How to register a medical examination appointment

To register a medical examination call, you must create the record, complete the basic fields, and configure the applicable tabs (participating companies, healthcare centres, employees, schedule restrictions, configuration options, and email templates).

Steps to create the call

1. Go to Health surveillance > Medical examination calls and click New.
2. Complete the call records and click Save.
3. From the applicable tabs, access and complete the information you need.

Note

At a minimum, you must complete Name, Start date, Call end date, and a call type (Call for a medical examination and/or Call for separate analysis) to be able to save the record.

Tip

You can also access the registration from within an existing call using the New button.

Detail screen fields

Field	Description
Name	Free text that identifies the call.
Status	Selectable with the status of the call. Active for current calls that should be visible when accessing the list; Inactive for those that are not current (only accessible from the «Inactive status» filter).
Start date	Start date of the call. This date conditions the selection of available appointments at the healthcare centre.
Acceptance / withdrawal period end date	Deadline to accept or withdraw. If the employee does not accept within the deadline, they can always reject at any time.
Call end date	End date of the call. Conditions the selection of available appointments at the healthcare centre.
Minimum notice (in hours)	Minimum time (in hours) that must pass between the moment of appointment booking and the appointment. For example, if 48 is indicated, an employee who wants to book on the 24th cannot do so for the 25th (they must wait until the 26th or later).
Mandatory attendance	Checkbox indicating that attendance is mandatory. If checked, the employee will not have the «Reject» option available in the acceptance / withdrawal email.
Call for a medical examination	Checkbox that activates the management of the medical examination.
Call for separate analysis	Checkbox that activates the management of analyses.
Appointment colour	Selectable with the colour in which appointments will appear in the calendar.

Tip

Within the same call, you can manage «Call for a medical examination» individually, «Call for separate analysis» individually, or both together.

Detail screen tabs

Management tabs

Tab	Description
Companies	Allows indicating the companies that will participate in the call. Link assigns them; Unlink removes them. This selection conditions the options available in the Employees tab.
Healthcare centres	Allows indicating the healthcare centres to be considered for appointment availability. New adds a centre; the Delete icon unlinks it.
Employees	Allows assigning employees to the call and performing acceptance / withdrawal and appointment actions. Allows removing the assignment, downloading the acceptance / withdrawal document, and downloading the employee fitness document.
Schedule restrictions	Allows restricting which part of the healthcare centre’s total schedule should be available for this call.
Configuration options	Allows specifying the call configuration.

Tip

For details on the employee operations flow, schedule restrictions or configuration options, consult the corresponding pages.

Text tabs

These tabs allow personalising the text the employee will see at each step of the process. All work the same way:

• When registering the call, the text is inherited from that configured in Settings > Medical examination calls.
• If you modify the text from the tab, the change applies only to this call and from the moment of the change.

Tab	Text controlled
Instructions	Instructions received by workers when booking.
Call Text	Text of the medical examination call.
Acceptance Text	Text when accepting the call.
Acceptance Text (sup)	Text when accepting when the booking will be made by the supervisor.
Withdrawal Text	Text when withdrawing from the call.
Analysis appointment text	Text when booking a date for an analysis.
Appointment Text	Text when booking a date for a medical examination.

Email template tabs

Like the text tabs: they inherit the content configured in Configuration > Email templates when registering the call, and changes apply only to this call from the moment of the change.

Tab	Source template
Call Email	Medical examination call email.
Call Email (supervisor)	Medical examination call email (supervisor).
Analysis Registration Email	Analysis registration email.
Analysis Registration Email (supervisor)	Analysis registration email (supervisor).
Registration Email	Medical examination registration email.
Registration Email (supervisor)	Medical examination registration email (supervisor).
Analysis Reminder Email	Analysis reminder email.
Analysis Reminder Email (supervisor)	Analysis reminder email (supervisor).
Reminder Email	Medical examination reminder email.
Reminder Email (supervisor)	Medical examination reminder email (supervisor).
No attendance email	Reminder for no attendance to medical examination / analysis.
No attendance email (Supervisor)	Reminder for no attendance to medical examination / analysis (supervisor).

Caution

Information between square brackets [ ] appearing in texts and email templates is obtained directly from the data table. It is not recommended to modify it without supervision.

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Source: DM-SO-22-038 «How to register medical examination calls», version 1, 09/08/2022.