OSHA Compliance: What Every Medical Office Must Know

Healthcare facilities face unique cleaning challenges that go far beyond typical commercial cleaning. With patient safety, infection control, and regulatory compliance on the line, medical offices must adhere to strict protocols. Here's what every Oregon healthcare facility needs to know about OSHA requirements and cleaning best practices.

Understanding OSHA's Bloodborne Pathogen Standard

OSHA's Bloodborne Pathogen Standard (29 CFR 1910.1030) is the cornerstone of healthcare cleaning compliance. Key requirements include:

• Exposure Control Plan: Written plan identifying tasks with potential exposure and protective measures
• Universal Precautions: Treating all human blood and certain body fluids as potentially infectious
• Engineering Controls: Sharps containers, self-sheathing needles, and other physical safeguards
• Work Practice Controls: Procedures that reduce exposure likelihood
• PPE Requirements: Gloves, gowns, masks, and eye protection as appropriate
• Housekeeping: Specific cleaning and decontamination procedures

The Exposure Control Plan

Every healthcare facility must have a written Exposure Control Plan that includes:

1. Determination of employee exposure risk by job classification
2. Schedule and method for implementing required provisions
3. Procedures for evaluating exposure incidents
4. Annual review and update procedures

Your cleaning staff—whether in-house or contracted—must be included in this plan if they have any potential exposure to blood or other potentially infectious materials (OPIM).

Cleaning and Decontamination Requirements

General Housekeeping

• Maintain worksite in clean and sanitary condition
• Develop written schedule for cleaning and decontamination
• Clean and decontaminate all equipment and surfaces after contact with blood or OPIM
• Inspect and decontaminate bins, pails, and cans at regular intervals

Contaminated Surfaces

• Clean and decontaminate immediately or as soon as feasible after any spill
• Use appropriate disinfectant (EPA-registered hospital-grade)
• Replace protective coverings when contaminated
• Remove and replace contaminated items that cannot be decontaminated

Sharps and Regulated Waste

• Contaminated sharps must be placed in closable, puncture-resistant containers
• Containers must be labeled or color-coded and leakproof
• Regulated waste must be placed in appropriate containers for disposal
• Proper procedures for handling and transporting regulated waste

HIPAA Considerations for Cleaning Staff

While not directly an OSHA requirement, cleaning staff in healthcare facilities must understand HIPAA basics:

• Never read, discuss, or share patient information seen during cleaning
• Properly dispose of any documents containing patient information
• Report any improperly disposed patient records to management
• Sign confidentiality agreements as required

Training Requirements

OSHA requires training for all employees with occupational exposure at the time of initial assignment and annually thereafter. Training must cover:

• Explanation of the Bloodborne Pathogen Standard
• Epidemiology and symptoms of bloodborne diseases
• Modes of transmission
• Exposure Control Plan details
• Recognition of exposure risks
• Use and limitations of exposure controls
• PPE selection and use
• Hepatitis B vaccination information
• Emergency procedures
• Post-exposure procedures

Documentation Best Practices

Proper documentation protects your facility in case of inspection or incident:

• Training records: Keep for 3 years minimum; include dates, content, trainer name, and attendee names
• Exposure incident records: Keep for duration of employment plus 30 years
• Cleaning logs: Document what was cleaned, when, and by whom
• Product information: Maintain Safety Data Sheets for all cleaning products
• Inspection records: Document regular safety inspections and any corrective actions

Choosing a Compliant Cleaning Partner

When selecting a cleaning company for your medical facility, verify:

• Staff trained in bloodborne pathogen protocols
• Proper insurance coverage including liability for healthcare settings
• Experience with medical facility requirements
• Use of EPA-registered healthcare-grade disinfectants
• Background checks for all staff
• Understanding of HIPAA requirements
• Proper waste handling procedures

At TBM, we've been providing OSHA-compliant cleaning services to Portland-area healthcare facilities since 2007. Our teams understand the unique requirements of medical offices, dental practices, and surgical centers. We're fully insured with $2 million liability coverage and trained in all applicable regulations.

Contact us today to discuss your healthcare facility's cleaning needs and learn how we can help you maintain a safe, compliant environment for your patients and staff.