Occupational health cases

1. What is on the screen

At the top are the title “Occupational health cases” and the “New case” button. With cases, three cards count and filter the list when pressed: “New” (not triaged yet), “Overdue” (late on triage, appointment or report) and “Report pending”. Below are the search box and the list, with the columns “Person”, “Status” and “Next date”; under each name are the case number, the reason and the priority. A late case is marked in red and says what is late: “Triage overdue”, “Appointment overdue” or “Report overdue”. While there are no cases you only see the title, the button and the message “No cases yet”.

2. Opening a case

Click “New case”. In “New occupational health case” choose the “Person”, the “Reason” (fitness for work, absence review, return to work, work-related concern, health surveillance, pre-placement or other), the “Priority” and, if you already know it, the “Assigned clinician”. “Notes for management” can be read by anyone who can see the case: do not write medical details in them. Click “Open case”: you land on the case with the status “New”.

A case can also arrive from a manager referral, an absence alert or an external provider; the case shows its “Source”.

3. Working a case

The main button of the case changes with its status: “Triage” (sets the priority, the target appointment date and the clinician; with no date, the appointment is expected within 3 days if urgent, 7 if high, 14 if normal and 28 if low), “Book appointment”, “Start assessment” (the report is due in five days unless you set another date), “Report pending”, “Record report sent” and “Close case”. “More” holds “Change triage”, “Change appointment” and “Close case” at any point. A new case must be triaged within two days.

The “Case” tab shows the source, the external reference, the outcome and links to the appointment and the certificate; on the right, “History” lists every date. Every day, whoever is assigned to the case (or the health staff, if nobody is) gets a notice if it is late; the notice carries only the case number.

4. Closing a case and who sees what

To close, choose the “Outcome”. The physician records the fitness outcome (“Fit for work”, “Fit with adjustments”, “Temporarily unfit” or “Unfit”) and the report must have been sent first. Without a clinical role you can only close a case as “Did not attend” or “No further action”.

The “Clinical” tab holds the clinical notes: they are encrypted, only clinical staff can read them and every reading is logged; everyone else sees that they are for clinical staff only. “Notes for management” never hold medical detail. Being company administrator or owner gives no access to cases.