Occupational Health Surveillance System (OHSS)

This program is designed to provide preventative medicine services and health-related education to those employees who have contact with live vertebrate animals in the course of their employment at UC Davis.

The Occupational Health Surveillance process:

Completing the Risk Assessment

  1. The supervisor logs into the OHSS System and creates a Risk Assessment (RA) for the participant.

  2. Participant logs in using UCD Login ID and Kerberos passphrase. (To obtain a temporary UC Davis computing account, please contact your supervisor).

  3. The supervisor completes the Risk Assessment and submits for participant to review.

  4. The participant will then receive an automatically generated email notification allowing them to log in and review the Risk Assessment and proceed to the Health Surveillance Questionnaire.

  • More information about risk assessment

  • Risk Assessment

    The Risk Assessment form is filled by the participant’s supervisor and is verified by the participant. The form contains a series of questions about the participant and provides Medical Professionals with information on risks within Participant’s work environment, such as:
    - Exposures
    - Animal Contact
    - Biological Agents
    - Chemical Agents
    - Physical Agents
    - Blood Borne Pathogens
    - Exposure Control
    - Animal Exposures
    - General Safety Training

    Once the Risk Assessment is submitted the participant receives a notification to review and agree or disagree with their Risk Assessment. An email notification is sent only after the supervisor enters in the Risk Assessment. If you don’t receive the email you may need to check your junk mail and add the application website to the safe senders list. You can log into the system anytime to see the status of your forms. (You don’t have to wait for email to log into the system)

Health Surveillance Questionnaire

1. After accepting the RA, participant fills out the confidential Health Questionnaire (HQ) and submits for review by health professional.

NOTE: When filling out your confidential Health Questionnaire (HQ), make sure to have your vaccination history available. Vaccine history, including date, is requested on the HQ and does not automatically pre-populate from previous forms or previous vaccination and/or testing services performed by Occupational Health. If you have had a vaccination, but it is not entered on the questionnaire or "I don't know" is marked, the Occupational Health Physician may recommend this service before providing clearance. This may create an unnecessary appointment or clearance delay.

2. Once the forms are submitted and reviewed, participant will receive an evaluation and recommendation letter via email from the reviewing Health Care Provider at Occupational Health.

  • More information about the Health Questionnaire

  • Health Questionnaire

    The Health Questionnaire is filled out by the participant and routed to a Medical Professional*. Participants should be prepared with vaccine information in order to streamline the process. The Health Questionnaire provides Medical Professionals with Participant’s medical history, including:
    - Vaccines
    - Tuberculosis
    - General History
    - Exposures
    - Biological Hazards
    - Allergies
    - Prescription Medications
    - Health Status Changes

    *Your medical information is protected by law. Supervisors are not granted access to your Health Questionnaire or medical assessment.

Reviewing Medical Assessment

1. Participant logs into OHSS and reviews/acknowledges the Medical Assessment. If there are questions from the health professional on either the HQ or RA you will receive an email from the Health Care Provider to clarify health information.

2. Once you have recommendations from the Health Care Provider you can call (530) 752-6051 and make an appointment at Occupational Health Services for clearance to work with or enter an animal care area. You are able to have services provided by outside clinics, but will need to attach proof of services to your OHSS recommendation page, or fax proof of medical services to Occupational Health Services 530-752-5277.

If you have your services performed at the Medical Center in Sacramento, Student Services or an outside provider please upload your records into the recommendation section or fax 530-752-5277 your records directly to Occupational Health. 

3. The IACUC system receives a nightly feed from the OHSS and requires that steps 1-8 are complete before you can be added to an animal care protocol. The review process will take a couple of days and in some cases, consultation with a medical professional or medical services (i.e. TB testing, Q Fever) may be required prior to getting clearance to enter certain facilities.

The Medical Assessment is filled out by a Medical Professional and reviewed by the Participant. The Medical Assessment provides the Participant with evaluation information including:

  • If cleared for work
  • Needed follow-up
  • Additional Requirements:
    • Tuberculosis Screening
    • Hepatitis B Vaccine
    • Needed Immunizations or Tests
    • Consultation
    • Other

OHSS FAQs

 

How do I fill out the form?

  • A supervisor begins the process by creating a Risk Assessment (RA) for the participant.
  • Login using your UCD Login ID and Kerberos passphrase. (To obtain a temporary UC Davis computing account, please contact your supervisor).
  • You will then receive an automatically generated email notification allowing you to review the Risk Assessment and proceed to the Health Surveillance Questionnaire.
  • You must complete the Health Surveillance Questionnaire. 
  • Once the forms are submitted, participants will receive an evaluation and recommendation letter via email from the reviewing Health Care Provider at Occupational Health.
  • Once you have recommendations you can call and make and appointment at Occupational Health for clearance to work with or enter an animal care area. If you have any questions, please contact Occupational Health at (530) 752-6051.

What medical information do I need to have when I access the application?

  • A copy of your medical history and immunizations dates is recommended. Please provide as much information as possible. If you do not know when you had your vaccinations and select "I don't know," or you do not update the last date of vaccination on the Health Surveillance Questionnaire, the Occupational Health Physician may recommended getting those vaccinations before providing clearance. 

What are some of the things I can expect once I complete the application process? Either:

  • Approval to work for increments of 3 months, 6 months, or one year.
  • An appointment referral for consultation and further assessment.
  • Immunizations or other services may be recommended based on risk and health history of the participant.

What are the benefits of the OHSS?

  • Minimizes the risk of improper handling Personal Identifiable Information
  • Ensures all mandatory information is captures in one system
  • Houses OHSS status information in one central location
  • Streamlines the process of being integrated into a protocol

This program is an integral part of Occupational Health Services and is designed to provide preventative medicine services and health-related education to those employees who have contact with live vertebrate animals in the course of their employment at UC Davis.

In order to access the online application, you must have a UCD Login ID and Kerberos passphrase