The duties of a specialist for occupational safety (SiFa) for basic mentoring  include in particular:

• Support in the preparation and evaluation of risk assessment
• Verification of the target and actual status of work equipment, work systems and work organisation
• Development of a training system
• Development of safety operating instructions
• Support of the safety warden, if necessary training and further education of the safety warden
• Support of the Hazardous Substance Officers, if necessary training and further education of the Hazardous Substance Officers
• Direct advice to management on legal bases, legal certainty (compliance)
• Participation in the Occupational Health and Safety Committee meetings
• Preparation of an annual report

The Occupational Health and Safety Committee has the task of discussing occupational safety concerns with those involved in the management of the company

• accountable reperesentative of the organisation
• Occupational Safety Officer (intern or external appointed Person)
• Occupational medical officer, doctor
• if applicable work council representative

The Health and Safety Committee meets at least once a quarter. There are no exeptions allowed.

Annual report for company management (audit criterion ISO 45001)
An annual occupational safety report (OSR) is intended to identify the possible need for action as well as successfully established concepts. At the same time, it is a record of the activities of the representatives and evaluates the legally compliant documentation of the fulfilment of duties. An OSR should largely include the following aspects:

• Deployment times of the delegates
• Frequency and findings of site inspections
• Summaries of Occupational Safety Committee meetings (ASA),
• Advice and recommendations on detected misalignments and improvements.

A company doctor (company medical service / occupational health officer) must be involved in all questions of occupational health for the employees of a company.

The duties of the medical service for basic care include in particular:

• Assessment of existing working conditions on the health of employees
• Information for management and employees on health hazards from exposure to hazardous substances
• Information on the consequences of exposure to noise, infections, load handling, etc.

In the area of precaution at defined working conditions or in the handling of certain substances with potential occupational health hazards, the Occupational Medical Law demands precisely defined measures of health assessment. The medicals portfolio of services also includes occupational health check-ups, which, however, are not part of the company's liabilities in connection with occupational health and safety supervision. These are two separate issues. The basic supervision time does not include the medical check-ups.

Frequently Reporting

According to § 5 of DGUV regulation 2 "Company doctors and occupational safety specialists", company doctors and occupational safety specialists are required to regularly report in writing on the tasks ordered about the fulfillment of the assigned tasks. However, there is no legally binding form or deadline, to what extent this regularity, e.g. in the form of an annual report or the documentation is continuously presented in the form of activity reports.

§ 5 DGUV
The entrepreneur must oblige the company doctors and specialists for occupational safety appointed in accordance with § 2 of this accident prevention regulation to report regularly in writing on the fulfillment of the tasks assigned. The reports should also provide information on the cooperation of company doctors and occupational safety experts.

It follows that a mandatory reporting system therefore also takes the form of, e.g. Counseling documents, inspection protocols or in a continuous documentation of activity protocols.
The purpose of this documentation is to reproduce conformity or conformity requirements in a sustainable manner and to provide lasting information about the cooperation of company doctors and occupational safety experts. A regular report should make weak points in the company recognizable, and also serves the ASA to assess the need for action of occupational safety measures. A written illustration serves as proof of activity for the ordered DGUV 2 basic care.

  

Essential components of the aspects to be documented in occupational health and safety care are in the form of an annual report, for example:
  

General information on the annual report

• • Name and position of company doctors and occupational safety specialists in the company or in external services. Client and contractor
• • Illustration of the locations of multi-site Organisation
  

Differentiated quality and quantity of hours worked by the occupational safety specialist and the occupational health service

• • Operation hours for inspections
• • Hours for ASA sessions
• • Working hours for consulting or preparing risk assessments
• • Working hours for instructions
• • Preparation and provision of instruction documents as well as differentiated information on education and training of those involved in the organization, such as executives or safety officers, and the like.
• • Details of the special occupational health check-ups carried out for the operation

Documentation on meetings of the Health and Safety Committee (ASA)

• • Information on the conformity of the meetings, i. binding number and participants, compliant cargo and implementation.

Number of counts and results of site inspections

Results of the analysis and assessment, proposed occupational safety measures and statements on their implementation and effectiveness

Results of the analysis and assessment occupational medical measures as well as statements on their implementation and effectiveness

Conclusions on accidents at work, evaluation of accident statistics

 

An employer must keep documentation for the written documentation required in §5 of the DGUV 2. A copy of the respective report form is to be forwarded to a works council / staff council