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General Questions and Scheduling

Is my medical information shared with my manager and/or company?
As required by state and federal regulations, some medical information is shared with your manager and/or company.  Examples include lead and cadmium blood results, audio results, work restrictions, and work-related diagnoses

What do I need to bring to HPMC OMS to return to work?
A note from your personal medical provider releasing you to return to work and listing any necessary restrictions is required following hospitalization, surgery, an emergency room visit, or absence of five working days.

If you sustained a head injury, were treated for substance abuse, or your absence was associated with a mental health condition, you may  be required to see a Behavioral Health Services provider at HPMC OMS before we can clear you to return to work.  Additionally, if you are absent for greater than six months, your company may request a Work Suitability Evaluation before you will be allowed to return to work.

Do I need to schedule an appointment or can I walk in?
Contact Medical Scheduling at 376-6251 to schedule an appointment. You can walk in for evaluation of occupational and non-occupational injuries/ illnesses or for a Return to Work visit at either clinic location. We recommend scheduling your appointment to reduce your wait time. If you have been off work for over six months, contact your company human resources department for instructions.

How do I make, cancel or reschedule an appointment?
Call Medical Scheduling at 376-6251.

If I need to see an outside physician, will HPMC OMS pay for the visit?
HPMC OMS will pay for external referrals associated with an HPMC OMS medical program or service such as a referral to a specialist to assess for work-related hearing loss. Courtesy referrals are the sole responsibility of the patient.

Can HPMC OMS be my medical provider for my workers’ compensation claim?
HPMC OMS is the Occupational Medical Contractor for the Hanford Site, but is not a treating provider for Workers’ Compensation claims. Our nurse case manager or medical provider can give you advice and suggestions on where to go for your particular condition.

What if HPMC OMS determines that I cannot do my job? What are my options?
Contact your Human Resources department and/or your company’s Workers’ Compensation Representative to review your options.

Who do I contact if I have a question about my recent visit?
If you have a medical question regarding your last visit, contact the Patient Representative at 376-6565.

Can the results of my lab work, x-ray, and other tests be sent to my personal physician?
Yes.  You will need to sign an Authorization to Release Protected Information.  This form can be obtained at both HPMC OMS facilities and on our website here.

How long are my medical records maintained at HPMC OMS after I retire?
Medical records are maintained at the Federal Records Facility for 75 years from your last visit.

Is there a cost for getting a copy of my medical records?
An initial copy of your record will be provided at no charge. Subsequent copies of the same information, regardless of the Occupational Medical Contractor, will be subject to a fee defined by the Uniform Health Care Information Act of the State of Washington [RCW 70.02.010(12)] and the Washington Administrative Code, WAC 246-08-400.  Payment is required prior to receiving records.
 

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Two Encounter Exams

What is an “encounter”?
An encounter is an appointment or visit as defined by our electronic medical record system.

Why is a two-encounter exam process used?
In accordance with the Worker Health and Safety Rule, to provide for the safety and health of Hanford workers, and as part of the Beryllium Corrective Action Plan, HPMC OMS is to provide the examination results, including clearances and restrictions, to the worker verbally and in writing. The two-encounter process allows HPMC OMS to provide all examination results verbally and protects the worker from performing medically inappropriate work.

How soon after the first encounter will the second encounter be scheduled?
At the conclusion of the first encounter visit, the second encounter will be scheduled for a date after test results are expected to be received.

What if the clearance expires between the two encounters?
HPMC OMS schedules workers for their first encounter in advance of their clearance expiration dates to prevent that from happening.  Situations in which clearances might expire include if the first encounter is canceled and rescheduled for a later date; issues with test results arise; the worker declines earlier appointment dates; or the worker fails to show up for the either encounter.

Can a worker refuse the second encounter?
Workers are required to complete the second encounter of the two-encounter exam process to receive a medical clearance unless the exam does not include any testing with delayed results (lab, x-ray and electrocardiogram).

What if the worker’s test results are ready at the time of the first encounter?  Will he/she still have to return later?
No. If the worker’s test results are all available the day of testing, the worker will complete the entire exam as one encounter.

Can both the first and second encounters be performed at either HPMC OMS clinic?
Both encounters may be performed at either the main clinic or 200W, based on medical program, space and availability.  Every effort will be made to accommodate facility-specific appointment requests.

What if the worker’s Employee Job Task Analysis (EJTA) changes between the first and second encounter?
HPMC OMS will incorporate changes into the second encounter when possible.  It is expected the worker will return for the second encounter to receive test results even if the EJTA changes result in the worker no longer requiring the medical clearance.

How are separation exams conducted?
These will be conducted in one encounter for most circumstances. The results will be mailed to the worker.

Will respirator exams be performed in one or two encounters?
If the worker is only in the Respirator User Program it will be a one-encounter appointment.  If the worker is completing testing for other medical programs (x-ray, lab, and electrocardiogram) due to other medical programs he/she will not see the provider during the first encounter and will return for the second encounter to complete his/her physical exam and receive the medical clearance.

Can the worker complete respirator training and fit between the first and second encounter?
The worker can complete the respirator fit and training between the two encounters if the worker’s respirator user clearance from the previous year has not expired.

Can the worker continue working between the first and second encounter?
A worker can continue working on their previous year’s medical clearance until it expires or a revised medical clearance is issued.

What if the results are not available as expected at the time of the second encounter?
The worker will still come in and complete the physical exam and receive the reason for the delay.  The results will be mailed to the worker.

What if there is a transportation problem with the beryllium lymphocyte proliferation test (BeLPT) and the test has to be repeated?
If there is a transportation problem with the BeLPT, the worker will be notified immediately and asked to return as soon as possible to avoid delaying the second encounter and the associated medical clearances.

What if the worker cannot complete all the testing during the first encounter (e.g. worker is ill and cannot complete the pulmonary function test (PFT)?
This will depend on the type of the test.  For a PFT where the results are available immediately following the test it will be added to the second encounter.

What about the Beryllium Voluntary Program? Will medical clearances be delayed?
If a worker is having a Beryllium Voluntary Exam at the same time as other exams that require a clearance he/she will be scheduled in 14 days when his/her clearance-related results and B-Read would be back. Since the voluntary program does not require a clearance the worker will be able to leave the clinic with his/her clearances and the BeLPT results will be mailed to the worker. If the BeLPT is not normal he/she will be called and offered the opportunity to return and see a provider.

What will happen if the worker is in the Hearing Conservation Program (HCP) and has a potential standard threshold shift (STS) during the first encounter audiogram?
It will depend on the circumstances. Per OSHA, the retest must occur within 30 days.

• If the worker is in the HCP only (no other exams), the worker will be scheduled for a retest before he/she leave to occur within 10 to 30 days.
• If the worker is in other medical programs, but not Beryllium Worker, they will be scheduled for a retest with the second encounter.
• If the worker is also a Beryllium Worker, the worker will be scheduled for a retest before he/she leaves to occur within 10 to 30 days.

What if a worker’s medical clearances expire while they are out on short-term disability?
The responsible Human Resources department should coordinate with Medical Scheduling to schedule the first encounter of the expired medical clearances to coincide with the return-to-work exam.

 

Health and Wellness Services
Visit our Health and Wellness webpage for more information and resources.
 

I am interested in health promotion or improvement services (e.g. tobacco cessation, weight loss, nutrition, health coaching) - who do I contact?
Call Health and Wellness at 376-3939 or email: OMCHEW@rl.gov.

How many health coaching visits will I have?
Your health coaching plan designed by the Health Educator is unique to you.  Appointments are scheduled at the discretion of the Health Educator in accordance with your coaching needs and work schedule.  Many health coaching clients require only a couple of visits and follow up.  Some need more help managing lifestyle changes. Coaching appointments may take place in person, via phone or email. 

Do I need my manager’s permission to participate in these services?
Yes. Voluntary appointments and classes that are attended during your regular working hours require your manager’s permission to attend.  Appointment notices will be emailed to you and your manager for scheduled clinical services.

I have back pain that affects my work. Does HPMC OMS have services to help?
Yes. Work Conditioning is available to rehabilitate injuries, restore physical capacity, reduce pain or other symptoms, and educate about re-injury prevention.  See our Industrial Rehabilitation webpage for more information.

How do I get started with Work Conditioning?    
You may request a Work Conditioning referral from an HPMC OMS nurse or medical provider during your visit. You may also call us at 376-2109 to talk directly with an Exercise Physiologist.  Once we receive the request, one of our Exercise Physiologists will call you directly to set up an appointment. Electronic appointment notices will occur as with other HPMC OMS appointments.
 

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Behavioral Health Services
Visit our Behavioral Health Services webpage for more information and resources.
 

Will my job be jeopardized if I use the Employee Assistance Program (EAP)?
Job security is not typically jeopardized as a consequence of seeking or using EAP services. Clients will not be denied or deprived of employment or promotion opportunities solely on the grounds of prior alcohol, drug, or behavioral issues or because of contact with the EAP. However, if the EAP counselor determines there are current behaviors, such as danger to self or others, illicit drug use, and/or excessive alcohol use, the counselor may determine the employee is not fit for duty.

Can I use the EAP on company time?
This is contractor-specific. Check with your human resources department or your manager regarding your company’s policy.

Will my manager know if I use the EAP?
Sessions are voluntary and confidential. Information about your EAP visit will not be shared with your employer, unless you specifically authorize it in writing.

Does HPMC OMS Behavioral Health Services (BHS) communicate anything back to management about my sessions?
Information can only be shared with your written approval. However, state law requires that the information may be released without your permission if there is a danger to self or others as evaluated by the counselor. You will have an opportunity to read about your rights in our informed consent brochure before you speak to the counselor.

Whom does HPMC OMS notify regarding EAP appointment dates and times?
Unlike other clinic appointments, EAP appointments are voluntary and confidential. Unless you sign a written authorization, the BHS staff cannot share information about you or your appointment status. We will only be able to give the appointment date and time directly to you or someone you specifically designate.

How many EAP visits can I have?
Eligible employees receive up to eight visits per issue per year.

What if I am late to an EAP appointment?
Depending on when you arrive, either we will attempt to see you for a shortened session or we will reschedule you for another time when we can better serve you by giving you the full attention you deserve.

What if I no-show or have a late cancellation for my EAP appointment?
The missed or late-canceled appointment will count as one of your eight available sessions.

Are my family members allowed to access the EAP?
Yes. Services are provided for DOE-affiliated employers and employees. Services are also provided to adult family members who reside with or are dependents of the employee.
 

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