LuitBiz

Standard #

What it means

How LuitBiz DMS helps

1904.5: Determination of work-relatedness

Recording an injury when employer is provided with different medical opinions, clarification of preexisting injury / illness, recording and reporting Occupational Injuries and Illnesses.

In LuitBiz DMS all the medical records of the employees along with their complete medical records can be stored and easily accessed. LuitBiz DMS has built-in OCR functionality using which even scanned documents can be easily searched and retrieved during an OSHA inspection.

1904.6: Determination of new cases

Clarification of the terms most authoritative and pre-existing conditions as used for recordkeeping purposes and determining work-relatedness when the work event or exposure is only one of the discernable causes; not the sole or predominant cause.

Group leaders can create tagging templates in LuitBiz DMS to record specific fields for pre-existing conditions and medical opinions. The values of these fields can be easily searched and the relevant documents can be easily retrieved during OSHA inspections.

1904.7: General Recording Criteria

All prescription medications, including preventive antibiotics, should be considered medical treatment and are recordable. Additionally clarifications about pre-existing injury or illness, hot therapy as first aid, injuries involving broken or chipped teeth etc. should also be recorded and securely stored in the system.

All these documents can be scanned and uploaded in LuitBiz DMS and easily retrieved using the built-in OCR functionality of LuitBiz DMS. All documents stored in LuitBiz DMS are encrypted using AES-256 technology for enhanced security and decrypted while rendering the documents in the software.

1904.8: Recording criteria for needlestick and sharps injuries

Employee access to needlestick and contaminated sharps injury log requirements

In LuitBiz DMS employers can share employee records using the LuitBiz DMS "View" module where employees can view the documents pertaining to their injuries and medical records.

1904.10: Recording criteria for cases involving occupational hearing loss.

Recording criteria for cases involving occupational hearing loss when employees use hearing protection. If an employee's hearing test (audiogram) reveals that the employee has experienced a work-related Standard Threshold Shift (STS) in hearing in one or both ears, and the employee's total hearing level is 25 decibels (dB) or more above audiometric zero (averaged at 2000, 3000, and 4000 Hz) in the same ear(s) as the STS, the employer must record the case on the OSHA 300 Log.

In LuitBiz DMS the OSHA 300 forms are provided as documents in the template library. Employers can download these forms from LuitBiz DMS, fill it up for the employees when required against the employee code and easily retrieve them easily.

1904.11: Recording criteria for work-related tuberculosis cases

Health impacts (such as COVID, SARS or MRSA) from shared office equipment, contaminated surfaces or infections as a result of a workplace exposure is recordable if it meets one or more of the criteria outlined in 29 CFR 1904.7 through 1904.11.

In LuitBiz DMS employers can manage SOPs related to the measures taken to minimize or eliminate the potential for employees to contract infectious diseases which are work-related. The built-in version control of LuitBiz DMS allows employers to manage all the versions of these SOPs centrally and update them as and when necessary. These versions can be easily retrieved during OSHA inspections. Additionally, all records related to injuries / infections caused due to workplace exposure is recordable in LuitBiz DMS and easily retrieved.

1904.29: Forms

Employer obligation to provide access to entire OSHA 300 Logs, including names of both union and non-union employees.

In LuitBiz DMS OSHA 300 Forms are provided as standard templates. These can be downloaded and filled up for all employees and retrieved easily after they are uploaded to LuitBiz DMS. Additionally, if these forms need to go through an approval process, the process can be easily designed in LuitBiz DMS. The approval can then take place via LuitBiz DMS with electronic signature.

1904.30 & 1904.31: Multiple business establishments & Covered employees

Clarification of Multiple Business Establishments and Covered Employees. Section 1904.30(a) requires employers to maintain a separate OSHA 300 Log for each establishment expected to be in operation for one year or longer. The requirements in Section 1904.31 assign the responsibility for recording and reporting to the employer with the greatest amount of control over the working conditions that led to the injury or illness.

LuitBiz DMS supports multiple business locations. So, employers can fill out the OSHA 300 forms for employees of their business locations separately, share it with the employees (as "View" users), if required and retrieve them easily during OSHA inspections.

1904.33: Retention and updating

OSHA 300 Logs need to be updated regularly and the different training records need to be retained for various periods of time.

The version-control mechanism of LuitBiz DMS allows to manage the different versions of the OSHA 300 logs. The complete audit trail of all the modifications made in the documents are time-stamped and stored in the software. Additionally, LuitBiz DMS has a feature to define retention periods of different groups of documents. Once these retention periods are defined, the group leaders are alerted when a document reaches its end-of-life and can be deleted.

1904.40 & 1904.41: Providing records to government representatives

Section 1904.29(b)(10) includes requirements for the protection of employee privacy when the employer decides to voluntarily disclose information from the OSHA 300 and 301 forms to persons other than those with a mandatory right of access under the recordkeeping regulation. In addition to the authorized government representatives listed in section 1904.40, those persons listed in section 1904.29(b)(10) may have access to the confidential list of employee names involving privacy concern cases.

When required, the employee record documents can be emailed to the authorized government representatives for inspection purposes directly from LuitBiz DMS. Complete audit trail of these emails sent to the Government representatives are also available in LuitBiz DMS.

1904.41: Providing records to government representatives

Section 1904.29(b)(10) includes requirements for the protection of employee privacy when the employer decides to voluntarily disclose information from the OSHA 300 and 301 forms to persons other than those with a mandatory right of access under the recordkeeping regulation. In addition to the authorized government representatives listed in section 1904.40, those persons listed in section 1904.29(b)(10) may have access to the confidential list of employee names involving privacy concern cases.

When required, the employee record documents can be emailed to the authorized government representatives for inspection purposes directly from LuitBiz DMS. Complete audit trail of these emails sent to the Government representatives are also available in LuitBiz DMS.