BioPath: Biohazards Medical Monitoring Policy

OBJECTIVE

To establish the procedures, requirements, organizational responsibilities, guidance, safety and health precautions governing tasks involving occupational exposure to certain biological agents for all individuals at the University of Florida who may be potentially exposed to these biological agents including bacteria, viruses, toxins, prions, and cells, tissues, animals or vectors that could harbor these agents.

AUTHORITY

By authority delegated from the University President, the Vice-President for Business Affairs is responsible for the safety of all University facilities. Under this authority, policies are developed to provide a safe teaching, research, service, housing and recreational environment.

Reference

Department of Health and Human Services, National Institutes of Health, Guidelines for Research Involving Recombinant DNA Molecules (NIH Guidelines).

Department of Health and Human Services, Centers for Disease Control and Prevention, 42 CFR Part 73, Possession, Use, and Transfer of Select Agents and Toxins (Select Agent Program).

AAALAC, Association for Assessment and Accreditation of Laboratory Animal Care

State/Local Reportable disease notifications:

POLICY

Enrollment in the Biohazards Medical Monitoring Program, part of UF’s Occupational Medicine Program, is required for all those working in a BSL3 laboratory. Other participants may include individuals working with certain risk group 2 agents, those with potential exposure to human pathogens or with potential occupational exposure to Orthopox viruses, HIV, Hepatitis, Influenza, Arboviruses, and certain Zoonotics (e.g., Q fever, Monkey B virus, etc.).

RESPONSIBILITIES

Departments

Assist EH&S in identifying employees who are required to participate in the Program by assigning and monitoring job duties.

Inform personnel of the requirement for participation in the Program and assist personnel with completing the authorization request forms.

Provide fiscal information for SHCC to complete required services.

Ensure that all guests (vendors, visitors, contractors etc.) submit documentation and enroll in the program as necessary.

Ensure compliance for those within their department.

Environmental Health and Safety (EH&S)

Reviews and verifies all information submitted for authorization.

Determines and/or assigns the appropriate respiratory protection.

Authorizes the request for participation in the Program.

Documents, monitors and ensures compliance for annual follow-up.

Student Health Care Center

Reviews submitted documentation (authorization and participant forms)

Performs health assessment and determines whether on-site evaluation and/or physical examination are required.

Performs medical services as needed.

Maintains all medical records associated with this program.

Participants

Complies with all requirements of the program.

Completes required initial and annual health assessments.

Reports all potential exposures.

COSTS

There are fees assessed by the Student Health Care Center for these services. This cost is borne by the individual’s department, not the applicant. The Student Health Care Center accepts Purchase Order Numbers and P-card numbers for payment. This information can be obtained from your department’s fiscal expert. In cases where these are not payment options, contact the SHCC to discuss payment.

The SHCC fee schedule is typically updated each year in August.

PROCEDURES

These forms should be completed at the time a department fills a vacant position in instances where it has been determined that oversight is necessary due to the potential for exposure to biohazards. These forms should also be completed any time an individual’s duties change such that they will be covered under this Program.

The department completes the first section of the Authorization Form

  • The participant’s UFID must be included on the form. Lack of this UFID will prevent the SHCC review process.
  • The fiscal contact and payment for SHCC services must be included on the form. Insufficient payment info will delay risk assessment review.
  • The PI/Supervisor must sign the department section and have the form submitted to EH&S.

Environmental Health and Safety must complete the second section of the Authorization Form.

  • EH&S makes respirator use recommendations.
  • EH&S’ signature authorizes participation in the Program.
  • EH&S submits the Authorization Form to the SHCC and notifies the department of its completion.

The participant completes the Biohazards Medical Assessment Questionnaire.

  • Participants who will handle BSL2+/BSL3 agents or will be present when agent(s) are in active use must submit the completed questionnaire and contact the SHCC at 352-294-5700 for a physical examination.  Participants on a short-term visit and who will not handle agents (short-term visitors, guests, vendors or contractors) only need to submit a completed questionnaire unless upon review the SHCC determines that additional information is required.
  • Completed Questionnaires may be submitted to the SHCC by mail, confidential fax or in person to the following address:

Occupational Medicine Clinic
Student Health Care Center
University of Florida
Box 100148, Gainesville, FL 32611
D2-49 Health Science Center ( Second floor of the Dental Tower)
352-294-5700
352-846-2003 FAX

  • The participant contacts EH&S at 392-1591 for a respirator fit test and training if medically cleared for respirator use (excluding PAPR hoods). Please note Powered Air Purifying Respirator (PAPR) training will be conducted by your supervisor (or designated EH&S approved trainer). Please contact your supervisor prior to using a PAPR for this training.

The SHCC conducts the health assessment.

  • For participants who will handle BSL2+/BSL3 agents or will be present when agent(s) are in active use, the health assessment begins with a physical exam by the SHCC provider. For participants on a short-term visit and who will not handle agents (short-term visitors, guests, vendors or contractors), the health assessment begins with a SHCC provider review of the submitted medical assessment questionnaire. If necessary they contact the participant for further clinical interaction or a medical consultation.
  • When the complete health assessment status is established, the SHCC distributes copies of the Authorization Form to the Supervisor and EH&S.

Renewal BioPath health assessments are required at least every year.  The Renewal Form is two pages: 

  • The department completes the Authorization section on the first page and sends it directly to the SHCC.
  • The individual completes the Medical Questionnaire on the second page and sends it directly to the SHCC.
    The SHCC may call the individual for additional information or may request the individual have appointment at their OCCMED Clinic.

Issued May, 2011; Revised/Reviewed