Occupational health check register template (PDF & Excel) under the German ArbMedVV
Excel register (Vorsorgekartei) with occasion, type of check, dates and automatic due status, sheets with check occasions and AMR 2.1 intervals – plus a PDF record sheet per employee including the copy on leaving. No medical findings.
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As soon as occupational health checks (arbeitsmedizinische Vorsorge) take place in your company, German law requires you to keep a health check register (Vorsorgekartei) stating that, when and for which occasions checks took place (Section 3 (4) of the Ordinance on Occupational Health Care, ArbMedVV). The register may expressly be kept electronically, so a spreadsheet is enough. Findings and diagnoses do not belong in it: from the doctor you only receive the certificate (Vorsorgebescheinigung) under Section 6 (3) No. 3 ArbMedVV.
This template maps exactly that: one row per employee and occasion with the type of check, the date of the offer or arrangement, the date of the check and the next date from the certificate. A status column shows what is overdue or due in the next 60 days. It also includes typical occasions from the annex to the ArbMedVV, the maximum intervals under AMR 2.1 and a PDF record sheet for paper files – with a section for the copy employees receive when they leave.
What the template contains
- Excel register with drop-down lists for occasion and type of check (mandatory, offered, requested)
- Status column by formula: overdue, due within 60 days, up to date, arranged or open
- Sheet with 22 typical check occasions from the annex to the ArbMedVV, including the reference
- Sheet with the maximum intervals under AMR 2.1 for the first, second and every further check
- PDF record sheet per employee with a section on leaving, the copy and follow-up checks
How to use the template
- 1
Identify the occasions
Together with the company doctor, use the risk assessment to determine which activities trigger mandatory or offered checks. The “Check occasions” sheet helps you compare them with the annex to the ArbMedVV.
- 2
Arrange or offer the check
A mandatory check must have taken place before someone starts the activity. You offer checks personally in writing or in text form, for example by e-mail (AMR 5.1), and enter the date – and offer them again regularly even after a refusal.
- 3
Transfer the certificate
Copy the date, occasion and next date from the certificate. The status column shows when the next check is due. Store the certificates securely and limit access to a few people.
Legal basis
- Section 3 (4) ArbMedVV: health check register stating that, when and for which occasions checks took place; retention and copy on leaving
- Sections 4, 5 and 5a ArbMedVV: arrange mandatory checks, offer checks, allow requested checks
- Section 6 (3) No. 3 ArbMedVV: certificate for employee and employer, stating the next check
- Annex to the ArbMedVV: occasions for mandatory and offered checks
- AMR 2.1 (occupational medicine rule): intervals for arranging and offering occupational health checks
Frequently asked questions
What may go into the health check register?
Organisational details only: who took part in which type of check, when and for which occasion, plus the next date from the certificate. The doctor records the result and findings and makes them available only to the employee on request (Section 6 (3) ArbMedVV) – the employer does not learn them. That is why the template has no column for results, and the comment field must not contain any health information either.
How long must the register be kept?
Until the employment ends; the details are then deleted unless legal provisions or occupational medicine rules (AMR) require otherwise. When leaving, the employee receives a copy of the details concerning them (Section 3 (4) ArbMedVV). If follow-up checks must be offered, for example after work with carcinogenic hazardous substances of category 1A or 1B, you transfer this duty to the statutory accident insurance institution when the employment ends and hand over the records in copy, provided the employee has consented (Section 5 (3) ArbMedVV).
When is the next check due?
The date stated in the certificate is decisive. AMR 2.1 sets maximum intervals: the first check within three months before work starts, the second after 12 months at the latest – after 6 months for sensitising substances and wet work, after 24 months for work in the tropics – and every further check after 36 months at the latest. Shorter intervals are permitted, longer ones are not.
You may use and adapt the template freely in your own company and for your own clients. It reflects the regulations named as they stand.
Never search a spreadsheet for a deadline again
The matching module is in development at AMS Go. You can already organise risk assessments, safety briefings, inspection deadlines and actions in one system today – and help shape the new module as a pilot customer.
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