Most site supervisors see the end of testing as the moment the mobile team pulls out of the parking lot. For us, that’s when the next part of the job begins.
Every chart, questionnaire, and test result collected during an on-site visit still has to be checked, processed, reviewed, organized, and delivered through the appropriate channels.
Accurate occupational health testing and medical record-keeping remains important long after testing day ends.
For covered employee medical records under OSHA’s 29 CFR 1910.1020, records are generally preserved for the duration of employment plus 30 years, subject to specific exceptions.
Here, we’ll outline what we actually do once our mobile team drives off, and why it matters even more than testing day itself, whether you’re the business owner footing the bill, the HR lead fielding employee questions, the safety inspector reviewing our files, or the worker who just wants their results.
Related: Changes Coming to DOT Medical Certification Reporting.
Related: How Long Should You Keep Employee Medical Testing Records?
How Employee Medical Records Are Processed After Testing
Post-testing medical record processing follows several steps before results are finalized and distributed.
1. Initial Chart Verification
Before results are entered or delivered, every chart goes through an initial verification process.
Our team checks log sheets for completeness, reviews the paperwork in each chart, and verifies key employee information, including names and dates of birth. Any missing paperwork is identified and followed up with immediately.
Catching problems early helps prevent missing information from creating delays later in the process.
2. Audiometric Results Are Uploaded and Verified
Audiometric testing doesn’t end when the hearing test is completed.
After testing, audiometric information is uploaded and verified. We confirm employee information and that results have been recorded correctly before completing the necessary data entry.
Once processing is complete, we generate five standard audiometric reports:
- Subject Summary
- Subject Letter Notification
- Standard Threshold Shift (STS) List
- Recordable List
- Company Audiogram List
Each report serves a different purpose, making accuracy and verification an important part of the process.
3. X-Ray Results Are Sent for Physician Review
X-ray results follow their own processing path.
These are uploaded into the appropriate X-Ray Portal for physician interpretation and recordkeeping, ensuring the results move through the appropriate system for review.
4. Respirator Medical Questionnaires
For employees who complete an OSHA respiratory questionnaire, a Respiratory Certification is prepared as part of the employee’s chart.
The certification becomes part of the complete post-testing record alongside the other documentation collected during the medical evaluation.
5. Charts Go Through Provider Review
Charts requiring review are prepared and organized for the Provider.
Once the Provider completes the review, each chart is checked again to confirm that required items have been completed, including the Provider’s signature, date, and applicable documentation.
6. Final Records Are Archived and Distributed
Once charts have been reviewed and finalized, completed records are scanned and filed under the appropriate name so they remain organized and can be located when needed.
Finalized results are then distributed through the appropriate channel. Depending on the job and reporting requirements, results may be:
– Emailed securely to the employer
– Prepared as individual charts and shipped
– Mailed directly to employees
The goal is simple: make sure the right information reaches the right person through the appropriate channel.
- Click HERE to take a virtual tour of one of our mobile medical trucks.
How Long Employee Medical Records Should Be Kept
Employee medical records don’t simply disappear once a testing project is complete.
OSHA’s recordkeeping requirements vary depending on the type of record and applicable standard. For covered employee medical records under 29 CFR 1910.1020, OSHA generally requires records to be preserved for the duration of employment plus 30 years, subject to specific exceptions.
That’s one reason organized medical recordkeeping matters long after the mobile testing team has left the jobsite.
- See OSHA’s Recordkeeping Requirements.
Who Handles Employee Medical Records After Testing?
At Worksite Medical, each account is assigned a dedicated Client Service Representative (CSR).
That same CSR manages your account from testing through final delivery, and continues to manage your account year after year.
This consistency means your don’t have to repeatedly explain your company’s needs, account history, or previous testing to a new contact.
Over time, our CSRs become familiar with the you and your company’s history. That allows us to provide more personalized support and respond promptly when questions or issues arise.
Employers also have a direct line of communication with your CSR for any questions, information, or assistance with the post-testing process.
Why Post-Testing Medical Recordkeeping Matters
Testing day is only one part of the occupational health testing process.
What happens afterward determines how quickly charts are checked, how accurately information is processed, whether required reviews are completed, and how efficiently finalized results reach the employer or employee.
At Worksite Medical, our post-testing process is built around three things that matter to employers: Attention to detail, quick turnaround time, and consistent account management.
How We Handle Post-Testing Medical Records
We combine detailed chart verification, structured medical testing result processing, Provider review, record archiving, and final distribution.
But the process isn’t just about paperwork.
Every account has a dedicated Client Service Representative who remains the employer’s point of contact from testing through final delivery and year after year. That ongoing relationship gives you someone who understands your account, can answer questions, and help address any issues as they arise.
The result is a more seamless post-testing experience from the day our mobile team arrives through the final delivery of results.
- Click HERE to get started.
How Quickly We Deliver Medical Testing Results
We know employers don’t want to wait indefinitely after testing to receive finalized results.
Our turnaround commitment is:
– Single-Phasic Jobs: Results delivered within 1 week of testing completion.
– Multi-Phasic Jobs: Results delivered within 2 weeks of testing completion.
Quick turnaround doesn’t mean skipping verification or review.
Every chart still moves through the structured process designed to identify missing paperwork, verify information, complete processing, and prepare finalized results for delivery.
- See our services HERE.
Bringing It All Together
When our mobile medical testing team leaves your jobsite, our work isn’t over.
Employee medical records move through a detailed quality control and reporting process designed to catch missing paperwork, verify information, complete required processing and reviews, organize records, and deliver finalized results on a reliable timeline.
Choosing a mobile medical testing partner isn’t just about what happens while the team is on your jobsite.
It’s also about what happens after we leave.
Don’t wait – get your team’s OSHA-compliant respirator medical clearance today!
Medical Surveillance And Monitoring With Worksite Medical
In most cases, OSHA requires medical surveillance testing, and at no cost to employees.
Worksite Medical makes that program easier with mobile medical testing.
We travel right to your workplace to conduct vision testing, on-site respirator fit tests (including N95 masks), silica exam physicals, audiometric exams, OSHA and HIPAA compliant online respirator medical clearances, pulmonary function tests, heavy metal lab work, and much more, right on your job site.
We also keep accurate, easy-to-access medical records for your convenience. You’ll keep your employees at work, and stay ahead of OSHA & MSHA inspections.
With Worksite Medical, a mobile medical testing unit — we can bring all the resources of a lab to you. Our certified lab technicians can perform both qualitative and quantitative respirator tests to ensure a perfect fit.
You’ll keep your employees at work, and stay ahead of OSHA and MSHA inspections.
Protect your team and your workplace now with Worksite Medical. Not sure what you need? Try our medical testing wizard here, or reach out to us with questions.
Give us a call at 1-844-622-8633, or complete the form below to schedule an on-site visit or to get your free quote.
