OSHA Regulations in the Medical Office

As mandated by the General Duty Clause of the Occupational Safety and Health Act of 1970, all employers must maintain a workplace that protects employees from recognized hazards that could cause serious harm or death. Further, health care facilities and medical offices are subject to several Occupational Safety and Health Administration (OSHA) standards that apply to protect employees from hazards in health care settings. 

OSHA Standards Applicable to Physician Offices

Below is an overview of some of the main OSHA standards applicable to health care settings. However, full compliance with all relevant OSHA regulations requires a compliance manual. Several are available and designed specifically for physician offices. Obtaining a comprehensive manual and implementing its guidance are key to protecting your staff, patients, and visitors. 

OSHA Poster 

The "Job Safety and Health: It's the Law" workplace poster (or state plan equivalent) outlines employee rights and how to report any violations. The poster must be in plain sight, such as in a break room or other place easy for employees to notice.

Personal Protective Equipment (PPE)

The personal protective equipment standard outlines general requirements for protecting employees from hazards through the use of PPE. Employers must assess the workplace for hazards that require PPE, select properly fitting PPE for affected employees, and provide training to employees on use of PPE.

Respiratory Protection

The respiratory protection standard protects staff from airborne hazards. At a minimum, employers must provide necessary PPE, conduct medical evaluations of employees who must use respirators, fit test employees for respirators, maintain respirators, and train and monitor staff for proper use of PPE. 

Bloodborne Pathogens 

The bloodborne pathogens standard is designed to protect workers from coming into contact with bloodborne pathogens. It provides written requirements on exposure control, universal precautions, guidance on handling sharps, and what to do in case of exposure. Employees and contractors who work in a medical office must undergo annual training provided by the employer on bloodborne pathogen protocol.

Hazard Communication

The hazard communication standard guides health care employers on how to properly inform workers of chemical hazards in the workplace. As part of a hazard communication program, employers must identify hazardous chemicals in the workplace, meet labeling requirements for chemicals, make safety data sheets available to employees, provide hazard communication training, and maintain a written hazard communication plan. 

Exit Routes

The exit routes standard is meant to ensure that employees can safely evacuate the workplace during an emergency. Employers must notify employees of the facility’s protocol for emergency exits. The exit routes must be large enough to accommodate the space capacity for people inside the building. Diagrams of evacuation routes must be posted in plain sight.

Electrical

The electrical standard addresses electrical equipment and wiring in areas where flammable vapors, liquids, or gases may be present, known as hazardous (classified) locations. Medical facilities with flammable gases must install special wiring or equipment.

Workplace Violence

While OSHA does not have a specific standard for workplace violence, the extent of an employer's obligation to address workplace violence is governed by the General Duty Clause. According to OSHA, “workplace violence is any act or threat of physical violence, harassment, intimidation or other threatening disruptive behavior that occurs at the work site.” It can affect and involve workers, patients, families and visitors. Employers should adopt a zero-tolerance policy toward workplace violence. The policy should extend to all employees, contractors, patients, families, visitors, and individuals who may engage with workers of the facility.

Reporting Injuries and Illnesses 

Considered a low-risk partially exempt industry, physician offices are not required to record and report serious work-related injuries and illness to OSHA, though state standards may exist. However, all employers, including those partially exempted due to industry classification or size, must report severe injuries and illnesses to OSHA: any work-related fatality must be reported within 8 hours; and any work-related in-patient hospitalization, amputation, or loss of an eye must be reported within 24 hours.  

OSHA Inspections 

Be prepared for OSHA inspections. OSHA is allowed to conduct inspections without advance notice, and medical offices are some of the most frequent stops on these visits. If an inspector identifies violations of standards or significant hazards, OSHA may issue citations and propose penalties. 

Stay Updated 

It is the employer’s responsibility to stay on top of OSHA regulations, which can change with some frequency. Employers must keep their policies, procedures, and staff in compliance:

• At a minimum, review and update the OSHA compliance manual and how it is implemented and understood in your office at least annually or whenever a compliance issue occurs.
• Orient new staff and provide annual OSHA training for current employees. Conduct remedial training when necessary.
• Record and report injuries and illnesses as required. 

Health and safety are at the cornerstone of pediatrics and should be a core value in how you treat your employees and all who come through your doors.

Resources

• The OSHA Healthcare webpage provides an overview of common hazards that healthcare workers face.
• The OSHA Technical Manual provides guidance on workplace hazards and controls.