Environmental & Risk Management / EH&S / Track / Track Employee Medical Monitoring task

Tracking Medical Monitoring for Individual Employees

Your safety practices may call for routinely conducting medical monitoring events for an employee (such as a yearly physical) or doing so on a one-time basis (such as a response to a workplace incident, or a one-time flu shot offered at the workplace).

With the Track Employee Medical Monitoring task, you can:

review both routine and one-time medical monitoring events
update medical monitoring events with the results of the medical exams
enter work restrictions that were determined as part of a medical monitoring event
assign one-time and routine medical monitoring to employees

Note: If the NotifyMedicalMonitoring parameter is set to YES in Application Parameter background data, the employee will be sent notifications via email when a Medical Monitoring is scheduled or when a monitoring date changes.

To view an employee's medical monitoring:

You may need to check all medical monitoring events for an employee. This includes incident-based events, one-time events, recurring events, those assigned via work category, and those individually entered. Perhaps a new one-time event can be combined with an upcoming routine event.

In the Process Navigator, select EH&S/ Track / Track Employee Medical Monitoring.
In the Filter pane, select the name of the employee and click Show.
A list of medical monitoring instances assigned to the employee is displayed in the middle pane. Note that a recurring monitoring has multiple instances. The view shows both upcoming events, and those whose date has passed.
To see the details of any of these events, click on the event. The system displays the details in the bottom pane.

To update medical monitoring events with the results of the medical exams:

After the employee attends the medical appointment, the Safety Manager will want to record any important comments or observations from the medical professional. This type of documentation can be important for complying with workplace regulations or providing an audit trail of your company's follow-up to a workplace mishap.

In the Process Navigator, select EH&S/ Track / Track Employee Medical Monitoring.
In the Filter pane, select the name of the employee. A list of medical monitoring instances assigned to the employee is displayed in the middle pane.
Select an instance to edit from the list. Details about the instance are displayed in the bottom pane.
Edit existing values as needed. Typically, you will complete the entries as follows:

Monitoring Date -- This value shows the scheduled date for the medical monitoring event. If the event occurred on a date other than the scheduled date, update this value with the date that the medical monitoring occurred.
Related Incident Code -- The connection between medical monitoring and workplace incident can be vital for showing that the company adequately followed up on an employee's medical needs after a workplace mishap. This association is also necessary in cases in which the employee is seeking compensation for an injury sustained on the job. A safety manager may have already associated this medical monitoring event with the workplace incident using the Track Incidents/Incident Response tab. If this association has not been previously made, you can do so now by choosing from a list of incidents for this employee.
Tracking Number
Medical Monitoring Comments/Resulting Actions -- Use these fields to enter any comments from the examiner and recommended follow-up actions. If the examiner provides documentation for these items, you may enter it using the system's Track Documents process.
Status (Done, Pending) -- Once the medical event occurs, update this field with "Done" to indicate that the exam took place. Updating this field is important to document that the medical monitoring event actually took place.

Click Save.

To enter work restrictions that were determined as part of a medical monitoring event:

The result of a medical monitoring might require a work restriction. For example, if an employee develops a rash after performing a task and medical follow up indicates that the rash was caused by exposure to latex in gloves, you will want to restrict the employee from performing tasks that require the use of latex gloves.

In the Process Navigator, select EH&S/ Track / Track Employee Medical Monitoring.
In the Filter pane, select the name of the employee.
A list of medical monitoring instances assigned to the employee is displayed. Select the monitoring instance that resulted in the work restriction.
Information about the instance is displayed in the bottom pane. At the top of the pane, click the Add Work Restriction button.
The system opens the Work Restriction Details form. Enter some or all of the following information in the Work Restriction Details form:

Restriction Code -- The system will complete this field when you save the record.
Restriction Category Code-- From the list of existing restriction types (categories), choose the type that best represents this restriction.
Restriction Type -- Indicate whether this is a temporary or permanent restriction.
Restriction Classification -- Choose a value from the drop-down list to indicate if the employee is not at work, or if they are at work but restricted from their standard tasks. These values represent the language used by OSHA Form 300, columns K and L. Many of the reports use these classifications to categorize workplace incidents and lost productivity. You may encounter situations that the restriction varies over time. For example, someone is out for a number of days due to an incident, then returns to work in a limited or restricted capacity. In this case, you can create multiple restrictions for the incident and use this field to show each phase of the restriction.
Start Date -- You must complete this field. Enter the date that the restriction should take effect. Restrictions are typically recorded as starting the day after the incident occurs, even if the employee leaves work (e.g., goes to the hospital) on the day of the incident.
End Date -- If this is a temporary restriction, enter the date that the restriction will end. For example, if an employee is on medication that prevents them from operating heavy equipment, you can enter the estimated date that the medication is to end.
Related Incident Code -- If you have associated the medical monitoring event with an incident, the system will automatically complete this field with the same incident. If the medical monitoring event has no incident, you can enter one for the work restriction. Associating an incident with a work restriction is important for assessing the impact of the incident on your company's operations. For example, a large number of work restrictions can affect productivity and indicate that you need long-term plans to reduce the number of incidents, not only for employee health, but also for the financial well-being of your company.
Lost Work (days) Manual Entry -- Use the Manual Entry field to override the auto-calculated value (Duration Days, below). You might want to complete this field if the particular employee or branch of an organization tallied lost work differently than the rest; for example, maybe the person anomalously was scheduled to work over the weekend following an incident and due to restriction could not. Completing this field should only be done when clearly needed and with caution, because failure to accurately report these values on required forms can carry significant legal consequences.
Duration Days (auto-calculated) -- When you save the form, the system uses the start and end dates to calculate the number of days that the employee could not do their standard job. The system uses the ARCHIBUS definition of calendar days and holidays (the afm_cal_dates and afm_holiday_dates tables) to determine which days to count as working days. The count is inclusive of the start and end dates, meaning the day the restriction starts is counted as Day 1 and the date the restriction ends is the last day. Several reports present this information as their "Lost Work Days" value.
Work Restriction Description -- Describe in detail the restriction. If necessary, you can attach documents with the details. A thorough description which clearly lists the restrictions is important for the employee's manager so that they do not schedule the employee for a task that they cannot handle. This description is also important for adhering to workplace regulations.
Work Restriction Document -- Once you save the record, you can attach a document (photograph, PDF, Word document, etc.) that further describe the restriction.
- For information on working with this document field, see Using the Document Management System.
- The system will automatically adds this document to the document library, where the "Document Assigned to A..." field will indicate that this document is attached to a workplace restriction. For information on the document library, see Documentation / Track EH&S Documents task.
- If you need to attach multiple documents that support this restriction, you can use the document library to attach the document and complete the Related Work Restriction Code with this work restriction.
Medical Monitoring Code/Date Related Monitoring -- The system will complete these fields with the value from the medical monitoring event which you are associating with the work restriction.

Click Save at the top of the form. The work restriction is now associated with the medical monitoring event.

To assign one-time and routine medical monitoring to an employee:

Although you might assign the majority of medical monitoring events to an employee based on the employee's work category, there are situations in which you will need to assign medical monitoring (both one-time and routine) to individual employees.

For example, an employee may have a particular medical condition, such as asthma, that you need to monitor. Or, an employee has a very unique role in the company for which a specialized medical test is required; this test is not scheduled by work category because it is unique to only this employee's job.

In the Process Navigator, select EH&S/ Track / Track Employee Medical Monitoring.
In the Filter pane, select the name of the employee to which you want to assign a new medical monitoring event.
A list of medical monitoring instances assigned to the employee is displayed. Note that a recurring monitoring has multiple instances. Review this list to be sure that the medical monitoring event you wish to enter does not already exist.
Click Add New at the top of the right pane.
The Assign Medical Monitoring to Employee form opens in the bottom pane. Complete these fields:

Medical Monitoring Code -- From the list of existing medical monitoring categories, choose the type of medical monitoring to assign to this employee.
Medical Monitoring Date -- Enter the date beginning from which the scheduling routine should determine the schedule and generate medical monitoring events.

If a recurring schedule pattern has been established, the system consults this pattern and determines the scheduling dates based on the Medical Monitoring Date value that you specify. For example, if you enter June 11, 2013 as the Medical Monitoring Date, and medical monitoring is occur yearly on March 1, the system will schedule the monitoring dates beginning with March 1, 2014 and running until March 1, 2024. (The June 11, 2013 value is entered only as the scheduling starting point and does not display in the generated records.) For more information, see Scheduling Routine (Concept).
If a recurring pattern is not in effect, the system will schedule the medical monitoring for the date that you specify in Medical Monitoring Date. In this example, the medical monitoring will be scheduled for June 11, 2013.

Click the Assign Medical Monitoring button. The system generates the medical monitoring events (either a one-time event, or multiple events for medical monitoring categories with a recurring schedule) and updates the list of events to include the new medical monitoring events.
If necessary, you can further edit or review the new medical monitoring events by clicking on an event. The system will display the event's details in the lower pane.