can be made available | The health fields live on a separate tab of the personnel record and are subject to the portal's authorisation scheme; the data is treated as a special category of personal data. |
| Record the fit-test result with the fields the standard enumerates | 29 CFR 1910.134(m)(2)(i)(A)-(E) — the record shall include the name or identification of the employee tested, the type of fit test performed, the specific make, model, style and size of respirator tested, the date of the test and the pass/fail result or fit factor | The examination result is not free text: the record carries one of fit, fit with restrictions or not fit; the restriction text is stored in its own field, and the examining physician's identity number, name and the facility name sit on the same record. |
In the United States health surveillance depends on the agent of exposure: standards such as noise (29 CFR 1910.95) and respirator use (29 CFR 1910.134) carry their own examination and record provisions. Retention of the records and the employee's access to their own record are governed by a common standard (29 CFR 1910.1020).
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