Call configuration options

Medical examination calls inherit the configuration from Settings > Medical examination calls > Configuration options when created. This page describes in detail each of the 13 available options, grouped by the phase of the process they affect.

The three phases of a call

A medical examination call is divided into three sequential phases:

1. Assignment of employees.
2. Activation of the acceptance / refusal process.
3. Activation of the self-registration process.

Most configuration options affect the behaviour of email sending in one of these phases.

Sending acceptance / refusal emails

Deactivate acceptance / refusal process

Cancels the acceptance / refusal phase: the call moves directly to the self-registration phase.

Caution

When this option is selected:

• All operations related to acceptance / refusal are hidden.
• The options “Send initial acceptance / refusal emails” and “Send initial acceptance / refusal emails via supervisor” are locked (unchecked and cannot be selected).

Activate health centre selection in acceptance / refusal process

Adds the option to select the preferred health centre during the acceptance / refusal phase.

Note

For the health centre option to be shown to the employee:

• The centre must be included in the call.
• The centre must have the “Is own centre” checkbox ticked in its detail screen.

Send initial acceptance / refusal emails

Enables sending the email to the employee who must accept / refuse.

Send initial acceptance / refusal emails via supervisor

Enables sending the email to the employee’s supervisor.

Caution

• For this action to be executed, the employee assignment must have been done through the supervisor operation (“Assign employees to the call via PRL supervisor” or “Assign employees to the call via VS supervisor”).
• To identify if the assignment was made by supervisor, the columns “PRL Supervisor” or “VS Supervisor” are shown completed.
• If several employees in the same call have the same supervisor, the supervisor receives a single email with the link for each employee, separated by workplaces.

Sending self-registration emails for medical examination

Send initial self-registration emails for medical examination

Enables sending the email to the employee during the self-registration phase for the medical examination.

Do not allow employees to self-book medical examination calls (Health surveillance staff will do it)

Allows booking the employee without them receiving any email.

Caution

When this option is selected:

• The employee does not receive any self-registration email.
• The person responsible for booking can do so from the operation “Book employee for medical examination”.
• To be able to book the employee, it is necessary to have first executed the operation “Activate process via tile / send self-registration emails for medical examination” or “Activate process via tile / force sending self-registration emails for medical examination to selected employees”.

Sending self-registration emails for analysis

Send initial self-registration emails for analysis

Enables sending the email to the employee during the self-registration phase for analysis.

Do not allow employees to self-book analysis calls (Health surveillance staff will do it)

Same as the analogous option for the medical examination, but applied to analyses.

Caution

When this option is selected:

• The employee does not receive any self-registration email for analysis.
• The person responsible for booking can do so from the operation “Book employee for analysis”.
• To be able to book the employee, it is necessary to have first executed the operation “Send self-registration emails for analysis” or “Force sending self-registration emails for analysis to selected workers”.

Sending reminder emails

Reminder advance (in hours)

Defines when the reminder email is sent before the appointment:

• 0: no reminder email is sent.
• Any number: number of hours in advance the email will be sent.

Send no-show reminder emails

Enables sending a reminder email to employees who have not attended the appointment.

Note

Employees whose “Completion date” has passed and whose “Appointment status” is NOT “Completed” receive the email.

Send reminder email when booking the appointment

Enables sending an email to the employee at the moment the appointment is selected.

Note

• At the moment of selecting the appointment, an email is sent to the corresponding employee.
• If the self-registration is done by the supervisor or any technician from Operations > Book, the email is also sent to the employee.

Specific option

Automatically assign employees and send initial acceptance / refusal emails

Automatically assigns to the call all employees who meet at least one of these conditions:

• Are not assigned to any medical examination call.
• Have the “Next medical examination date” expired.

Additionally, assigned employees automatically receive the acceptance / refusal email.

Schedule restrictions

Schedule restrictions

In the self-registration / booking phase, only shows the schedules defined in the “Schedule restrictions” tab of the call.

Tip

If you have created specific restrictions for the call but do not select this option, employees will still be able to see all the centre’s schedules. To truly limit availability to the defined restrictions, select this checkbox.

See How to create schedule restrictions for more details.

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Source: DM-SO-22-051 “Configuration options in medical examination call”, version 1, 08/08/2022.