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Notify employees

Upon selecting a new provider, the next steps are key to ensuring you’re correctly storing and maintaining your employees’ occupational health records.

As part of your partnership with Latus Group, our Data Team will support you fully in the process of notification to both employees and your previous provider, whilst facilitating a smooth transfer and storage of all historic records. Please see below the key steps:

1.  Notification to your employees

You are legally required to inform your employees that their data will be transferred to Latus Group. Following this notification, employees must be given a reasonable period in which to opt out of having their records transferred – this is typically 2–4 weeks. Once the notification period has concluded, you will need to confirm to us the details of any employees who have chosen to opt out, after which we will advise on the appropriate next steps.

2. Notification to previous provider

You will need to notify your current provider of your intention to transition to Latus Group, ensuring this is done in line with any contractual obligations. Once the provider has been informed and the “opt-out” period for your employees has concluded, we will ask you to share the details of the previous provider and any employees who have chosen to opt-out of the transfer, and our Data Team will manage the remainder of the process on your behalf.

To help you better understand the process and help you along the way, we have attached an information document below, which includes a template email for your employee notification

YODHA Portal

Our dedicated client portal, YODHA (Your On-Demand Health Anywhere), will be made available to you at the commencement of the service.

YODHA securely stores, streamlines, and centralises all of your Occupational Health and Health Surveillance records in one place, as well as acting as your hub to request specific services. Access is tailored to each individual user, ranging from permission to view data for a single site through to global access for users with multi-site responsibilities.

At the outset of the service, it is essential to nominate a data owner who will be responsible for defining and managing user access levels.

Please find below a selection of useful resources, including access to our User Guide, the YODHA Health App, and an online demonstration of the YODHA portal. Should you prefer a dedicated video demonstration, this can be arranged via your designated Account Manager.

YODHA Scoping Process

Download our Scoping Document and Permissions Form and identify your access requirements.

Below you’ll find a link to download our YODHA Scoping Document template and Employee Upload Document template. Further details on these documents are as follows:

• YODHA Scoping Document – Access to our YODHA Portal is tailored to each individual user, ranging from permission to view data for a single site through to global access for users with multi-site responsibilities. The document allows the data owner from your company to dictate who has access to your YODHA platform, and what level of access they have.
• Employee Upload Document – Completing and returning this document in the required format enables us to efficiently upload your employee details into YODHA. This process does not grant employees access to the portal; instead, it allows you to submit employee questionnaires and management referrals more quickly and efficiently.

Finance and Invoicing

We understand how frustrating it can be when invoices are either sent to the incorrect recipient, or don’t have the necessary information for your finance team. Therefore, we’ve set up the attached document with some simple finance and invoicing questions to ensure we’re on the same page.

As part of getting your account set up efficiently, It would be really useful if you could please confirm the following to your Account Manager:

• Do you require a PO with every invoice?
• Are invoices sent to one central location, or individually to sites?
• Who will be the recipient for invoices?
• Please provide us with a letter headed document of your bank details.

For your reference, we’ve also attached our banking details to help you get us set up as a provider.

Health Surveillance

In order to determine the health surveillance requirements for your employees, please complete and return the Health Surveillance Needs Matrix template to your Account Manager. This should be informed by your exposure monitoring and risk assessments to ensure you’re compliant with the level of testing you’re providing your employees.

Need further support?

• Workplace Needs Analysis – if you’re unsure what health surveillance is required for your employees, we can conduct a full and in-depth Workplace Needs Analysis on your sites. Including a thorough review of your MSDS, risk assessments and Occupational Hygiene Reports, the analysis provides clear guidance on your Occupational Health and Health Surveillance obligations as an employer, giving you confidence and peace of mind that you are compliant.
• Occupational Hygiene Monitoring – In many cases, occupational hygiene monitoring is a legal requirement to assess the levels of exposure your employees may face within the workplace. Our in-house Occupational Hygiene team not only delivers comprehensive monitoring services, but also works with you upfront to scope and tailor the activity appropriately, ensuring the right approach is taken from the outset.

Contract-Specific Perks

As a contracted client, you get exclusive access to our Digital Hub, providing you with a wealth of knowledge, documentation and support for a number of internal initiatives. This includes:

• The Vault – This is our exclusive asset resource, with a 12-month wellbeing calendar and useful assets to help you keep your workforce informed. As well as digital resources, you will also get access to our recorded webinars which are free to watch on The Vault.
• Webinars – Each month we live-stream free-to-watch hour-long webinars, hosted by public figures and industry specialists. So far, we have featured the founder of LADBible Alex Partridge, the founder of #ANDYSMANCLUB Luke Ambler, social media influencer @SoberDave, sleep specialist @TheSleepGeek, as well as NHS doctors Dr Sophie and Dr Mei-Ling.

Register for both using the links provided, and if you have any questions just reach out to your dedicated Account Manager.