Operations on employees in a call

The operations available when accessing a medical examination call and entering the Employees tab are those that make up the complete management flow: from the initial assignment to the employee’s manual appointment, passing through the different acceptance/decline and self-registration phases.

Tip

Before reviewing each operation, it is advisable to have a clear understanding of the overall process structure. See Medical Examination Management Process to understand how these operations fit into the three phases of the process.

Assign employees to the call

There are three variants of assignment. The one you choose will determine who will receive the management emails.

Note

If there is any company selected in the call’s Companies tab, the three assignment operations will only show employees belonging to that company.

Assign employees to the call

Direct assignment: email management will be carried out with the employee themselves.

Assign employees to the call via the PRL supervisor

Email management will be carried out with the PRL supervisor assigned to each employee. The supervisor will receive a single email with an access link for each employee they must manage.

Assign employees to the call via the VS supervisor

Equivalent to the above, but the management will be carried out by the Health Surveillance supervisor assigned to the employee.

Caution

If you want the acceptance/decline phase to be carried out by the employee themselves and not their supervisor (even if the assignment was made via supervisor), uncheck Send initial acceptance/decline emails via supervisor in the call’s Configuration options tab.

Activate the acceptance / decline phase

This is the first phase of the management process and must be activated manually: the programme does not send emails automatically when assigning employees.

Activate process via tile / send acceptance/decline emails

Activates the phase and sends the email to employees with status “Pending email sending” or “Pending Acceptance/Decline”.

The employee receives an email with the option to accept or decline the medical examination.

Tip

• If you do not want the email to be sent, uncheck Send initial acceptance/decline emails in Configuration options. The operation will still be necessary to advance the phase.
• If you do not want the employee to be able to decline, check Mandatory attendance.

Force sending acceptance/decline emails to selected employees

Resends the email to the employees you select, regardless of their current status. Useful when an employee has lost or not received the original email.

Activate the self-registration phase for the medical examination

This is the second phase. Like the previous one, it requires manual action: the programme does not send these emails automatically when an employee accepts the examination.

Activate process via tile / send self-registration emails for the medical examination

Sends the self-registration email to employees with status “Accepted”. The employee receives an email where they can select medical centre, day and time.

Tip

• If you do not want the email to be sent, uncheck Send initial self-registration emails for medical examination in Configuration options. The operation will still be necessary to advance the phase.
• If you do not want the employee to self-appoint, check Do not allow employees to self-appoint to medical examination calls (Health surveillance staff will do this).

Force sending self-registration emails for the medical examination to selected employees

Resends the self-registration email to the selected employees, regardless of their status.

Activate the self-registration phase for the analysis

Note

Analysis operations only appear if the call has the Call for analysis separately checkbox marked.

Send self-registration emails for the analysis

Sends the self-registration email for the analysis to employees with status “Medical examination appointment not attended” or “Accepted”. The employee receives an email where they can select medical centre, day and time for the analysis.

Tip

• If you do not want the email to be sent, uncheck Send initial self-registration emails for analysis in Configuration options.
• If you do not want the employee to self-appoint, check Do not allow employees to self-appoint to analysis calls (Health surveillance staff will do this).
• To send the email to an employee regardless of their status, use the operation Force sending self-registration emails for analysis to selected employees.

Force sending self-registration emails for analysis to selected employees

Resends the self-registration email for analysis to the selected employees, regardless of their status.

Resend reminders

Force sending reminder emails for the call to selected employees

Sends the medical examination reminder email to the selected employees.

Note

It is only sent to employees who already have an appointment booked for the medical examination.

Force sending reminder emails for the analysis to selected employees

Sends the analysis reminder email to the selected employees.

Note

• It is only sent to employees who already have an appointment booked for the analysis.
• This operation only appears if the call has the Call for analysis separately checkbox marked.

Manually appoint the employee

When the employee does not self-appoint (or is not allowed to), you can assign the appointment manually from these operations.

Appoint the employee for the medical examination

Allows selection of centre, day and time to carry out the medical examination.

Cancel the appointment for the medical examination

Allows cancellation of a reserved appointment. When launching the operation, a screen opens with several decisions to be made.

Caution

• You must indicate “Yes” or “No” regarding sending an email to the employee or supervisor with the cancelled appointment information. The appointment cannot be cancelled without answering this section.
• To execute the cancellation, you must check Cancel the appointment.
• Upon cancellation, the employee’s status returns to what it was before the appointment.

Appoint the employee for the analysis

Allows selection of centre, day and time to carry out the analysis.

Note

Only appears if the call has Call for analysis separately checked.

Cancel the appointment for the analysis

Works the same as cancelling the medical examination appointment (with the same mandatory decisions and the same status return to before the appointment), and only appears if the call has Call for analysis separately checked.

---

Source: DM-SO-22-049 “Employee operations in medical examination call”, version 1, 22/07/2022.