Occupational Health Forms
Project Overview
All new employees that will work with animals must fill out a series of forms to assess their risk factors and gather recommendations for vaccinations that they may need. Many of these forms must be completed annually. The purpose of creating this system was to replace the current paper process for getting all occupational health forms filled out, reviewed, sent off, and filed.
Business Value
There is Personally Identifiable Information in the Occupational Health forms. By digitizing these forms, we created a more secure and accessible system to benefit both the Safety team and the Institute as a whole. Additionally, the Safety team spends a considerable amount of time tracking and organizing the occupational health forms. This system saves valuable time and increases productivity in other essential areas of work in the SH&S scope.
My Role
This is a project that I was very excited about starting. This project actually came to our attention because on several occasions, I observed our Occupational Health Program Manager carrying a noticeably large binder. I finally asked about this binder when I noticed she was not in a hurry and learned about Occupational Health Forms, what they are used for, and how they are a major pain point for the Occupational Health Team.
Research: Many moving pieces relate to Occupational Health Forms, and many more were discovered once I dove into my research. Before we could start any work, I knew that I would have to involve our legal team early on to help identify Personally Identifiable Information and best practices for sending and storing this information. It was vital for me to interview the Occupational Health Team members and their colleagues who would be using this system to assign and fill out forms. A huge pain point for the Occupational Health Consultant was responsiveness from the employees who need to fill out the form. It was important for me to understand this from the employee perspective and learn how we can make this process simpler for them so that the process could move faster and more efficiently than it currently does. I worked with various groups to conduct both qualitative and quantitative research. Through my research, I identified several security risks in current processes. I worked collaboratively with several different departments to develop a security plan to move forward during our design phase.
Documentation
