Improvement of handling occupational health records and clinical records of employees at an in-house clinic

Under Japanese law, employers are required to manage health information related to occupational health. This report describes improvements in health information management at an in-house clinic that provides both general medical care and occupational health services. Initially, the workplace lacked formal regulations for handling health information, and the scope of data and responsible personnel were unclear. Health records were categorized by type and fiscal year, making it difficult for occupational health physicians to assess individual workers' health status. Moreover, medical and occupational health information were mixed, raising concerns about unintended disclosure of personal medical data to the employer. To solve these issues, a health information management regulation was established. Records were reorganized to link data to individual employees, and medical information was clearly separated from occupational health data. These changes enabled more secure and appropriate occupational health services and supported the employer's legal duty to ensure worker safety. This case highlights the importance of structured health information management in workplaces where clinical and occupational health services coexist. Clarifying data handling responsibilities and separating sensitive information are essential for protecting employee privacy and improving the effectiveness of occupational health practices.