English-Speaking Occupational Physician Consultations in Japan: A Guide for Overseas HR Teams
Supporting an employee in Japan can be challenging when your HR team is based overseas.
An employee may be preparing to return from medical leave. A health concern may be affecting their work. You may have received a medical certificate in Japanese and need help understanding what questions to address next.
Before arranging an appointment, it is helpful to distinguish between medical treatment for the employee and an occupational physician consultation requested by the employer.
Junya Yabuno, Director of Stay Fit Clinic, also provides corporate occupational health services through Nabefa Inc. This guide explains what overseas HR teams can prepare when enquiring about an English-speaking or one-off occupational physician consultation.
Medical treatment and occupational health consultations serve different purposes
A clinical appointment focuses on the individual’s symptoms, diagnosis and treatment.
An occupational physician consultation considers health in relation to the employee’s actual work. It can help clarify potential work adjustments, relevant workplace information and matters requiring follow-up.
When contacting us, please indicate whether you are seeking treatment for an individual or requesting occupational health support on behalf of an employer.
Understanding Japan’s Occupational Health Framework
The Industrial Safety and Health Act
Under Article 13 of Japan’s Industrial Safety and Health Act and Article 5 of its Enforcement Order, workplaces regularly employing 50 or more workers must appoint an appropriately qualified occupational physician. The threshold applies to each workplace (establishment), rather than the company’s worldwide headcount. Overseas HR teams should first clarify the arrangements at the relevant workplace in Japan.
The employer’s duty of care
Article 5 of the Labor Contract Act requires employers to give necessary consideration to employees’ safety. This duty, commonly called anzen hairyo gimu, includes physical and mental health, as explained by Japan’s Ministry of Health, Labour and Welfare. It also applies to workplaces below the 50-worker appointment threshold. Appropriate measures depend on the work performed and the circumstances of the workplace.
How a one-off consultation fits into this framework
A one-off occupational health consultation can provide medical advice to help an employer consider work adjustments and next steps. It does not, by itself, replace a required statutory appointment or fulfil all of an employer’s occupational safety and health obligations. Where an occupational physician is already appointed, agree on roles and coordination. The employer should consider the advice alongside job demands, take appropriate action and arrange follow-up when needed.
This is general information as of October 2026. Consult a professional qualified in Japanese law for advice on a specific legal situation. English-language guidance is a reference; the Japanese statutory text governs.
When to enquire about a one-off consultation
Examples of enquiries include:
Clarifying workplace considerations for an employee returning from medical leave.
Discussing possible adjustments to duties, workload or working hours.
Arranging an employee consultation in English.
Helping overseas HR and the Japan team establish a shared understanding of the consultation process.
Whether a one-off consultation is appropriate depends on the circumstances. Additional information, follow-up or other support may be needed.
If your organisation already has an appointed occupational physician, please explain their current involvement and the purpose of seeking additional support.
What to include in your initial enquiry
Please provide a brief, non-identifying overview covering:
The purpose of the consultation.
The employee’s work location in Japan and general job duties.
Whether the employee is currently working or on leave.
The languages required for the employee interview, HR discussion and any written document.
Your preferred timing and the HR contact’s time zone.
Whether you are seeking an employee interview, an HR consultation, a written opinion or a combination of these.
These are different elements of a service. Please specify what you need rather than assuming that an appointment automatically includes an English report or a meeting with overseas headquarters.
Availability, format, scope and fees will be confirmed before arrangements are made.
Agree on information sharing before the consultation
An occupational health consultation is not intended to provide the employer with unrestricted access to an employee’s medical history.
The process should clarify the purpose of the consultation, the intended recipients of information and the work-related advice needed.
Please do not attach identifiable employee health information, medical certificates or clinical records to your initial enquiry. We will explain what information is needed and how it should be shared.
Related reading
Contact for corporate occupational health enquiries
For English-speaking or one-off occupational physician consultations concerning employees working in Japan, please contact Nabefa Inc.
If the individual is seeking medical assessment or treatment, please refer to Stay Fit Clinic’s clinical services instead.
Junya Yabuno, MD
Director, Stay Fit Clinic / Representative, Nabefa Inc.
Comments