admin@workwellnessuk.co.uk

07795 214 663

Pregnancy risk assessment

1. New & Expectant Mother Health Risk Assessment. Key Features:

EXPERT

Thorough health risk assessments performed by qualified and experienced Occupational Health Specialist Practitioners.

COMPREHENSIVE

Satisfies your obligations to consult with your employee, interpret medical GP / midwife recommendations and assess the adequacy of your general, organisational level risk assessments.

COMPLIANT

A structured document workflow generates an audit trail of evidence that you have complied with your duty to control risks to the health and safety of your employee.

AGILE

Proven processes for effective remote video or telephony assessments or physically present assessments at your site.

2. New & Expectant Mother Health Risk Assessment.  Step by Step Guide:

Click on a step below to view more detail.

New Expectant Mother 4Section 16(3) of the Management of Health and Safety at Work Regulations 1999 requires you to protect the health and safety of your new or expectant employee by performing a new and expectant mother risk assessment and to remove risks identified by:

  • Altering working conditions, place of work or hours of work, or, if such alterations are unreasonable or do not remove the risks:
  • Providing suitable alternative work on the same terms and conditions or, if suitable alternative work is unavailable or does not remove the risks:
  • Suspension on full pay.

The Health and Safety Executive1 state that you must perform an individual level New & Expectant Mother Health Risk Assessment when you are advised by your employee in writing that they:

  • Are pregnant or
  • Have given birth within the previous six months (Given birth is further defined as ‘delivered a living child or, after 24 weeks of pregnancy, a stillborn child’) or
  • Are breastfeeding.

The HSE state that you must:

A recent employment tribunal case2 found against the employer for failing to carry out a New and Expectant Mother Health Risk Assessment.

Referral decision treeFollow this flow chart to decide how to request a New & Expectant Mother Health Risk Assessment.  Basically:

  • If any health information is likely to be declared or processed (which is likely if your employee has a long-term health condition) then request the assessment using two separate forms; the occupational health assessment referral form and the employee consent form.
  • If you are confident that no health information is likely to be declared or processed then request the assessment using a simplified work risk assessment referral form.

You complete the referral form, obtain your employee’s consent and email the form(s) back to us together with a copy of your most recent organisational level risk assessment which details risks and controls for New & Expectant Mothers.

The referral / consent form and organisational level risk assessment must be returned to Work Wellness at least 5 working days prior to the appointment, to allow sufficient time to:

  • Agree the calendar appointment with your employee.
  • Request and receive copies of GP / specialist letters and reports from your employee. 
  • Research and prepare for the New & Expectant Mother Health Risk Assessment.

We can arrange the New & Expectant Mother Health Risk Assessment directly with your employee.  We will provide them with candidate calendar slots, agree the slot most convenient to them, issue a calendar invite for the agreed slot and receive your employee’s acceptance of the invite.

Alternatively, you may choose to arrange the New & Expectant Mother Health Risk Assessment appointment between Work Wellness and your employee, in which case we will offer you 3 candidate appointment slots to agree with your employee.  You may choose this option:

  • In order to retain overall control over the process (e.g., to minimise the risk of ’employee did not attend’).
  • For the first one or two referrals until you are comfortable with the process.

New & Expectant Mother Health Risk Assessment consultations are normally conducted remotely via video conference and last for 60 minutes.

We will prepare in advance of the New & Expectant Mother Health Risk Assessment appointment by studying the contents of the referral form, organisational level risk assessment and any GP / specialist letters and reports provided by your employee, considering what relevant information they do and do not provide and where it might be necessary to focus extra time and attention during the assessment. 

Explain

The Work Wellness practitioner normally starts the New & Expectant Mother Health Risk Assessment by explaining the next steps in the process and answering any questions from the employee.  This is a key step in the process, where we establish a rapport, gain trust and encourage open and reliable disclosure of information.

Assess

The Work Wellness practitioner:

  • Establishes what your employee’s job involves and how they perform it.
  • Explores potential risks which might be associated with:
    • The job they do (hours worked, heavy or repetitive manual handling, walking standing, sitting for long periods, working at heights or in restricted spaces, lengthy or frequent travel,
    • Occupational exposures (noise, vibration, trip hazards, chemicals, pathogens and pollutants, physical contact, aggression, vexatious colleagues, customers or the public, other work related stressors).
    • Premises and equipment (adequate rest areas, accessibility to toilets and fire escapes, workstation equipment and configuration, ventilation, thermal comfort, hygiene in designated rest areas, toilets and fridges).
  • Considers any complex needs, disabilities and / or mobility problems with the aim of enabling everybody, irrespective of their needs and disability, to succeed in their job.

After the assessment you will receive a New & Expectant Mother Health Risk Assessment Report which:

  • Identifies all material health risks
  • Summarises the main health risks. 
  • Recommends potential health risk controls for your consideration.

This type of information is likely to be sensitive so we follow General Medical Council guidelines to ensure confidentiality.  Further details of these guidelines can be found at the end of this link: Processing Employee Health Information.

The report should be a valuable source of information to help you identify the health risks posed to your New & Expectant Mother Health employee and how you might remove them.  Further guidance on how you can use the report can be found at the end of this link: Using Your Occupational Health Report.

If you are unable to identify sufficient controls to remove these health risks then you are required to offer your employee a suitable alternative role where you are able to remove the health risks.

If you are unable to identify a suitable alternative role where you are able to remove all health risks then you must suspend your employee on full pay.

When your employee continues in their role or in a suitable alternative role you are required to regularly monitor and review the New & Expectant Mother Health Risk Assessment as the pregnancy progresses and particularly if there are any significant changes to your workers’ activity or workplace and make any necessary adjustments to existing controls or implement sufficient new controls.

3. New & Expectant Mother Health Risk Assessment.  Step by Step Average Timeline:

Day -3
Identify referral reason
Step 1: You decide to refer
Day 0
Gather information
Step 2: You make the referral

Allow 3 working days to make the referral, it is normally a straightforward task to:

  • Collate and capture the information necessary to complete the referral form.
  • Obtain your employee's consent to the referral.
  • Locate your general, organisational level risk assessments which consider and control risks posed to New & Expectant Mothers.
Day 8
Arrange appointment
Step 3: Work Wellness conduct the assessment
  • Within 2 working days of referral we will be in contact to arrange an appointment.  
  • We are very flexible, we can confirm the appointment slot in advance of receiving the referral forms, but we must receive the forms at least 5 working days prior to the appointment to allow time to:
    • Agree the calendar appointment with your employee.
    • Request and receive GP / specialist letters and reports from your employee.
    • Research and prepare for the appointment.
Day 13
Write report
Step 4: Work Wellness report back to you
  • Within 3 working days of the assessment we aim to provide your employee with advance sight of the assessment report. 
  • We allow them 2 working days to respond with requests for corrections and / or deletion of any confidential information which they do not wish to be disclosed to you.
  • If they have not responded within 2 working days we issue a reminder and allow a further working day.  If we have still not received a response then we release the report to you.
  • If your employee requests changes to the report then we aim to release the report to you within a further 3 working days.  It is usually sooner but there are instances when changes are only agreed after some discussion.
  1. Protecting pregnant workers and new mothers.  Health and Safety Executive.  Last checked on 17th January 2024[]
  2. Ms N Hinds v Mitie Limited. Case Number:- 3322885/2021.  13th February 2024.[]