Medical Examination Management Process

All management of a medical check-up or analysis call goes through three sequential phases that you must execute manually.

The three phases

Phase 1 — Employee assignment

Assign employees to the call.

• Employee status after this phase: “Pending email sending”.

Phase 2 — Activation of the acceptance/decline process

Activate the acceptance or decline process for the employees already assigned.

• Employee status after this phase: “Pending Acceptance/Decline”.

Phase 3 — Activation of the self-registration process

Activate the self-registration process so that the employee can choose an appointment.

• Employee status after this phase: “Self-registration process started”.

Caution

These three phases require manual action. The programme does not automatically advance from one phase to another. Even if you have unchecked the email sending boxes, you must execute the operations for the management to progress.

Particularities of employee assignment

The way you assign employees determines who receives the emails:

• Assign employees to the call: the emails are received by the employee themselves.
• Assign employees to the call through the PRL supervisor: the emails are received by the PRL supervisors instead of the employees.
• Assign employees to the call through the VS supervisor: the emails are received by the Health Surveillance supervisors.

Tip

If you want to assign only employees from a specific company, select the company first in the Companies tab of the call.

Particularities of the acceptance/decline process

• Activate process via tile / send acceptance/decline emails: sends emails to all employees with status “Pending email sending”.
• Activate process via tile / force sending acceptance/decline emails to selected employees: sends emails to all selected employees, regardless of their status.

Caution

It is essential to execute this phase even if you have unchecked the box Send initial acceptance/decline emails. Otherwise, you will not be able to advance to the self-registration phase.

The only way to skip this phase is by checking the box Deactivate acceptance/decline process in the call configuration options.

Note

In the case of analyses, the operation is the same but with its own specific operations and configuration options.

Particularities of the self-registration process

• Activate process via tile / send self-registration emails for the medical check-up: sends emails to all employees with status “Accepted”.
• Activate process via tile / force sending self-registration emails for the medical check-up to selected employees: sends emails to the selected employees, regardless of their status.

Caution

As in the previous phase, it is necessary to execute this operation even if you have unchecked the box Send initial self-registration emails for medical check-up for the self-registration management to work correctly.

Note

In the case of analyses, the operation is the same but with its own specific operations and configuration options.

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Source: M-SO-22-04 “Health Surveillance User Manual”, version 1.1, 21/09/2023.