ohcJobSpecificExams

Employees who work with animals have an occupational risk of allergies, which can lead to occupational asthma. Early detection of animal allergy symptoms is important in preventing asthma. Exposure to animal allergens can be reduced through the use of a special respirator.

Animal caretakers, veterinarians, vet assistants, and other workers in the Division of Animal Care, as well as researchers working with vertebrates are required by IACUC policy to participate in the animal allergy screening program by completing an annual animal allergen questionnaire. If an employee prefers not to fill out the allergen questionnaire, an Animal Allergen Declination Statement is required. These forms can be faxed to OHC at 615-936-0966.

Individuals reporting significant animal allergy symptoms will be contacted by OHC for further information and possible referral to the Office of Clinic and Research Safety to be fitted for a respirator. OHC can also assist with providing medical treatment when necessary.

Additional Resources:
Animal Allergen Questionnaire Declination Statement
Animal Allergen N-95 Declination Statement
CDC Information on Animal Allergies

Individuals who work with animals or animal tissue that can carry zoonotic diseases are required to be screened in-person by Occupational Health. At Vanderbilt these animals include macaque monkeys, sheep, and various species at-risk for rabies (dogs, bats, racoons).

The annual exams include an evaluation of individual health risks, counsel about ways to reduce risk, and a review of the importance of reporting potential exposures.

Simian Herpes B Exam:

Division of Animal Care faculty and staff, and others who have contact with macaque monkeys, including research staff, are required to participate in the Simian Herpes B Medical Surveillance Program. 
The annual exam includes:

• Completion of a medical questionnaire;
• Physical exam;
• Review of proper steps to follow if you are bitten, splashed, or scratched.

Additional Resource:
CDC Information on Herpes B Virus

Q Fever Exam:

All Division of Animal Care faculty and staff, and research staff who have contact with sheep or goats, are required to participate in the Q Fever medical surveillance program.

The annual exam includes:

• Completion of a medical questionnaire;
• Physical exam;
• Review of the signs and symptoms of Q-fever illness.

If you have any questions or would like to make an appointment with OHC please call us at 615-936-0955.

Additional Resource: 
CDC Information on Q Fever

Childcare screening provides documentation of physical, mental, and emotional fitness to care for children according to Department of Human Services (DHS) and Department of Education (DOE) guidelines. Staff members of the Vanderbilt Child and Family Center, Susan Gray School, and Vanderbilt Mama Lere Hearing School are required to undergo screening to meet DHS and DOE requirements.

The Childcare Exam includes:

• Health history review;
• Physical exam;
• Brief statement to document mental status and ability to lift 40 pounds.

The Occupational Health Clinic provides these screening examinations free of charge, or you may go to your primary care physician (PCP) for screening. If screening is performed by a PCP, a copy of the physician's form should be faxed to OHC at 615-936-0966.

Ergonomics is the science of fitting workplace conditions and job demands to the ability of the worker. The OHC Ergonomics Program promotes the use of ergonomic practices in the workplace to increase your comfort, lessen the chance of injury, and make your job easier.

OHC offers ergonomics evaluations for individuals as well as departments and teams. Please note, the Occupational Health Clinic Ergonomics Program provides a consultation only. The program is not funded to purchase equipment that may be recommended. The home department is responsible for implementing recommendations.

Ergonomics Evaluations for Individuals:

To get started, complete the Vanderbilt Online Tutorial for Ergonomics (VOTE) to evaluate your workstation. The evaluation will take about 15 minutes.

VU Employees:

• Open the Vanderbilt Online Tutorial for Ergonomics (Oracle).

Note: If you are not already logged into Oracle, click the blue Company Single Sign-On button to enter your credentials on the Vanderbilt sign-in page.

• Adjust your workstation as recommended by VOTE.
• Use the recommendations for at least one month.

Need further assistance?

If you have completed the VOTE module and still feel that your workstation is ergonomically incorrect you may request an evaluation with the OHC Ergonomist.

To request an ergonomic consultation:

Staff Members

• If you are a staff member, discuss the need for a consultation with your supervisor.
• Complete an Ergonomic Consultation Request if you and your supervisor feel that a consultation with an Ergonomist is needed.
• Supervisor approval is required for staff requests, and your supervisor will receive notification once your consultation request has been submitted.

Faculty

• If you are a faculty member, complete an Ergonomic Consultation Request. (Supervisor approval is not necessary.)

Healthcare Providers

If you have a musculoskeletal disorder that your healthcare provider thinks may be due to your job, your provider may complete the Ergonomic Consultation Request on your behalf. Supervisor approval is not necessary. 

Ergonomics Evaluations for Departments:

Leaders may request a department ergonomic consultation. The OHC Ergonomist provides assessments of the office setting, evaluations of materials handling protocol, and assistance in new construction and/or renovation planning.

To request a department evaluation, complete an Ergonomic Consultation Request.

Financial Consideration:

The Occupational Health Clinic Ergonomics Program provides a consultation only. The program is not funded to purchase equipment that may be recommended. The home department is responsible for implementing recommendations.

For purchase or procurement of equipment, you may wish to contact:

• Vanderbilt University Office Procurement – assists VU facilities with vendor selection

The Occupational Safety and Health Administration (OSHA) requires noise in the workplace to be below 90 decibels over an 8-hour shift. If the noise is measured at 85 decibels or above, the employer must have a Hearing Conservation Program for employees in those work areas.

There are 5 steps in the Hearing Conservation Program:

1. Reduce noise produced by machines by adding noise insulation.
2. Monitor the noise levels to determine if they exceed safe levels (85 db). Individual and departmental exposure to noise is monitored under the direction of Vanderbilt Environmental Health and Safety.
3. Provide noise reducing products, such as ear plugs or muffs, to staff who work in a noisy area.
4. Educate employees about the effects of high noise levels on hearing and teach them how to prevent hearing loss by using noise reducing products. Anyone who has potential exposure to occupational noise is required to undergo initial and annual training.
5. Monitor staff with a hearing test to determine if additional measures are needed.

Vanderbilt faculty/staff who are exposed to high levels of noise at work will have a hearing test at the time of hire. The hearing test is repeated every year if the person is exposed to high levels of noise. By testing hearing every year and comparing the results to the first test, we can identify small changes in hearing and add safeguards to the workplace as needed.

Individuals who work in the following areas are included in the Hearing Conservation Program and receive free hearing tests through the Occupational Health Clinic:

• Groundskeeping staff
• Animal Care staff
• Plant Operations staff

What to Expect During a Hearing Test:

• Questions about any past ear or hearing problems and all sources of high noise at home and work.
• Ear examination to look for any health condition that might cause a change in your hearing.
• A hearing test conducted in a soundproof booth, either at the Occupational Health Clinic or the Vanderbilt Speech and Hearing Center. All OHC staff performing hearing tests are certified through the Council for Accreditation in Occupational Hearing Conservation (CAOHC).
• If your annual test shows a change in hearing levels, we will repeat it within 30 days to determine if the change is permanent.

What if my annual hearing test shows a confirmed change in hearing?
If you have a confirmed Standard Threshold Shift (STS) in your hearing, OHC will:

• Notify Office of Clinic Research & Safety to refit you with a hearing protection device that gives added protection.
• Work with your department supervisor to assure that you wear hearing protection.
• Report the STS to the Medical Center Safety Committee, Risk Management, Office of Clinic Research & Safety, and the department head so that further safety measures may be implemented in the department if needed.

If you are in the Hearing Conservation Program, you can call the Occupational Health Clinic at 615-936-0955 to schedule an appointment for a hearing test.

Facts about hearing loss caused by high noise levels:

• Noise induced hearing loss can be temporary or permanent.
• Temporary hearing loss results from short-term exposures to noise, with normal hearing returning after a period of rest.
• Continued exposure to high noise levels gradually causes permanent damage.
• A significant change in hearing is called a Standard Threshold Shift (STS).

Additional Resources:
Noise and Hearing Conservation 
Council for Accreditation in Occupational Hearing Conservation
Vaccines and Compliance Services

The Occupational Health Clinic offers pre-travel consultations for work-related and non-work-related international travel. During a pre-travel consultation with OHC, a customized healthcare plan for your travel will be prepared that includes:

• Destination specific vaccinations and prescription medication
• Medical travel kit
• Travel health and safety advice

Timing is important. Schedule your travel consultation at least 4 weeks prior to departure, if possible. Many vaccinations require a few weeks to develop protective immunity, and yellow fever vaccine must be given more than 10 days prior to departure.

Travel vaccinations are provided at no charge for Vanderbilt faculty and staff traveling on Vanderbilt business. Pre-travel consultations are available for personal travel as well, however any vaccinations required will be charged to personal insurance.

How to Schedule Your International Travel Consultation:

1. Complete the online Travel Consultation Request. You will need the following info to complete your request:
   • Your itinerary with the date you will arrive at each destination
   • Your supervisor's email address – required if you are scheduling a work-related travel consultation)
   • Any scheduling preferences for your visit to OHC
2. Print the medical form that is created within the Travel Consultation Request. (If you are unable to print, a copy can printed when you arrive at the OHC for your consultation.)
3. If you are traveling for work, your supervisor will receive an authorization email.
4. OHC will contact you to schedule your appointment. Allow 1 hour for your pre-travel consultation appointment.

Travel Group Leaders:

Teams providing health care in remote or primitive settings should carry emergency HIV medication to be used for postexposure prophylaxis (PEP) in the event of a needlestick. This is dispensed from the pharmacy and requires a prescription.

For group travel, it is not necessary for each individual to obtain a prescription. Here's how to obtain a supply of PEP meds for your group:

• Designate 1 person out of every 5 to 10 in your group to be a PEP medicine carrier. If you are doing surgical work choose the higher number.
• Inform the individual and their supervisor that they will be a designated PEP med carrier and will need to get a prescription during their OHC visit.
• The online Travel Consultation Request allows either the traveler or the supervisor to identify that they will be a designated PEP med carrier.
• OHC will prescribe PEP meds for these designated individuals.
• Identify a place to store the medication where exposed individuals can quickly access it in the event of an exposure.

Additional Resources:
State Department Travel - State Dept. travel warnings and alerts
CDC Travelers' Health
Travel Well Guide to healthy international travel

All Vanderbilt police officer candidates entering the Police Academy must complete a screening physical exam at the Occupational Health Clinic. Medical screening includes:

• Health history review;
• Physical exam targeting cardiovascular and musculoskeletal fitness, and vision;
• New employee screening (PPD, MMR, Varicella titer, Td booster);
• EKG for men age 45 or above and for women age 55 or above, and further cardiac evaluation if needed.

To schedule an appointment for a Police Department physical, call 615-936-0955.

VUPS Communications Officer candidates are required to enroll in the Vanderbilt University Public Safety Telecommunications Officer (CALEA) Fitness for Duty program in accordance with Communications Assistance for Law Enforcement Act (CALEA) accreditation standards.
The screening includes:

• A pre-placement REDCap medical history survey
• A hearing test
• Vision screening