Review a health risk assessment at least yearly and whenever work, hazards, incidents, or laws change.
Your health risk assessment (HRA) is a living record. It guides daily decisions, training, and controls. Time passes, teams change, new tasks appear. A stale HRA can miss hazards or list controls that no one follows anymore. The fix is simple: set a cycle, watch for triggers, update fast.
What A Health Risk Assessment Means
The phrase “health risk assessment” shows up in two settings. In workplaces, an HRA maps job-related hazards and the controls that keep people safe. In healthcare, an HRA is a questionnaire and review used during a wellness visit to flag lifestyle and clinical risks. The review rhythm is not identical across these settings; the idea is the same: keep the record current so decisions match real life.
How Often To Review A Health Risk Assessment: Practical Schedule
Start with a base rule: run a formal review at least once every 12 months. Use that cycle to reconfirm your hazard list, exposure routes, and controls. Between annual reviews, watch for change signals and update quickly. Some programs set fixed revalidation windows that sit on top of your yearly cycle; see the table below.
| Context Or Program | Baseline Review Cycle | Notes |
|---|---|---|
| General workplace HRA | Every 12 months | Update sooner if tasks, people, or controls change. |
| OSHA PSM – Process hazard analysis | Every 5 years | Formal team revalidation window applies to covered processes. |
| UK COSHH assessments | Regularly | Revisit to keep data current; review right away if controls fail or risks shift. |
| Medicare Annual Wellness Visit HRA | Once every 12 months | Patient-centered HRA updated during the yearly visit. |
| ISO 45001 OH&S system | Planned intervals | Management review sets cadence and inputs for updates. |
Events That Trigger An Immediate Review
Do not wait for the calendar when real life changes the risk picture. Update your HRA right away when you see any of these:
- A new task, line, chemical, tool, or layout.
- A change in numbers, skills, shift patterns, or lone work.
- An incident, near miss, health complaint, or alarm trend.
- Monitoring data or inspection findings that point to gaps.
- Supplier switches, spec changes, software updates, or maintenance backlogs.
- Law or standard updates that touch your hazards or controls.
- Work stops for months, then restarts.
Linking Your Cycle To Rules And Guidance
Public guidance backs a steady review rhythm. The UK regulator states you must review the controls you put in place to make sure they work; see the HSE page on the steps needed to manage risk. In the United States, covered chemical processes must revalidate the process hazard analysis at least every five years under OSHA’s PSM rule. In healthcare, federal rules tie the wellness visit to an updated HRA once every 12 months; see 42 CFR §410.15.
Scope The Review: What To Check Each Time
Keep the review tight and repeatable. Build a short checklist that hits the items below. That way, every cycle hits the same beats and leaves a clear trail.
People And Tasks
- Job roles, headcount, and shift patterns.
- Training records, permits, and competence proof.
- Contractors, visitors, and young or new workers.
Hazards And Exposures
- Physical agents, noise, manual handling, and heat.
- Dust, fumes, mists, vapors, and biological agents.
- Confined spaces, vehicles, loads, and work at height.
Controls And Evidence
- Engineering measures, guarding, interlocks, and alarms.
- Work methods, permits, and supervision.
- Monitoring results, inspection logs, and calibration records.
Assign Roles: Who Leads And Who Signs
Give the review a clear owner. A competent person leads the work, but the best results come from a small cross-section: line leads, a safety rep, maintenance, and a worker from the task. Name a signer for final approval and a second person to check proof and dates. Keep the group lean so you can move fast.
Method: How To Run A Fast But Solid Review
- Pull the latest HRA and version log.
- Scan incident and inspection data from the last cycle.
- Walk the job and match steps to the HRA flow.
- Hold a short talk with one worker per shift.
- Test one or two controls in real time.
- Update the hazard list and the control table.
- Mark actions with owners and due dates.
- Export a fresh PDF, archive the prior file, and tag the change notes.
Time-box the meeting to 60–90 minutes so momentum stays high. If big gaps appear, log a follow-up session for that topic only. Short, tight blocks keep people engaged and produce clear actions without meetings that drag.
Depth: When A Light Touch Is Not Enough
Some changes call for a deeper look. New chemicals, new reaction steps, or big layout shifts may need a structured study such as HAZOP or a full job hazard analysis. For covered processes in the U.S., a formal team revalidation applies on a five-year cycle under the PSM rule. Treat those studies as add-ons to your annual rhythm, not replacements.
How To Set The Annual Date
Pick a month that lines up with calmer periods on your site or in your clinic. Stagger areas so not every team lands in the same month. Add the date to shared calendars, permits, and dashboards. Tie contractor reviews to the month before peak work. When a new line opens, run a mid-cycle review three months after startup to catch teething issues, then drop that area back into the yearly slot.
Documentation That Auditors Like To See
Clear paperwork saves time during audits and claim reviews. Keep:
- A version log with dates, editors, and a one-line reason for change.
- Meeting notes, sign-offs, and the attendee list.
- Photos or screenshots that show before/after states.
- Training or toolbox records that tie to new controls.
- Proof that actions closed: work orders, receipts, or test data.
Quality Bar For Controls
A review is more than paperwork. Check that controls fit the hierarchy and work in practice. Remove dead steps. Replace weak rules with design changes where you can. If you need PPE, match the hazard and confirm the fit and upkeep. Capture simple metrics so you can tell whether the change made a difference.
Second Table: Triggers, Updates, And Proof
Use this quick map during team talks. Pick the row that matches your change, apply the update, and attach the right proof.
| Trigger | What To Update | Proof To Keep |
|---|---|---|
| New task or tool | Task steps, hazards, and controls | Photos, training logs, permit sample |
| New chemical | Exposure routes and control method | SDS, monitoring data, storage checks |
| Incident or near miss | Root cause, gap fix, and sign-off | Investigation file, test results |
| Law or standard change | Compliance clauses in the HRA | Rule link, gap list, action log |
| Work restart after pause | Startup checks and staffing | Restart plan, drill records |
Special Cases: Healthcare HRAs
In clinics, the HRA is patient-centered. It sits inside the yearly wellness visit and feeds a prevention plan. Patients fill a short form, and the clinician updates risks, screenings, and goals. U.S. rules fix the timing: once every 12 months for the Annual Wellness Visit, with an updated HRA each year. That steady pace makes trend tracking easy and keeps the plan fresh.
Metrics That Show The Review Worked
Simple numbers tell a clear story. Track: 1) share of actions closed on time, 2) near-miss count before and after a change, 3) fit-testing or medical checks completed for exposed staff, and 4) time from trigger to HRA update. Put the tiny set on one page so leads can scan it during daily huddles. If a number drifts the wrong way, pull the HRA and find the gap.
Build A Simple Calendar
A calendar keeps the review off the back burner. Here’s a sample that many teams use:
Monthly
- Scan incidents, near misses, and alarms for signals.
- Spot-check one control per area.
- Close two older actions from the log.
Quarterly
- Walk one high-risk task with a worker and a manager.
- Update training gaps for new tasks.
- Refresh the action log and remove stale items.
Annually
- Run the full HRA review with the core team.
- Re-issue the HRA PDF and archive the prior version.
- Share the change log in a short briefing.
Make It Stick: Tips That Keep Reviews On Time
- Set the review month by area so work is spread through the year.
- Use a one-page checklist so the team follows the same playbook.
- Give each action a single owner and a date.
- Show progress on a wall board or dashboard that anyone can see.
- Keep the HRA in a shared drive with clear names and dates.
Close Variant: How Often Should You Review A Health Risk Assessment For Your Team?
The short answer for most workplaces is yearly, with faster updates when something changes. High-hazard sites may need deeper studies on fixed cycles set by rule. Clinics run an HRA on a 12-month rhythm. Pick the base cycle that fits your setting, then react to triggers without delay. That blend keeps risk data live and decisions sharp.
Ready-To-Use Review Plan
1) Set a 12-month review date for each area. 2) Add a five-year PHA revalidation where the rule applies. 3) Add a clinic HRA tickler for the yearly visit. 4) Train leads on triggers that force a mid-cycle update. 5) Keep change notes short and tied to proof. With this plan, your HRA stays current, your team knows what to do, and your records back up every claim you make.