Assignment of Health Surveillance Protocols to Persons

Purpose

You must assign health surveillance protocols to persons to enable the system to compute the number of protocols due and propose them for a medical service . After you close a medical service , the system uses the stipulated time periods for health surveillance protocols to determine the date of the next periodic examination, and includes it in the selection list that you use to determine persons for a medical service . If no periodic examination is due after you close the medical service, the system deactivates the assignment. The following description of how to assign health surveillance protocols to persons is therefore only required for initial examinations (for example, when persons are hired, or if they move to a new workplace and so become exposed to different agents). This ensures that all persons are included in the process that triggers the protocols. All subsequent protocols are triggered automatically by the system.

You have the following options:

  • You can assign health surveillance protocols automatically to a person

    The system uses agents, tasks, age, or gender to determine which protocols a person must undergo. You entered the relevant data while editing the health surveillance protocols and the personal data. The system matches up this data with the personal data and with the person’s organizational assignment.

    • The system uses organizational assignments to find the objects (exposure group, position, job, task) where agents are present and where the exposure limit has been exceeded, as well as the persons to whom these objects are assigned.

    • The system uses the personal data to check the age and gender of employees and determine if protocols need to be performed.

      It then displays a list of the persons and related protocols that it has found. These proposals always apply to initial examinations. Proposals for periodic examinations are computed on the basis of existing assignments and predefined stipulated time periods .

      Recommendation Recommendation

      You should repeat this fine-tuning function at regular intervals to ensure that the system can include data on new hires and persons who have become exposed to different agents because of a change of workplace.

      End of the recommendation.

      Note Note

      You can only use this function for persons who have a master record in the Personnel Administration (PA-PA) component.

      End of the note.

      You can also edit the proposal list manually, that is, add or delete protocols as required.

  • You can assign health surveillance protocols manually to a person

    Manual assignment is useful in the case of new hires, for example, when the protocol assigned is a periodic examination instead of an initial examination because of their previous medical history.

Process Flow

The following only describes the automatic assignment of protocols. You can, of course, change the protocols manually later.

For more information about assigning protocols manually, see Assigning Health Surveillance Protocols Manually to Persons .

This process should be repeated at regular intervals so as to take into account any change of workplace and the level of exposure to agents. It is advisable to do this at the end of the month to take account of organizational changes taking place from the next month, for example.

  1. When you start the adjustment function, you can restrict the number of persons involved (to a specific personnel area, for example).

    You have the following options:

    You can start the adjustment process immediately and generate the proposal list with the necessary protocols.

    You can schedule a job and use a report that will run the adjustment process at a specific time.

    During this process, the system checks which agents are assigned to the person’s organizational assignment (exposure group, position, and so on) in order to determine which agents the person is exposed to. Then the system compares the exposure levels with the trigger levels for the health surveillance protocols. If the exposure levels are too high, the trigger levels are exceeded and the person has to undergo the health surveillance protocol in question. If the protocol has already been assigned manually to the person, it is marked by a green symbol.

  2. When the adjustment is finished, the system displays a proposal list containing the health surveillance protocols found. You can do the following with this proposal list:

    Accept proposal: You can accept the health surveillance protocol proposed by the system. The protocol is not included the next time an adjustment is run, and the system proposes the person for a medical service (see Determining Persons for a Medical Service ).

    Reject proposal: You can reject the health surveillance protocol proposed by the system. This means that the protocol should not be performed for this person in general. The assignment of the person to the health surveillance protocol is deactivated. In other words, the protocol is not included the next time the adjustment is run.

    Ignore proposal: You can ignore the proposal. The health surveillance protocol is included the next time the adjustment is run. The protocol also appears in the proposal list. The system does not propose the person for a medical service.

Result

All the persons have been assigned to the correct health surveillance protocols. Now you can determine which persons are due for a health surveillance protocol and schedule the appropriate appointments (see Examination Appointment Planning ).