When starting a position that involves the use of a respirator, there is one important question: when can you get cleared? Timeliness is important because you usually cannot work within the respiratory protection control program until you finish the medical evaluation. This article describes the normative timing of the clearance process as well as factors that may accelerate or slow you time-wise underneath the provisions of the OSHA respiratory protection program. See here for more information.
Online vs In-Person Evaluations
Both options lead you toward the ultimate goal of medical clearance to wear a respirator; however, the time that it takes to be cleared can feel different. With online medical evaluations, you usually will be assessed and notified faster because you complete the medical evaluation questionnaire (MEQ) on your schedule. In-person clinics may suffice for a clearance, especially if you need to have a physical exam performed, but you can sometimes take longer waiting for an appointment.
- Online medical evaluations: There are many platforms that will review your MEQ questionnaire on the same day or the next day, or even within 48 hours, especially if you use the service on a weekday during business hours.
- In-person clinics: You may have to wait several days for a suitable appointment. Travel time to and from a clinic, as well as limited clinic hours, can set back the total clearance period another week or more.
- More complicated cases: Complications can arise, and timelines extended if your answers lead to a health concern, regardless of whether you chose online evaluations or clinics, a follow up call or assessment by a health care provider may have to take place before you are deemed cleared.
Instant Approval Possibilities
In some medical evaluation systems licensed healthcare providers can review your MEQ and issue an instant decision right at the time of submission. However, “instant” is still relative to how well you answered the questions on the MEQ and the availability of the provider. If all goes to plan and your platform allows for it, you may receive a conditional clearance only minutes after you click submit. Choose a program that specifies review windows and supports respirator medical evaluation online so there are no mysteries about review times.
Delays and What Causes Them
Most slowdowns are avoidable. Start with the basics before you assume your review is stalled. Sometimes little errors take longer to resolve than you believe–especially when many employees submit at the same time.
- MEQ is incomplete: Your medications, conditions, or contact info are missing, which will force the reviewer to request for more information.
- Reviewer not available: Holidays, weekends, and after-hours can mean the reviewer will not review a telehealth clinician until the next business day.
- Follow-up needed: Some symptoms or job exposures warrant a phone consult or exam before being approved.
- Wrong respirator: If your job changes to a different respirator, you may need an updated clearance and fit test.
- Repository issues: If your company uses a fit-test repository to manage records, identifiers or names being mismatched can slow the writing of records.
What to Do While Waiting
Use the time to prepare as much as you can, so once you are cleared, you proceed directly to the fit testing. Confirm the exact make, model, and size of the respirator you will be using for your job. Fit tests must be brand-and-model-specific. If your employer provides training modules, finish these now, then allow your calendar to remain free for the date of your fit test.
Monitor your email and texts to provide any clarifying information if the provider reaches out or for general follow-ups. If you are concerned about their privacy or confidentiality, confirm that the platform is a HIPAA-compliant platform where only the authorized staff can access your results.
Follow this link https://www.cdc.gov/phlp/php/resources/health-insurance-portability-and-accountability-act-of-1996-hipaa.html to learn more.
Speeding Up the Process
While you’re not able to control every variable, you can tip the scales in your nod. Good preparation can allow you to avoid back-and-forth messages and ensure your examination is next in line. Consider what a clinician needs to make a safety and timely decision and give that to them, upfront.
- Carefully fill out the MEQ: Write down current medications and recent surgeries and list the current symptom(s) to prevent delays in the review process.
- Choose an online option that has clear SLAs: A reputable equity online medical clearance service has their review times and communication options published.
- Submit your clearance during business hours: The review was often completed more quickly when the clinician is actively online.
- Coordinate submission with scheduling: Schedule your respirator fit test for one or two days after you anticipate your clearance will be approved and not the day prior to your clearance.
- Centralize documentation: Hold onto your training documentation and clearance letter in a central location to ensure your compliance documentation is present during an audit.
Bottom line
If you have a simple case and use an online review option, you can receive clearance sometimes the same day or within one or two business days. If your case requires an in-person review or phone follow-up, it may take several days longer. Plan ahead, provide complete information in your MEQ, and monitor your responses-the additional preparation rarely takes away time from the clearance.