403 Medical and Physical Examination Program

Georgia State Seal

Georgia Department of Human Services
Human Resources Policy #403

Medical and Physical Examination Program

Release Date:

July 1, 2002

Revised Date:

June 8, 2020

Next Review Date:

References:

O.C.G.A. 45-2-40 — Employees to furnish certificate of physical fitness for employment
Manual for the Medical and Physical Examination Program
Georgia Department of Administrative Services

Section A: Program Purpose

  1. The Medical and Physical Examination Program (MAPEP) has been developed to:

    1. Ensure prospective employees are physically capable of carrying out the duties of his or her appointment.

    2. Protect prospective employees from possible harm associated with employment, which may occur due to preexisting physical conditions.

    3. Protect the State from potential liability under workers' compensation laws for conditions arising after employment, but caused in whole or part by preexisting physical conditions; and,

    4. Provide a consistent, job-related process for determining and applying the medical and physical standards.

Section B: Job Categories

  1. DHS jobs have been assigned to one of five job categories, which are listed below.

    1. Category 1: Primarily sedentary, light physical work with limited to no unusual working conditions (e.g. Administrative Assistant; Business Operations Manager; Human Resources Specialist).

    2. Category 2: Moderate to heavy physical activity and/or moderate to high interface with working conditions of potential concern for certain health conditions (e.g. Supply/Warehouse Clerk; Housekeeper; Mechanic).

    3. Category 3: Positions involving food preparation or the handling of raw consumable animal products (e.g., Food Service Worker; Plant Operator; Agriculture Inspector).

    4. Category 4: Health-related positions involving direct contact with or exposure to airborne or blood-borne pathogens (e.g. Nurse Manager; Health Aide; Radiologist; Dental Hygienist).

    5. Category 5: Strenuous physical activity and/or extreme or potentially life-threatening working conditions requiring a high level of physical capability (e.g., GSP Sergeant; Public Safety Cadet; Special Agent; Correctional Officer; Fire Prevention Specialist; Conservation Lieutenant).

  2. A job is assigned to a category based on job responsibilities, functional requirements, working conditions and environmental factors.

  3. Category designation is also affected by the level of medical/fitness screening determined necessary for the job.

  4. Standards of medical and physical fitness have been developed for each job category.

  5. The Medical and Physical Examination Program Job Categories List is included as Attachment #1.

  6. Unique positions may be reviewed to determine the appropriate job category. A request for review should be submitted to the Office of Human Resources (OHR).

Section C: Program Overview

  1. The General Information form (MAPEP 10-51-03) is used for all positions regardless of job category designation. For positions in Categories 1 through 4, the prospective employee will self-certify correctness of information and no further medical assessment will be required, unless requested by DHS. If requested for positions in Categories 1-4, Form MAPEP 10- 51-03, and other identified MAPEP materials will be reviewed by a qualified medical practitioner.

  2. The MAPEP paperwork and review process must be completed after an offer of employment, but before disbursement of salary.

    Any required physical examination must be completed prior to the date of employment, and the reporting of results is to be completed within forty (40) calendar days of employment.

  3. For jobs in Category 5, or other position for which a physical examination is indicated, the "General Information" form (MAPEP 10-51-03) and appropriate Medical History forms will be completed, and a physical examination arranged.

  4. All medical history forms used for Categories 2-5, if indicated, and physical examination results (typically Category 5), will be reviewed by a licensed physician for determination of the medical and physical fitness of the prospective employee. The results of this determination should be reported to the employing agency on the “Medical Examination Report to Employing Agency” form (MS 10-57).

  5. The physical demands of the position and the working conditions under which work is performed will be compared with the health status of the prospective employee. Also, any standards and/or guidelines approved by the State Personnel Board will be considered in the review.

  6. Any unusual functional requirements or working conditions are to be noted on the General Information Form (MS 10-51-03) in order to advise the prospective employee and to justify possible further review of medical/fitness condition.

Section D: Physical Examinations

  1. For Category 1 through 4 positions, if the employing agency finds upon review of the MAPEP materials that the prospective employee appears capable of performing the duties of the position, no further assessment is needed.

  2. If DHS finds information needing review by a medical practitioner, forms will be referred to a physician designated by the Department.

  3. If DHS finds that a physical examination is necessary, DHS will indicate the "Additional Test(s) Requested" on the Medical Findings Form (MS 10-56) and refer the prospective employee to a physician designated by the Department, or a licensed medical practitioner of the prospective employee’s choice.

  4. For job positions, typically Category 5 jobs, for which an examination is initially required:

    1. DHS will complete appropriate sections of the MAPEP "General Information" form (MAPEP 10-51-03). The employing agency will also complete the "Additional Tests Requested" (page 1, top left) if any; and the "Employer Name and Address" (page 3, bottom right) portions of the "Medical Findings" physical examination form (MS 10-56). The employing agency will provide copies of the "General Medical Guidelines" (Section IV) and the "Specialized Medical Guidelines" (Section V) as attachments to the memorandum to the Examining Physician" (MS 10-55). The employing agency will also indicate which other completed forms (ex. MS 10-52) are being provided with these "Guidelines" as part of the medical package by checking the appropriate boxes on the cover memorandum to the Examining Physician (MS 10-55).

    2. The prospective employee will complete appropriate sections of the "General Information" form (MAPEP 10-51-03).

  5. The agency will retain a copy of the "General Information" form (MAPEP 10-51-03). The prospective employee will be referred with the MAPEP medical package — completed forms (a copy of MAPEP 10-51-03), the job information attachments (see D. below), the "Medical Findings" form (MS 10-56), and the physician cover memorandum (MS 10-55) with general and specialized standards attached — for physical examination to a physician designated by the Department or a licensed medical practitioner of the prospective employee’s choice.

  6. The licensed medical practitioner will send the completed medical package to the designated representative.

  7. A copy of the standards for medical and physical fitness for the specific job and the required MAPEP forms should be provided to each prospective employee upon the offer of employment.

Section E: Review and Decision

  1. The physical demands of the job and the working conditions under which work is performed will be compared with the health status of the prospective employee. A determination will be made regarding the prospective employee’s physical capability to perform the essential functions of the job.

  2. If the medical practitioner identifies a condition that would hinder a prospective employee from fulfilling the prescribed duties of the job, reasonable accommodation will be considered. A determination of whether reasonable accommodation can be offered will be made on a case-by-case basis.

  3. A prospective employee who does not meet the medical, psychological or physical standards of a job, with or without reasonable accommodation, cannot be employed in that job.

Section F: Appeal

  1. A prospective employee may file an appeal contesting any requirement of the Medical and Physical Examination Program.

    1. The appeal must be filed in writing with the OHR Director.

    2. The appeal must be filed within ten (10) calendar days of becoming aware of the contested requirement.

  2. The appeal will be reviewed, and a written response will be issued to the prospective employee within fifteen (15) calendar days of receiving the appeal. This response is the final decision on the appeal.

  3. A copy of the appeal and final decision will be provided to the Department of Administrative Services Commissioner.

Section G: Recordkeeping

  1. All medical information obtained as a result of the Medical and Physical Examination Program is confidential and will be accessible only on a need-to-know basis.

  2. This information will be filed separately from other personnel records.

For additional information or assistance, please contact your local Human Resource Office, or email DHS-Policies@dhs.ga.gov.