Quick answer
Consider individual needs where they affect exposure, understanding or use of controls, and consult the worker appropriately. Review task, equipment, communication and supervision rather than applying blanket exclusions. Obtain competent occupational-health or other qualified advice for medical, pregnancy-related or specialist questions and keep necessary information confidential.
Assess the person and task together
GB assessment requirements address the level/type/duration and circumstances of exposure. Consider whether a person’s actual role or circumstances change the assumptions behind the general task assessment.
HSENI guidance requires identifying who may be harmed and how under the NI framework. Do not presume that an age, disability, language or health label alone determines capability or exclusion.
Identify practical control needs
| Area | Question |
|---|---|
| Communication | Can the person understand and demonstrate the procedure and emergency route? |
| Equipment/protection | Does it fit and can it be used safely for the task? |
| Work organisation | Is suitable supervision, time or assistance needed? |
| Health-related concern | What relevant qualified advice is needed for safe arrangements? |
| Change | What needs review when role, condition or work changes? |
Keep the discussion relevant and respectful. Do not demand unrelated clinical history or circulate private details to the whole team.
Consult and adapt controls competently
Ask what practical barrier is being encountered and observe the task safely. Suitable demonstrations, reliable translations, accessible instructions or different equipment may resolve a gap. Verify the result rather than assuming the adaptation worked.
Illustrative example: standard gloves or a tight-fitting facepiece do not fit the worker appropriately. Obtain competent selection/advice instead of issuing the same unsuitable item again or telling the worker simply to try harder.
Use qualified input for health and specialist decisions
HSE occupational-health setup guidance supports competent advice and defined communication arrangements. Seek the appropriate professional for medical restrictions, surveillance or uncertainty about continued exposure.
This guide does not diagnose a condition, determine employment rights or replace specific pregnancy/young-worker or equality requirements. Check the applicable GB/NI framework and obtain qualified advice where those questions arise.
Record useful arrangements and review
Record the task adjustment, owner, necessary training, supervision and review trigger, with proportionate access. Managers need the relevant work restriction or control information, not unrestricted clinical notes.
Check actual effectiveness with the worker and review after changes or concerns. Keep an alternative/escalation route where a necessary control cannot be achieved. The aim is a competent supported decision for the individual and task, not a generic “special needs” statement.
Next steps
- Identify individual factors relevant to actual exposure and controls.
- Consult and adapt methods, equipment or communication.
- Obtain qualified health/specialist advice where needed.
- Record proportionate arrangements and verify effectiveness.
Read the official practical guidance — Use the current source alongside the procedures for your own business.