SANTA CRUZ COUNTY
PERSONNEL ADMINISTRATIVE MANUAL

PURPOSE:

To identify laws, policies and procedures related to required medical examinations for non-employees.  (At this time, the only mandated medical examinations which must be administered by the County for non-employees are reserve deputy sheriffs.)


LEGAL BASIS:

Government Code Section 1031 provides that persons with peace officer status must be given physical and mental examinations prior to employment. POST standards also require that medical information from the background examination must be provided to the physician performing the medical examination. Reserve deputies are peace officers under Penal Code Sections 830.6 and 832.6.

A reserve deputy may receive a "nominal fee" for his/her services as a reservist and still be considered a volunteer rather than an employee under the Fair Labor Standards Act (FLSA). Further, a person can work in the law enforcement field for a different agency and still be considered a volunteer reservist for the County. For example, a Cabrillo College police officer can be a reservist for the County and receive a nominal fee and still be considered a volunteer. However, a law enforcement employee of the County cannot be a volunteer reservist under FLSA. The FLSA definition of a "law enforcement employee" is very broad, and includes Deputy Sheriffs, District Attorney Inspectors, Group Supervisors, Detention Officers. If a law enforcement employee of the County performs ANY services for the County as a reservist, s/he must be paid for all time worked as a reservist, and all time worked in the employee's regular job and the time as a reservist counts towards overtime under FLSA.

POLICY:

1. At this time, the only non-employees who are mandated to have a medical examination are reserve deputies in the Sheriff's Office. Accordingly, these policies and procedures are directed only at that group. Should it be necessary to give other persons examinations, this Section will be revised.
   
   
2. No reservist should perform any assignments until the Sheriff's Office is notified that the person has passed all parts of the required medical examination.
   
   
3. The occupational health physician in HSA, in conjunction with the Personnel Department and Sheriff's Office staff, determines the components of each medical examination. The medical examination utilized for reserve deputies is type "C" which currently includes the following components:
   complete physical examination; vision; color vision; audiogram screening; chest x-ray (heart); blood panel SMA-14; resting and treadmill EKG.
   
   These components are subject to periodic review and change.
   
   
4. The occupational health physician is HSA reviews the results from the medical examination in terms of the San Bernardino Medical Standards project, and the physical ability and working condition standards determined for the class of Deputy Sheriff.
   
   
5. Should a reservist be considered for appointment as a Deputy Sheriff in an extra-help or regular capacity, the person will need to take and pass the medical examination unless the person has passed the same examination within the past six months.
   

PROCEDURE:

Operating Department (Sheriff):


1. Gives reserve candidate a copy of the health questionnaire and emphasizes that is should be completed in full before the exam. Also gives the candidate a copy of blood test instruction sheet, and instruction sheet for treadmill EKG.
   
   
2. Contacts HSA clinic staff to schedule medical examination. Provides candidate's name, medical examination type, birth date and social security number, and emphasizes that the exam is for a reservist. Exams should be scheduled on days other than Tuesday and Friday when pre-employment medical exams are administered. (Exams for reservists MAY be scheduled on Tuesday or Friday, provided there are sufficient "slots" available for all pre-employment medical exams.)
   
   
3. Sends any information from the background investigation on the candidate's medical history and condition in a sealed envelope to the occupational health physician in HSA.
   
   
4. Contacts vendor for EKG exam to schedule exam. Informs vendor that the exam is for a reserve deputy and that the bill should be sent to the Sheriff's Office.
   
   
5. Notifies the Records Unit in Personnel of who and when they are scheduled for medical and EKG exams, to help ensure that the correct departments are billed and to avoid scheduling conflicts.
   
   Health Services Agency:
   
   
6. Pulls person's file or sets up a file to have ready for examination on the date the exam is scheduled. Makes a copy of the candidate's health questionnaire and gives it to the applicant to take to the cardiologist who is administering the EKG.
   
   
7. Bills Sheriff's Office for the reservist's exam.
   
   Cardiologist and/or other outside vendor:
   
   
8. Administers the EKG exam, notifies occupational health physician at HSA of the results by phone and follows with a written report, and bills the Sheriff's Office for the reservist exam.
   
   Health Services Agency:
   
   
9. Notifies Personnel of exam results by phone and forwards a written notice of the total medical exam results to Personnel. If any problems are identified, notifies Personnel as they arise.
   
   Personnel Department:
   
   
10. Records Unit notifies Sheriff's Office immediately of results of exams, and any problems.
    
    Health Services Agency:
    
    
11. Retains all medical records pursuant to State law.