How to Set Up an Effective Health Surveillance Programme with Occupational Health Support
Workplace health and safety is a priority for any responsible employer. A well-structured health surveillance programme plays a crucial role in protecting employees from occupational hazards, ensuring legal compliance, and fostering a healthier work environment. But how can businesses establish an effective system that aligns with regulatory requirements while delivering meaningful support to their workforce?
The answer lies in integrating occupational health expertise with a structured surveillance approach. This blog outlines the key steps to setting up a robust health surveillance programme with the right occupational health support.
1. Understand the Purpose of Health Surveillance
Health surveillance is a proactive process that monitors employees exposed to potential workplace hazards. It is not just a box-ticking exercise, it helps detect early signs of work-related ill health, supports compliance with health and safety laws, and enables timely intervention to prevent long-term health conditions.
It is particularly relevant in industries where workers are exposed to:
- Noise, vibration, or hazardous substances (e.g., chemicals, fumes, dust)
- Repetitive strain risks (e.g., manual handling, prolonged use of display screen equipment)
- Extreme working conditions (e.g., confined spaces, high temperatures)
All businesses operate within a legal framework. In the UK, businesses must comply with regulations such as the Health and Safety at Work Act 1974 and the Control of Substances Hazardous to Health (COSHH) Regulations, which require regular health checks where risks are identified.
2. Conduct a Workplace Risk Assessment
Before implementing a health surveillance programme, businesses must conduct a comprehensive workplace risk assessment to identify potential hazards and determine which employees may be at risk. A well-structured risk assessment ensures that health surveillance is targeted, relevant, and proportionate to the workplace risks.
Step 1: Identify Potential Health Hazards
The first step is to systematically identify hazards that could impact employees’ health. Common workplace risks that require health surveillance include:
- Exposure to hazardous substances – chemicals, fumes, dust, biological agents (e.g., in manufacturing, laboratories, or cleaning industries).
- Noise exposure – excessive sound levels from machinery, tools, or industrial processes that could lead to hearing loss.
- Hand-arm vibration (HAVS) risks – from power tools, grinders, or other vibrating equipment that can cause long-term nerve damage.
- Respiratory risks – inhaling dust, fumes, or gases that could lead to lung diseases such as occupational asthma.
- Musculoskeletal risks – repetitive movements, poor ergonomics, or heavy lifting that could result in strain or injuries.
- Skin exposure risks – working with irritants, solvents, or chemicals that could lead to dermatitis or other skin conditions.
Each workplace is unique, so it’s important to assess all tasks, environments, and roles where health risks might be present.
Step 2: Evaluate Who is at Risk and to What Extent
Once hazards are identified, businesses need to determine:
Which employees are at risk? – Are certain job roles or departments more exposed than others?
How often and for how long? – Is exposure occasional, frequent, or constant?
What is the severity of exposure? – Are workers exposed to levels that exceed safety limits?
For example, a factory worker using loud machinery for 8 hours daily has a much higher risk of hearing damage than an office worker in the same company. Not all employees will need health surveillance, but those with significant exposure will.
Do consult with occupational health hygienists for measuring exposure levels, conducting air or noise sampling, and advising whether regulatory thresholds are exceeded. If you need support, please feel free to reach out for a consultation.
Step 3: Decide on Appropriate Health Surveillance Measures
Based on the assessment, determine what kind of monitoring and medical checks are necessary. These could include:
Lung function tests (spirometry) – for workers exposed to dust, fumes, or respiratory hazards.
Hearing tests (audiometry) – for those working in noisy environments.
Skin checks – for employees exposed to chemicals or frequent handwashing.
Hand-arm vibration assessments – for workers using vibrating tools.
Vision screening – for employees working with screens or requiring precision work.
These tests should be regularly scheduled to track trends and detect early signs of work-related illness before they become serious.
These are just some of the key health risks that a surveillance programme can monitor, but every workplace is different. There may be other hazards unique to your industry, from chemical exposure to ergonomic challenges, that require specialised assessments. Partnering with occupational health professionals ensures that all potential risks are thoroughly identified and managed, helping you create a safer and healthier work environment.
Step 4: Document and Review the Risk Assessment Regularly
A risk assessment isn’t a one-off task—it should be reviewed and updated regularly, especially if:
New processes, machinery, or substances are introduced
An employee reports symptoms of work-related ill health
Regulatory changes require updated compliance measures
Workplace incidents suggest an increased health risk
Maintaining detailed records ensures compliance with legislation and provides valuable insights for improving workplace safety.
3. Define the Key Components of Your Programme
Once workplace risks have been assessed, the next step is to design a structured and effective health surveillance programme tailored to your business needs. A well-defined programme ensures that employees receive the right level of monitoring, support, and intervention while helping employers stay compliant with health and safety regulations. Health surveillance is not a one-size-fits-all approach—it should be proportionate to the risks identified and aligned with industry best practices. This section outlines the essential components that form the foundation of a strong surveillance system.
- Pre-employment Health Screening: Ensuring new hires are fit for their roles and identifying any pre-existing conditions that need monitoring.
- Ongoing Health Monitoring: Regular medical assessments, such as lung function tests, hearing tests, skin checks, and musculoskeletal evaluations.
- Health Surveillance Records: Keeping confidential health records to track trends and detect patterns of work-related illness over time.
- Early Intervention & Support: Providing employees with guidance, adjustments, or medical referrals if health concerns arise.
- Employee Education & Awareness: Empowering workers with knowledge about health risks and preventive measures.
4. Engage Occupational Health Support
While employers are responsible for implementing a health surveillance programme, occupational health professionals play a critical role in ensuring its effectiveness. Their expertise helps businesses navigate complex health risks, legal compliance, and early detection of work-related conditions. Engaging with occupational health specialists, whether in-house or through an external provider such as myself, ensures that employees receive specialist medical assessments, tailored advice, and appropriate workplace adjustments when needed. Partnering with the right occupational health support can transform a surveillance programme from a compliance-driven process into a proactive strategy for employee well-being.
Occupational Health Specialists can :
- Conduct specialist medical assessments where required (e.g., respiratory function tests for workers exposed to dust or chemicals).
- Provide advice on workplace adjustments to prevent further harm.
- Help employers meet regulatory obligations and avoid compliance risks.
Many businesses work with external occupational health providers to access expertise without maintaining an in-house medical team. If you are interest, let’s chat the conversation here.
5. Implement, Monitor & Continuously Improve
Rolling out a health surveillance programme is only the first step. For long-term effectiveness, businesses should:
- Track & review health trends using data insights
- Act on early warning signs by adjusting workplace practices
- Encourage employee participation through open communication and trust-building
- Adapt the programme based on regulatory updates and industry best practices
Final Thoughts
A well-designed health surveillance programme is more than just a compliance exercise, it is an investment in workforce well-being. By integrating occupational health expertise, businesses can protect employees, reduce absenteeism, and create a safer, more productive work environment.
Would you like support in setting up a tailored health surveillance strategy? Get in touch with occupational health professionals to ensure your programme meets both legal and practical needs.
