Procedures and Guidelines

  • Research Safety & Services
  • Occupational Safety & Risk Management
  • Facility Support Services
  • ***This page is under construction as the Occupational Medicine Program is undergoing changes. Thank you for your patience!***

    Off-Campus Substitution PPHA
    When a University of Florida new hire will work at one of the UF IFAS Research and Education Centers (REC) in the State of Florida (or some other location affiliated with the University) and perform one or more of the OCCMED-Covered job duties, a Preplacement Health Assessment done outside of the UF Occupational Medicine (OCCMED) Clinic may be requested as a substitution to fulfill the job duty-related health assessment requirement. This is an option rather than having the health assessment done at the UF OCCMED Clinic on the UF campus in Gainesville.

    At the University of Florida, a job offer is contingent upon the favorable results of any applicable job-related post-offer preplacement health assessment.  The applicant may not begin work until after being cleared to work by the UF OCCMED Clinic in Gainesville.  As with on-campus health assessments, the UF OCCMED Clinic enters clearance status records in myUFL.

    This substitution is also an option when a current University of Florida employee who works at one of the RECs or other location as described above performs one or more of the OCCMED-Covered job duties.

    Criteria for Substitution of UF Preplacement Health Assessment

    • Must include the same components as those done at the UF OCCMED Clinic and
      appropriate documentation of any required additional ancillary testing, immunizations, and medical questionnaires prior to clearance
    • Must be recorded on the UF Preplacement Physical Exam and Medical History Questionnaire form
    • Must be performed by a physician, physician assistant or nurse practitioner licensed to practice in the State of Florida
    • Must clearly identify the name and state license number of the physician, physician assistant, or nurse practitioner –
      signature alone, even when legible, not accepted
    • Must be performed within the previous sixty (60) days
    • Must be completed prior to clearance/recommendation
    • Must be sent to the UF OCCMED Clinic for review and final clearance status
      (Cover Sheetfor Medical Record Transfer)

    Checklist for Substitution Preplacement Health Assessment

    1. Print documentation that local provider is approved by the UF OCCMED Clinic to perform substitution PPHA
      Contact EH&S if documentation is not available
    2. Print job duty list that documents the required health assessment
      For position with a position number, identify the applicable job duty when submitting the ePAF.
      For position without a position number, identify the applicable job duty on the INOP form.
    3. Print required health assessment componentsthat match the job duty
      Use the Health Assessment Required? Components web page or the Health Assessment Matrix file.
    4. Print OCCMED forms
      Cover Sheet(for Medical Record Transfer)
      Physical Exam and Medical History form

      Medical Questionnaires for job duty
    5. Provide printed documents to candidate who will take them to the health assessment appointment
    6. Trackhealth assessment status in myUFL



    UF OCCMED Clinic
    A Division of Student Health
    Ph: 352-294-5700; Fax: 352-846-2003
    Box 100148, UF, Gainesville, FL  32611
    UF OCCMED Program Administration
    Environmental Health and Safety
    Ph:  352-392-1591; Fax: 352-392-3647
    Box 110190, UF, Gainesville, FL  32611
    Initiate a Health Assessment
    Departments must initiate a health assessment when their job duties are included in the Occupational Medicine Program.

    Information Needed to Initiate a Health Assessment

    • Candidate’s name
    • Candidate’s department
    • Candidate’s UFID number (Employee ID) –
      If UF Directory does not list the individual’s UFID, the individual must be added to the directory
    • Candidate’s position title and number (if applies)
    • Supervisor’s name and phone number
    • Payment information

    Health Assessment Type Depends on Job Duty

    • Review of Comprehensive Health History and Immunization Records

    The department prompts the individual to complete and submit the appropriate forms if the following job duties apply.

    Delivery of the above forms to the SHCC can be:
    -in person at the Shands OCCMED Clinic on the 2nd floor of the Dental Tower (D2-49),
    -electronic form submission via link on individual forms.
    -Email to .

    On-Site Physical Exam and Review of Immunization Records
    Department calls the SHCC at Shands OCCMED Clinic at (352) 294-5700 for an appointment for the following job duties.
    The OCCMED Clinic is in room D2-49 of the Health Science Center.

    Note: UF-affiliated units outside the Gainesville area such as IFAS Research and Education Centers call their local health care provider for an appointment for the following job duties. That local provider sends the confidential medical records generated from the physical exam directly to the SHCC OCCMED Clinic using the Medical Record Transfer Fax Cover Sheet.

    • Asbestos Work
    • BioPath (RG3/BSL3)
    • Climbing
    • Commercial Driver License
    • Frequent Reaching Above Shoulder
    • Heavy Lifting
    • Kneeling
    • Law Enforcement
    • Operation of Special Purpose Vehicles
    • Pesticide Use
    • Repeated Bending
    • Repetitive Pulling and Pushing
    • Respiratory Use
    • Scientific Research Diving
    • Baseline Audiogram

    The department calls the UF Health Hearing Center at (352) 265-6820 for a baseline and annual audiogram for the following job duty. This clinic is located at UF Health (The Oaks).

    • Work in areas of excessive noise

    Contact the Environmental Health and Safety Occupational Medicine office at or (352) 392-1591 for further information.