Employers in Poland must ensure that every new hire completes an initial medical examination and introductory occupational health and safety (BHP) training before their first day of work. Neglecting these legal obligations exposes the company to severe financial penalties and legal liability.
What are the mandatory medical examinations for employees in Poland?
Medical examinations in Poland are divided into three legal categories: initial, periodic, and control checkups.
Every employee must visit an occupational medicine physician (lekarz medycyny pracy). The doctor evaluates whether the candidate’s health allows them to perform specific duties. The employer cannot allow an employee to work without a valid medical certificate.
Types of medical examinations
- Initial examinations (badania wstępne): Required for new hires before they start working. They also apply when an employee changes their job position.
- Periodic examinations (badania okresowe): Conducted before the previous certificate expires. The doctor determines the validity period based on workplace risks.
- Control examinations (badania kontrolne): Required when an employee returns to work after a sick leave lasting more than 30 consecutive days.
What are the deadlines for OHS (BHP) training in Poland?
Initial OHS training must be completed before the employee starts working, while periodic training must be conducted within 6 to 12 months, depending on the job position.
BHP training is legally binding and ensures the employee understands workplace hazards. We have conducted hundreds of such processes and we know that tracking periodic training deadlines manually often leads to costly mistakes. You must monitor these dates carefully.
Deadlines for periodic BHP training
| Job Position Category | Deadline for First Periodic Training | Subsequent Training Frequency |
|---|---|---|
| Employers and Managers | Up to 6 months from hiring | Every 5 years |
| Blue-collar workers | Up to 12 months from hiring | Every 3 years |
| Engineering and technical staff | Up to 12 months from hiring | Every 5 years |
| Administrative and office staff | Up to 12 months from hiring | Every 6 years |
What changes apply to occupational medicine in Poland in 2026?
Starting April 17, 2026, Polish labor law introduces electronic medical certificates, eliminating the need for mandatory paper documentation.
This digitalization speeds up HR processes significantly. The occupational physician will issue the certificate directly to a teleinformation system. Employers will receive a clear notification regarding the employee’s fitness for work.
The new rules also restrict the medical data provided to employers. You will only receive information about whether the employee is fit to work. Detailed health recommendations remain confidential between the doctor and the employee.
Who covers the costs of employee health checkups and safety courses?
The employer must cover 100% of the costs for both medical examinations and BHP training, and the activities must take place during paid working hours.
You cannot deduct these expenses from the employee’s salary. If the employee travels to a clinic in another city, you must also reimburse their travel expenses. From our experience at Progress Holding, we know that outsourcing OHS coordination is far more cost-effective for small and medium enterprises than hiring a full-time specialist.
Progress Holding provides full support in organizing accounting, HR, and OHS services for your company. Current prices and fees can always be found in the official price list on the progressholding.pl website.
How to properly issue a referral for a medical examination?
A valid referral for an occupational medicine examination must contain a detailed description of the workplace conditions and specific risk factors.
You must issue the referral in duplicate. One copy stays in the HR files, and the employee takes the second copy to the doctor. The document must list all physical, chemical, and biological hazards present at the specific workstation.
In the practice of our clients, we most often see rejected referrals due to missing risk factors, such as screen time for office workers. You must state exactly how many hours the employee spends in front of a monitor daily.
What are the consequences of neglecting OHS and medical requirements?
Admitting an employee to work without valid medical clearance and BHP training results in financial fines from the National Labour Inspectorate (PIP) ranging from 1,000 PLN to 30,000 PLN.
Inspectors routinely check these documents during company audits. If an accident occurs and the employee lacks valid training, the employer faces severe legal consequences. The company may be held fully liable for damages and compensation.
How does it look in practice? Progress Holding’s experience
Over 80% of foreign companies establishing operations in Poland struggle with correctly filling out the medical referral forms during their first year.
Our data shows that employers frequently confuse control examinations with periodic ones. They also forget to renew the BHP training for their management board members within the required 6 months. Such oversights immediately flag the company during labor inspections.
Progress Holding assists foreigners in running a business in Poland securely. We streamline the entire onboarding process. We schedule examinations, track deadlines, and organize certified BHP training for your team.
Frequently Asked Questions
Can a B2B contractor be forced to undergo BHP training?
B2B contractors are not legally required to undergo standard employee BHP training unless the specific contract or workplace regulations demand it. The host employer dictates site safety rules.
Does an employee get paid for the time spent at the doctor?
Yes, the time spent on mandatory medical examinations is fully paid and treated as regular working hours. The employer cannot force the employee to use their vacation time for this purpose.
Do I need a new medical exam if I change employers?
You can use a valid medical certificate from a previous employer if the new job position has identical working conditions and risk factors. There must be no break in employment exceeding 30 days between the jobs.
Can BHP training be done online?
Initial BHP training can be conducted online via video conference. Periodic training for administrative staff is fully available through convenient e-learning platforms.
Managing employee documentation requires constant attention and legal knowledge. Do you need professional support? Contact us at Progress Holding at +48 603 232 418 or email office@progressholding.pl.
