Custom occupational health contract and consultation file software
Every employer must have a basic contract with an occupational health service or company doctor, and is responsible for its content. Article 14 of the Arbowet determines what you need support with and which agreements belong in it, such as access to the company doctor, a second opinion and consultation with the prevention officer and the works council. The works council or staff representation must consent to the content. Appfront builds the file in which you, as the employer, keep track of the contract, the agreements, the consultations and the link with your RI&E (risk inventory and evaluation).
What is software for your occupational health contract and consultation file?
Software for your occupational health contract and consultation file records how you, as the employer, have arranged expert support. Article 14 of the Arbowet lists the tasks for which you must be supported by certified experts or a company doctor: assessing and advising on the RI&E, advising on the guidance of sick employees, periodic occupational health examinations, pre-employment medical examinations if you carry them out, and consultation on health and work. How that support is provided is set out in writing in an agreement: the basic contract.
Since the 2017 amendment of the Arbowet, that contract must also include agreements on how the experts can do their work. According to the Arboportaal, this covers consultation with the prevention officer and the works council, the company doctor's visits to every workplace, the option of a second opinion from another company doctor, a complaints procedure, the reporting of occupational diseases and advice on prevention. The works council or staff representation must consent to the content, and the choice and positioning of the prevention officer, the competent employee under Article 13, also require the works council's consent. Under Article 14, a copy of the assessment advice on the RI&E goes to the works council or staff representation.
In practice, the contract sits with purchasing, the consent in a works council folder, the RI&E advice with the safety officer, and employees do not know where to find the open consultation hour. We build it custom because every employer has arranged things differently: with an occupational health service under the safety-net arrangement, or with a custom arrangement through a collective agreement or an arrangement with the works council. The agreements you have, who consults and which systems already exist determine what the software does. The software does not replace the occupational health service and does not give medical advice.
The contract
With the mandatory agreements.
The consultation
Works council and prevention officer.
The RI&E
Assessment advice linked.
How we build your software for your occupational health contract and consultation file
We start with your occupational health and safety arrangements: who you have a contract with, whether you follow the safety-net arrangement or a custom arrangement, how the works council is involved, who the prevention officer is and where the RI&E and the plan of action are kept. Then we build a first version with the contract and the mandatory agreements, because everything depends on them. Your HR or occupational health coordinator works with it for a while. Consultation with the works council, the link with the RI&E and the information for employees follow once that goes well. After that, we maintain the software as the rules or your contract change.
Contract, works council, RI&E.
Agreements recorded.
Linked to the contract.
Go-live, monitoring, and maintenance when things change.
What software for your occupational health and safety contract and consultation file does in practice
The components below appear in almost every employer-side occupational health and safety file. Which ones you need depends on your size and on how you have arranged your occupational health and safety care.
Contract
Agreements per component.
Consent
Works council or staff representation recorded.
Consultation
Agenda and decisions.
Prevention
Role and positioning.
RI&E
Review advice and plan.
Employees
Consultation hours and second opinion.
Who we build software for your occupational health and safety contract and consultation file for
The software is designed for employers who want to demonstrably have their occupational health and safety care in order, with multiple sites, an active works council or a custom arrangement. The more parties are involved, the more it delivers.
Employers
Contract in order.
HR and occupational health and safety
Agreements to hand.
Prevention officers
Consultation recorded.
Works councils
Consent visible.
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This page is about the employer's side: the contract, the agreements and the consultation. If you are an occupational health service or company doctor yourself, see our page on software for occupational health services. For the RI&E itself and the action plan, see our page on the RI&E tool with action plan, for absence see our page on absence management software, and for the Gatekeeper Improvement Act see our page on the absence and Gatekeeper file. You can read about our way of working on building software.
Why Appfront for your software for your occupational health and safety contract and consultation file?
A contract that lacks the second opinion or the workplace visit, a works council that never gave its consent, or an RI&E review advice that the works council never received: these are exactly the things the Labour Inspectorate can take enforcement action on. That is what we build around: for each agreement you can see whether it is arranged, who gave consent and when, with the RI&E alongside.
Complete
All mandatory agreements.
Demonstrable
Consent with date.
Coherent
Contract and RI&E together.
Security and privacy for software for your occupational health and safety contract and consultation file
The file is about agreements and consultation, not about employees' medical data; that stays with the company doctor and the occupational health service. Access is set up per role: HR and the occupational health and safety coordinator manage, the works council sees the documents it needs to consent to, and employees see how to reach the company doctor. Every change is recorded with name and time.
The software runs in a European data centre, with encrypted connections and storage and daily backups. Integrations with an RI&E tool or HR system retrieve only the data needed for the file.
Frequently asked questions about software for your occupational health and safety contract and consultation file
Questions that HR managers, prevention officers and works councils ask before getting started.
It records the basic contract with the occupational health service or company doctor with the mandatory agreements, keeps track of the consent of the works council or staff representation and the consultation with the prevention officer, and links the review advice on the RI&E. That way you can see in one place whether your occupational health and safety care is in order.
Agreements on the tasks under Article 14 of the Working Conditions Act (Arbowet), such as absence guidance, review of the RI&E, periodic occupational health examinations and access to the company doctor. It also covers agreements on consultation with the works council and prevention officer, workplace visits, second opinions, the complaints procedure, reporting occupational diseases and prevention advice.
According to the Arboportaal, the works council or staff representation must consent to the content of the basic contract. Under Article 13 of the Working Conditions Act, the choice and positioning of the prevention officer also require the works council's consent. The software records when and to what consent was given.
Under the safety-net scheme, you are supported by a certified occupational health service. With a custom arrangement, you organise that support through a collective labour agreement or an arrangement you have agreed in writing with the works council or employee representation body, within the requirements of Article 14. The software works with both.
If an employee has doubts about the occupational physician's advice, they can ask another occupational physician for a second opinion. The occupational physician will grant that request unless compelling reasons argue against it. The software shows how this is arranged in your contract.
No. The occupational health service or occupational physician continues to provide the expert support, and medical data stays with them. You carry out the risk assessment and evaluation (RI&E) with your own tool; the software links the review advice and the action plan to the contract.
For employers with multiple sites or operating companies, a custom arrangement, or a lot of consultation with the works council. If you have a single contract and a small organisation, a good folder and a fixed item on the works council agenda are often enough.
Is your occupational health contract and consultation demonstrably in order?
Tell us how you currently handle occupational health and safety, who takes part in the consultation and where the risk assessment is kept. We will show you how the software can bring it all together.