- OH Assist Portal
Contents
1. If you want to electronically upload a SAR select the option Ihave an electronic copy of the Sick Absence Report and want to upload it Then click go and you will be presented with a dialogue box to locate the electronic copy of the sick absence report Click browse to locate it on your computer or network select it and then click ok To complete the upload process you must click Upload This may take a few moments The file you upload can be in any widely available format such as text files txt MS Excel files csv xls and MS Word or rich text documents doc and rtf or portable document format pdf If you cannot upload the SAR for example because it is only available hard copy then select the option O Ihave a paper copy of the Sick Absence Report and need a header to be able to fax post it to OH Assist You will be prompted to download a header sheet to accompany your document If you downloaded a fax post header in the Informed Consent options you will not need to again and this option will disappear Print off the form and post to the address on the sheet or fax to the number indicated in your customer user guide If the employee has had no sick absence in the last 12 months simply select this option The client has had no sick absence in the last 12 months OH Assist Portal User Guide OHAssist making business better If you want to manually enter the sick absence periods select Iwish to2. Advice on the health condition s and prognosis Current work capability e An estimate of return to work date and a return to work plan if necessary Tf a return to full duties is unlikely advice on modifications to allow continued employment and the duration of such modifications e An opinion on disability according to current legislation Please specify any additional questions you have Question 1 Unavailability and Special Requirements Special requirements None e Iconfirm that I have discussed the reasons for referral with Mr Jones Kevin e I confirm that I have discussed possible outcomes with Mr Jones Kevin I confirm that Mr Jones Kevin agrees to attend an OH assessment by telephone or kard face to face I confirm that Mr Jones Kevin agrees to an outcome report being written The overall content of the report will be discussed as part of the OH assessment Book Appointment Note Where your organisation has not enabled online booking or where you are making a referral for an appointment type where online booking does not apply you will see Submit Referral above instead of Book Appointment Where contractual or verbal consent is required as opposed to a signed copy you must tick the box above submit referral before the referral can be submitted The system performs an employee matching exercise to ascertain if the employee already has a record with OH Assist If so it associates thi
3. if appropriate you can use the Other Specific Referral type option to request a product or service from OH Assist To do this click on the Other Specific Referral type option when you are making a referral Client List gt Determine Referral Type Please select the option that best reflects your reason for requesting this referral General Occupational Health Advice O An employee is currently absent from work due to sickness or has had repeated absence from work due to sickness or underperforming in their role due to health welfare issues or advice is sought in relation to the employee s capabilities Pre Employment Health Screening O Iam recruiting a member of staff and require advice as to whether or not they are medically able to fulfil the role Other Specific Referral Type fo I require advice or a service from OH Assist but the reason I require this is not reflected by any of the above options You will be asked to describe the requirements you have of the service including employee details such as name pay number staff ID job title if this service relates to a specific employee You then record where this service is to take place and any preferred dates in the appropriate boxes Normal authorisation processes should be followed such as requesting approval from an authoriser or raising a purchase order You can also upload a document which the practitioner may find useful such as job descriptions Once
4. 4 buttons Use this to progress through the referral These buttons only become active when making a referral Allows you to step back a page and modify previous content The abandon button discards the referral 3 The complete button confirms that all amendments have been completed This is only available while editing a page from the review and commit screen KU The next button confirms that you have completed all text on the current page and progresses to the next step bai OH Assist Portal User Guide OHAssist making business better The client list The client list displays all of the previous referrals made by you or that you have been given access to by another user The client list is usually the first page displayed following log on or it can be accessed by clicking Client List on the navigation menu OH making business better Client List OH Demo Company View Messages Basic Advanced Refresh Client List Unsub mitted Referrals Search for a client to view their information or create a new referral Transfer Referral rr Surname wi Go gt gt Client List Operational Reports Clients with recent activity displayed below Maintain Account Details Name Date of Birth Mr Oliver Jenkin 27 05 1981 Client Referral Refer Oliver Jenkin Administr Mccann Mr Adam Smith 21 01 1990 Client Referral Refer Adam Smith Frequently Asked Questions SC My client does not exist I need to crea
5. Finish Please enter search criteria and press Go Client List Surname dyson Operational Reports Email Address Maintain Account Details Employee ID Go gt gt Administer Accounts Frequently Asked Questions All user account matches shown below User Guide Name Customer ID Email Address Mr Andrew Dyson AAD43223 andrew dyson ohassist com Contact Us There are currently no Additional Managers set up for this referral Logout To select click on their name to add them to your referral You may add up to a maximum of 10 additional managers to a referral It s possible to remove an additional manger either at this stage or at a subsequent point in the referral life cycle View the referral by selecting if from the client list Scroll down to the managed additional mangers section and click the Add Remove button To remove an additional manager press the red x shaped button next to their name Record Referral Details gt Manage Additional Managers Referring Manager Mr Oliver Jenkin Additional Managers Name Mr Andrew Dyson w Add Manager Finish OH Assist Portal User Guide OHAssist making business better Referral questions OH Assist has designed a series of questions to capture specific information relating to the employee their specific health situation absence history and job role directly from the referring manager The data will always be captured on a single page within the browser The majority of t
6. and receive secure messages to the Medical Helpdesk if your organisation has this service available The purpose of this messaging service is to allow you to ask generic medical advice e g generic advice about physical or mental health problems of employees at work issues relating to the Disability Discrimination Act and whether or not to refer an employee Once you are logged into Vista you can access the link to send a message to the Medical Helpdesk by selecting Contact Us or View Messages from the Navigation Menu then by selecting Contact Medical Helpdesk Contact Medical Helpdesk Please contact the Medical Helpdesk for generic medical advice e g Generic advice about physical or mental health problems of employees at work issues relating to the Disability Discrimination Act and whether or not to refer an employee Message Send Message Discard Message You can create a new message by completing the Subject Client Job Role if applicable and message fields By selecting Send Message your message will be sent to the Medical Helpdesk By selecting Discard Message you will permanently delete the message Messages are usually dealt with and replied to within 48 hours You will receive an e mail notification to your registered e mail address that you have received a response and you will be able to view the messages as with other secure messages received detailed above Once a response has been received
7. button in the navigation menu View Messages 1 new OH Assist Portal User Guide OHAssist making business better Additionally when viewing the client list another notification and link will appear at the top of the page Client List eo You have 1 new Messages Message inbox Upon clicking the link or view messages button you will be taken to the message inbox From here you can view the message sent to you Message Inbox ES Sent Date Sender Message 2 O Be Wed 12 02 2014 Service Cent Important information from NG 14 21 EE OH Assist Dear Mr Jenkin 1 Thread Page 1 To view the full message click on the text under Message Message Inbox gt View Message Message Type Information message Subject Important information from OH Assist Delete from Inbox 1 Service Centre 12 02 2014 14 31 Dear Mr Jenkin Please be aware that we have been unable to contact you on the phone number you have recorded in your account settings If this number has changed can you please update it many thanks OH Assist View Message Inbox View Message Outbox OH Assist may also use this function to send you files such as updated information packs This will be in the form of an attachment which may be downloaded to your computer or company network OH Assist Portal User Guide OHAssist making business better Medical helpdesk In addition to receiving messages from OH Assist you are able to send
8. condition s and prognosis Current work capability An estimate of return to work date and a return to work plan if necessary F a return to full duties is unlikely advice on modifications to allow continued employment and the duration of such modifications An opinion on disability according to current legislation Please specify any additional questions you have up to a maximum of 3 Please note that you will be able to upload further documentation such as a job description when you have submitted your referral Unavailability and Special Requirements Does the client have any special requirements which may prevent a telephone consultation e g deafness requirement for an interpreter etc O ves iNo OH Assist Portal User Guide OHAssist making business better Spell checking Once all the referral pages are complete Any free text you have imputted will be spell checked You have the option to Ignore the highlighted word ignore all instances of the highlighted word accept the suggested word by selecting change or accepting the suggested word in all instances of suggestion by selecting change all OH making business better Unsubmitted Referral gt Client gt Occupational Health Advice gt Spellcheck OH Demo Company Non Online Booking Details g view Messages Unvailable on Wednesday s Unsubmitted Referrals Transfer Referral Client List Operational Reports Maintain Account Details Administ
9. documentation following the submission of your referral we will ask you to supply these or indicate that you have no supporting documentation For example if your organisation requires we have written consent for an employee then you will be asked to upload it or indicate you wish to fax or post it to us The second option will allow you to print a header sheet to include with the consent and the address with which to post it to It is also possible for you to send these documents at a later date but please bear in mind that documents must be received within 8 days after which the referral will time out and be withdrawn If documentation is sent electronically faxed or uploaded the referral timescales are reduced as these documents are usually processed within 1 working day of receipt When uploading we allow a maximum file size of 5mb megabytes You will also not be able to see any of the documents that you upload with the exception of sick absence reports Please note that you may not see all of these options depending on what requirements your organisation has and what type of referral you are making Post Referral Submission IC SAR Check Referral Created for Miss Jones Amnda Referral ID 2008391 Your referral has been accepted and created with the referral ID 2008391 Please make a note of this number and use it in any correspondence with OH Assist It may also make locating your referral easier within Cosmas Vista Additi
10. employee consents to being contacted by text message OH Assist Portal User Guide OHAssist making business better Record referral details Following the client details you are then presented with the Record Referral Details Screen You input the employee s unique Customer Identifier e g pay number or staff ID the referring Customer Unit department or location division etc and the employee s job title and work address which also has quick address searching If your employee works outside of the UK tick Non UK Address to enter the address without a postcode The address look up does not support Non UK addresses and will be disabled as will the postcode field OH making business better Client List gt Client OH Demo Compan Create Client gt Record Referral Details pany mala Miss View Messages BS ee Unsub mitted Referrals Surname Jackson Date of Birth 19 05 1975 Transfer Referral Sak i Client List Customer Unit Business Services bd Operational Reports Cost Centre Please enter the cost centre that will be invoiced for this referral Maintain Account Details You need to enter the Job Title in the textbox Administer Accounts Job Title Role w fo Required Frequently Asked Questions Referral Type Occupational Health Advice 4 i Referral Sub Type Occupational Health Advice User Guide There are no additional managers Additional Managers Contact Us Add Remove Please consider adding at least one
11. from the Medical Helpdesk you can reply with further messages if you require more information or have additional questions OH Assist Portal User Guide OHAssist making business better Sent items If you need to view any messages you have sent to the Medical helpdesk you can you view your sent items by clicking on view messages then clicking the View sent items link towards the bottom of the page Messages are displayed here until a response is received from the Medical Helpdesk At the point a response is received from the Medical Helpdesk the whole message thread containing your original message and the response will then be displayed in the Message Inbox You can move away from this screen by selecting any of the main navigation menu options or by selecting View Message Inbox or Contact Medical Helpdesk from the bottom of the screen Message Outbox EES Sent Date Recipient Message 2 0 Wed 12 02 2014 Information on Equality Act n 15 36 pag Dear OH Assist Ple Medical Helpdesk 1 Message Page I FAQ User guide Additional support in the form of frequently asked questions can be viewed by clicking the relevant link in the navigation menu You can also access the latest copy of this document Additional support If you require further support with any of the features or in the rare instance where you encounter an error please contact your customer helpdesk number which is listed in the cont
12. manually enter the sick absence periods You will be able to enter the periods of absence and the reason for absence for the last 12 month period If the Date of First Absence question has been completed in the Referral Narrative questions the first absence date will be defaulted to this date View Referral gt Enter Absence Periods Enter Absence Periods Miss Jones Amnda 27 09 1988 Please record details of all periods where the client was absent from work due to sickness and some or all of the absence occurred since 10 02 2013 F the client is currently absent from work leave the End Date of the final period blank Start Date End Date Stated Reason Action dd mm yyyy dd mm yyyy 01 01 2014 To Present Back Muscular problem Remove Finish Cancel Should you not wish to deal with the Sick Absence Report at this time the will deal with the Sick Absence Report later option should be selected You will need to add the SAR information at the Iwill deal with the Sick Absence Report later Other supporting documentation OH Assist may find it useful to consider other information when responding to a referral For instance if a job description is available this may be helpful These can be uploaded in the Other Supporting Information section or faxed posted to OH Assist OH Assist may find it useful to consider other information wh
13. ms Forename Bob Surname Smith Telephone 02345678911 Email Address Change bob smith biz com New Email Address bob smith thebiz com kapain Address bob smith thebiz com Must Match Job Title Une Manager Customer identifier 36ABVF Receives Email Notification Outstanding Information ka Withdrawn Progress Update Outcome Report Follow up call Appointment Booked Unsuccessful Appointment Scheduling Escalation He RBS Interim Report OH Assist Portal User Guide making business better Password Strength Not rated ven me Number Number Security Question What is your mothers maiden name EN When updates have been made you click save to make the changes Any mandatory fields or mismatching information will require completion correction Passwords must be strong This means it should contain a variety of character types such as numbers symbols upper and lower case letters The security number must be 6 numbers Power user functions The Power User account allows the administration of other user accounts Not all organisations have Power Users A Power User will have all of the access permissions of a portal user with the following additional features Create new user accounts Create new Power user accounts Unlock or suspend user accounts Delete user accounts Transfer referrals between accounts Amend details contained within oth
14. referral Si Create Re Referral Withdrawing a referral Should you no longer require a referral to be progressed it should be withdrawn To withdraw a referral please contact your Customer Helpdesk and ask for the referral to be withdrawn You will be asked to provide the referral number the employee s name and the reason the referral is being withdrawn OH Assist Portal User Guide OHAssist making business better Updates amp Support Keeping you up to date and support functions OHAssist making business better Messages updates and support We aim to keep you as up to date with the progress of your referral as we can The OH portal has a number of functions to keep you in the loop you can also customise what messages you get about a referral so you only see the types of notification you want Referral updates amp notifications When something changes with a referral or if we are waiting for you to complete SAR information an email will be sent automatically to notify you of what s occurring For security the messages will not contain any of the employee s personal details just a short message outlining what type of thing has happened To get the full details you will need to log in to the OH portal and view the referral to see what s happened Currently the types of update we will send are Outstanding Information a reminder that we are waiting for some information from you E g Sickness Abs
15. screening a health declaration This is always the case unless consent is contained within employees contract of employment or terms and conditions This is determined during contract negotiations between your organisation and OH Assist If consent is contractual or verbal consent only then this option will not be required Informed Consent Options Ihave obtained Informed Consent and need a header to be able to fax post it to OH Assist Thave an electronic copy of the Informed Consent I obtained and want to upload it Ihave not yet obtained Informed Consent and need a template for the client to complete Iwill deal with Informed Consent later Go gt gt To provide flexibility the signed IC can be posted or faxed to OH Assist You will have the option to download or print a standard pre filled fax or post header sheet to send with the informed consent This is shown in Appendix D To download one select the top option then click Go gt gt The informed consent can be uploaded providing that the copy uploaded contains the signature of the employee Therefore to use this option you must be able to scan the informed consent To upload an informed consent select have an electronic copy of the Informed Consent obtained and wish to upload it then click Go gt gt Use the upload box that will appear after clicking go to find the consent form on your computer You may upload any document or image file up
16. underperforming in their role due to health welfare issues Transfer Referral or advice is sought in relation to the employee s capabilities Client List General Occupational Health Advice Plus OH Advice Plus O Operational Reports This service is similar to General Occupational Health Advice with the advantage that you Maintain Account Details will be able to discuss the case with the Occupational Health Advisor prior to the consultation with the employee It is appropriate when you require additional support for instance due to the complex nature of the employee s health condition or workplace issues Administer Accounts Frequently Asked Questions User Guide Health Assessment O An employee is in a role that requires a periodic health assessment and their assessment Contact Us is due shortly or moving to a role that requires a health assessment Logout Workstation Assessment O An assessment of an employee s work area is required to assess its impact on their health and ability to do their work This may include non desk based employees as well as those using computers DSE Health Surveillance O An employee is in a role that requires a periodic health surveillance and their assessment is due shortly or moving to a role that requires a health surveillance OH Assist Portal User Guide OHAssist making business better Each referral type has a description to enable you to select the appropriate type of assessmen
17. 01 2014 29 01 2014 Referral Withdrawn L 2008390 SE XYZ789 29 01 2014 N A N A O Mr Jones EP EE anga Referral Cleared to 2008400 Kevin ABC462352 06 02 2014 10 02 2014 Paes Mr Mel Pa ARR Pag BOLE Referral Cleared to 2008425 Smith 238947236894 12 02 2014 12 02 2014 EE Mr Kim ka is as 2008429 cken sds 44 12 02 2014 N A N A Please search for the referring manager who you wish to transfer the referrals to Email Transfer The user searches for a destination manager the manager who is to inherit the referrals and clicks Transfer A message of confirmation is displayed at the bottom of the screen OH Assist Portal User Guide OHAssist making business better Appendix A Glossary Average Clearance Time A method of measuring the performance of a service CT Business Process Management The employee who is the subject of the referral OH Assist s internal core case tracking system Customer Portal Web browser based application for customers to use to access OH Assist s aka Cosmas Vista services Did not attend usually an employee for a scheduled appointment A server that receives faxes and produces an electronic image of the fax FME Further Medical Evidence usually asked for in writing from an employee s GP or hospital specialist IC Informed Consent Form signed by the employee giving their consent to a referral Key Performance Indicator KPI Occupati
18. OHAssist making business better OH Assist Customer Portal User Guide February 2014 The information given in this leaflet is of a general nature to support management action and decision making It is not intended to be a substitute for specific medical advice Where further or specific advice is required then please consult OH Assist for further guidance Content a KE due E d Ein due BT WEE 5 AOUE MEOR PO TA EE 5 LOOMI ON ereere re E AA AA AA AA APR a Red tora NEN CC OU ma AA AA NAA AA 5 Forgotten password or security nNUMber s sssssssrsrsrsrsrsrrsnrrnrsrsrtrrrnrrrrtnorsrtrtrnrnrnrtrtrtrtrnrnrrenerersrrrrrerne 6 GEHEIERT 6 SSI le EEN 6 Navigation MenM RE 7 KEREON E P E terete vo AA A ANA A E 8 EEA E Eege E ANA AA AA GAAN 9 Making Referrals AABANGAN 11 KEIER a NN ro e PAA AP AA PAA ANA PA AA 12 ege TEE UE 14 Record ELC ECHT 15 A ditonal ASS E 16 Peeler Pal CUSHIONS EE 17 Ste geleet ana ALON EE 18 Background and PICTON AA AA EA E AT Ee 18 Additonal GUESHONS eege eebe 19 SP ENORI EE 20 Hale S ie E 21 Online appointment ENEE Ee ER SUPPONI dOCUMENtCAU ON EE 24 MONIC CON Sent A Le AA AA 25 Sick absence report Eed NGA NAPAANAK AA 26 Other supporting documentation sirsrsissresissrrsrrriveraririsieiiir E RAEES 27 ell ein EE e 28 Unsubmitted referrals saving progress L A 30 siele Tei fen CC AA AA 30 Managing Referrals c cscscscccsscscsceeeeeeeceeseeseneueeeenecneceenenauaeaeaeeneeneneuaeasa
19. act us section of the portal alternatively if you are having problems logging on your customer help desk number is listed in your customer user guide While OH Assist endeavour to make the OH Portal available 24 7 Routine maintenance and updates may require system downtime We will always where feasible give notice of planned downtime This will be made by our customer management team to nominated parties in your organisation OH Assist Portal User Guide OHAssist Account Setti ngs and advanced functions Change user details and power user functions OHAssist making business better User Accounts The system currently offers 2 types of user account portal user and power user As the title suggest the power user account features more in depth features and allows a greater degree of control allowing users to create other accounts for staff members the ability to search for referrals made by other users and to transfer a referral from one user to another In this section we will look at how to maintain your personal account and detail the power user functions Change account details To amend your account details select Maintain Account Details in the navigation menu You will then be presented with the Maintain User Account screen You can change your title name contact details whether you wish to receive update emails and reset your password Maintain User Account System ID 65113 me
20. additional manager who can deal with this case in your Logout absence When doing so please fully consider any confidentiality issues Please enter the postcode of the address you wish to search for and click the Lookup button Use the first line of the address to increase the accuracy of the results Client s Work Address Non UK Address Postcode Lookup Home Address Note Mandatory fields on each of the referral narrative screens must be filled in before the user can continue These will be highlighted in Red if the user tries to continue without completing the necessary fields OH Assist Portal User Guide OHAssist making business better Additional managers You can also add additional managers by clicking the Add Remove button The manager must be a registered Portal user this will allow them to receive updates and access to reports produced from a referral Upon clicking Add Manager you will be presented with a search dialogue Search by entering the additional Surname email address or Customer Identifier of the user you are looking for then click Go Any matching managers who already have accounts will be displayed Additional Managers must have accounts for this functionality to be used OH making business better Record Referral Details gt Manage Additional Managers OH Demo Company Referring Manager Mr Oliver Jenkin View Messaqes Add Manager Unsubmitted Referrals Transfer Referral
21. aking Referrals with the OH Assist portal OHAssist making business better Creating a new referral Using the OH Portal to create a referral for one of your employees is quick and easy it should take only a few minutes of your time Before you get started ensure you have read your organisation specific user guide for the services available You will need to get consent from the person you wish to refer and gaining this before you make a referral will ensure soeedy processing Make sure you check their availability too there will be space to record this and it will help with appointment booking To create a new referral for an employee who has not been referred using the OH Portal before navigate to the Client List and click on My client does not exist need to create a new referral for a new client To create a referral for some one who has been referred before select the Refer link next to their name You indicate what type of referral is required by selecting the radio button next to the referral type then clicking next in the navigation bar OH making business better Client List gt Deter mine Referral Type OH Demo Company Please select the option that best reflects your reason for requesting this referral View Messages General Occupational Health Advice Unsubmitted Referrals An employee is currently absent from work due to sickness or has had repeated absence from work due to sickness or
22. alendar days excluding Sundays Select an alternative day You may check for the availability of appointments on an alternate day by using the options below Today O 30 January 2014 Thursday QO 31 January 2014 Friday 1 February 2014 Saturday 3 February 2014 Monday 4 February 2014 Tuesday Return later to book an appointment If you are unable to find any appointments which match the Mr Jones s availability click here to be returned to the Client List Please return to Cosmas Vista once the client has more availability to complete your referral The information you have recorded so far will be saved Any appointment slot offered will be held for the user 5 minutes whilst a decision is made If you allow this time to elapse without selecting an appointment slot new possible appointment slots must be generated which may not be the same as those previously offered You may select an appointment slot and progress to booking If you are unable to find a suitable slot you may exit and return to complete the referral process at a later date If you are booking an appointment following an online cancellation this must be completed within 30 days If no appointment slots are found on any of the possible days you will be instructed to contact the helpdesk OH Assist Portal User Guide OHAssist making business better Supporting documentation For the majority of referrals we require some supporting
23. all information has been completed the user should click Submit OH Assist Portal User Guide OHAssist making business better Note It is mandatory to upload a completed copy of the Bespoke Requests Form If you do not already have a blank copy of this form you will be able to download one from this page click submit and the option to download will be made available Description of Requirements Required Max 1000 Characters Delivery Location Details Required Max 500 Characters Preferred Range of Dates Required Max 200 Characters Appropriate Invoicing Information Required Max 100 Characters Upload Document Upload referral request attachment documents Before submitting your request you must complete and attach a Bespoke Requests Form Click here to download OH Assist Portal User Guide OHAssist making business better Unsubmitted referrals saving progress If for any reason you are unable to complete the submission of a referral e g you have not gained consent from an employee and you need to save your progress and return at a later date its possible to save your progress for a particular page Click on the next button right arrow on your current page to save You can then choose to log out or navigate to another area of the portal to manage any other work if you wish To complete the referral click Unsubmitted referrals in the Navigation m
24. at involves driving However they will not be required to drive Group 2 vehicles Administer Accounts Frequently Asked Questions Airside Pre Employment O User Guide The general medical screening for new employees is required Additionally the role requires an airside driving permit as it involves driving on airside roads and apron areas Contact Us at airports Logout Group 2 Driver Pre Employment The general medical screening for new employees is required Additionally the role requires a Group 2 licence as it involves driving large lorries Category C or buses Category D Note that different options may be available to you depending on which services your organisation has requested are made available OH Assist Portal User Guide OHAssist making business better Record client details After selecting the referral type you will record basic details about the employee being referred so that the referral can be registered into our database The address entry sections have Quick Address Searching You can enter the postcode and optionally a house number in the first line of the address and by clicking Lookup the address is found automatically If your employee lives outside of the UK tick Non UK address to enter the address without a postcode The address look up does not support Non UK address and will be disabled as will the postcode field If you enter a valid mobile number you may need to confirm wh
25. business better Client List gt Client gt Occupational Health Advice gt Spellcheck gt Review gt Book Appointment i Department for Work and Book Appointment ern Book Appointment View Messages Please select an appointment in line with Mr Jones s availability You will only be able to book Unsubmitted Referrals an appointment in the next 7 days Transfer Referral When selecting an appointment please be aware that the practitioner will call at approximately the time shown but the appointment may last up to 40 minutes Client List Where Mr Jones is to be contacted at work you should ensure that they have access to a suitable room for the appointment and where appropriate that the information supplied to us includes the telephone number for this room including extension number Maintain Account Details Administer Accounts Note Your organisation may be charged if the client cannot be contacted during the period chosen or if you need to rearrange the appointment Frequently Asked Questions User Guide Appointments available on Thursday 30 January 2014 Ciit The following appointment times are available Logout Appointment Time O 10 00 O 12 00 O 14 00 Please ensure that the employee is available before booking the appointment OH Assist Portal User Guide OHAssist making business better If none of the appointments offered are suitable you may opt to be shown available appointment slots on any of the next six c
26. e box and reset the password and PIN Click save to save the changes The account Is deleted by clicking the Delete User button This cannot be undone Transfer referral Transfer of referrals allows a Power User to transfer referrals from one user to another This is useful if a manager leaves the employment of our customer or is absent for a period of time This can be initiated from several different points From the View Referral Screen By clicking the Transfer Referral link in the Navigation Menu the single referral can be transferred From the Client List screen By clicking the Transfer Referral a search dialogue will be displayed This asks the Power User to find a manager whose referrals they wish to transfer From the View Client Screen By clicking the Transfer Referral link in the Navigation Menu individual or all referrals can be transferred to a different manager When deleting user accounts all referrals where the user is the referring manager must be transferred before the account Is deleted OH Assist Portal User Guide OHAssist making business better Client List gt Transfer Referrals Please search for the referring manager whose referrals you wish to transfer jenkin Email Search Please select a referring manager The following referrals are available for transfer Referral SS ID Name Customer ID Start Date End Date Outcome All L 2008389 Zn KYZ789 29
27. en responding to your referral For instance if a job description is available this may be helpful Ihave paper copies of other relevant documentation and need a header to be able to fax post it to OH Assist Healthcare Ihave an electronic copy of a relevant document and want to upload it Ihave no other relevant documentation I will add relevant documentation later via View Referral Go gt gt OH Assist Portal User Guide OHAssist making business better The fax post and upload options work in the same manner as with a SAR or Consent however upon clicking upload there will various different document categories to choose from Select the most appropriate document types to upload before browsing your computer and uploading Note The document size limit for upload is 5MB If you do not have any supporting information to upload the have no other relevant documentation will add relevant documentation later via View Referral option should be selected Once the informed consent sick absence and other supporting document sections have been dealt with the finish button becomes enabled You can click finish to be taken to the view referral screen Additional services If the product you require does not appear in the list of possible referral types you should check your contract specific guidance or user manual It may be that there is an alternative process that you should be following However
28. ence Record Withdrawn notification that your referral has been withdrawn Outcome Report notification that a final report has been produced and is available to view download Appointment Booked notification that an appointment has been booked for your referral Unsuccessful Appointment notification that an appointment has not gone ahead e g as a result of a cancelation Scheduling Escalation notification that we have not been able to book an appointment for your referral Interim Report notification that am interim report is available to view download Progress Update a general update that is not covered by one of the above categories It is possible to switch off these notifications to do this click on Maintain Account Details from the navigation menu A list of checkboxes with these categories will be visible un checking any will stop notifications being sent to you We only recommend turning off notifications if you are a heavy user and check the portal on a regular basis Messaging The OH Assist Portal also has built in functionality for you to receive a secure message from our teams of health professionals and administrators When you receive a message you will be notified via email that a new message has been sent to you This will appear in the same format as the notification messages you receive for referral updates Upon receipt of a message you should log onto the portal and click on the messages
29. enu A list of all the current unsubmitted referrals you have will be displayed You have the option to complete the referral or to delete it If you logged out the list will be displayed immediately upon accessing the system again Unsubmitted Referral Welcome Oliver Jenkin You have 1 unsubmitted referrals which are shown below Employee Name Date Created Action Delete Harry Jones 29 01 2014 14 01 44 Complete F Abandon referral If for any reason you wish to abandon a referral before you have submitted it Click the button at the foot of the page You will be given a warning message to check if you really wish to abandon your referral Do you really wish to abandon this referral All data will be lost permanently Continue OH Assist Portal User Guide OHAssist Managing Referrals Viewing referrals appointment maintenance editing details managing documents restart a referral OHAssist making business better Managing referrals In this section we will look at how to manage referrals that have been submitted to OH Assist We will cover editing referral details cancelling appointments restarting referrals referral updates and partially completed referrals View referral screen The View Referral Page is presented directly after dealing with the supporting documents It can also be accessed from the client list screen by clicking on Referral or the Referral ID if there is more than one re
30. er Accounts Change to Available Ignore l Frequently Asked Questions Suggestions Ignore Al Unavailable User Guide Unveil E Change Unveils Contact Us Invaluable v Change All Logout ol 5 If there are no spelling errors or the spelling check is complete you will be presented with the Spelling Check is complete screen OH making business better Unsubmitted Referral gt Client gt Occupational Health Advice gt Spellcheck OH Demo Company View Messages The spelling check is complete Unsubmitted Referrals Click Next to save your spelling corrections and continue to the review screen Transfer Referral Client List Operational Reports Maintain Account Details Administer Accounts Change to Ignore Frequently Asked Questions Suggestions ES ignore All User Guide Change v Change All ee Logout alles Jo OH Assist Portal User Guide OHAssist making business better Review and submit Following the completion of the referral and the spell check you can choose to edit any of the fields you have filled in by clicking on edit next to the relevant section If you are happy with all the sections you can submit the referral This completes the initial submission of your referral Depending on the type referral and consent required for your organisation you may be required to upload or send in additional documentation to OH Assist Questions Edit The Report will always cover
31. er accounts OH Assist Portal User Guide OHAssist making business better Create new user accounts To create a user account a Power User must enter the administer account function and search for the user to check they do not have an existing account Following this the Power User should click the My user does not exist need to create a new user ink Administer Account Search for an existing user account to modify ma My user does not exist I need to create a new user You will be required to complete the following form and upon clicking save a new account will be created Create System User Title Mr e Forename Telephone Ir Email Address fo Customer identifier fo User Type Portal User ze Password Password Strength Not rated Confirm Password Security Number Confirm Security Number Upon saving the account you will need to pass on the login information to the user They will be required to change their password and security number upon first use OH Assist Portal User Guide OHAssist making business better Administer user accounts A Power User can lock unlock accounts remove users and amend details in accounts The Power User must enter the administer account function and search for the user Here the user s details can be amended make the choice of receiving the notification emails change their user type lock or unlock the account by checking un checking th
32. es User Guide C Bereavement O Spinal pain tincluding low and middle back and neck ee F Depression Ol Soft tissue injury sprains strains and bruises C Obsessive compulsive disorder O Symptoms affecting any other joints Logout L Panic attacks LJ Traumatic injury e g RTA or whiplash C Personal issues LJ Upper limb disorders LI Stress C Trauma L other C Work related issueste g bullying TT Unknown and harrassment OH Assist Portal User Guide OHAssist making business better Background and history In order to help our practitioners asses your employee information on their background and history can be recorded If there are any workplace matters you wish to record click yes and a additional text box will appear Otherwise you must indicate No or Don t Know relevant to the situation There is also a list of example prompts to guide you if you are unsure For example you should use this section to notify us of any workplace accidents or incidents relevant to the period of absence In addition this section can be used to provide an outline of potential modified work which may be available or any limitations regarding job modifications There is also a list of common work duties to choose from If the required duty is not listed click Other and then type the duty in the text box that becomes available Background and History Are there any workplace matters which require consideration by the OH pract
33. ether the employee consents to being contacted by text message If your organisation has enabled this kind of communication OH making business better Client List gt Client Create Client View Messages 1 new Title A r L Forename Unsubmitted Referrals Surname Transfer Referral Gender Male Female Date of Birth dd ramfyyyy Client List Primary Telephone Number Operational Reports Alternative Telephone Number Maintain Account Details It may be useful for OH Assist to send certain information to the dent about their referral via SMS text E message They will not contain any personal information Please indicate the client s preference below Administer Accounts SMS Contact Allowed O Client may be contacted via SMS Frequently Asked Questions No valid mobile number provided Client may not be contacted via SMS User Guide Please enter the postcode of the address you wish to search for and click the Lookup button Use the first line of the address to increase the accuracy of the results Contact Us Client s Home Address Logout Non UK Address Postcode Lookup Home Address When you have finished entering details click on the Next button on the bottom right of the screen Note f you are re referring an existing client this screen will still appear allowing the user to maintain or update the client s details as necessary If applicable you will also need to re confirm whether the
34. ferral for a particular employee The view referral page provides a summary enabling you to see the status and updates of this referral Employee information The first section of the View Referral Page displays information relating to the employee who has been referred You may choose to edit the employee information from here if required Client Details Name Mr Harry Jones Date of Birth 19 12 1978 Primary Telephone Number 07733310190 Alternative Telephone Number Referral details The referral details section outlines the referral ID the referral type and sub type the employee s pay number and other details of their work the status of various referral elements Referral Details Referral ID 2008389 Referral Type Occupational Health Advice Referral Sub Type Occupational Health Advice Customer identifier XYZ789 Customer Unit Corporate 5ervices Job Title Admin Work Address Work Address wii Referral Outcome Referral is still open Special Requirements amp Unavailability Special requirements None Informed Consent Status Not Required Sick Absence Report Status Valid SAR Received Referral Start Date 29 01 2014 12 45 34 Referral End Date Still Open OH Assist Portal User Guide OHAssist making business better Additional managers If at any time you wish to add an additional manager to the referral you may do so from the view referral page Additional managers need to have a portal account for the
35. formation Type Date Time Description We have attempted to contact the client to schedule an appointment but have been unable to do so because one or more of the telephone numbers required was missing or Saige 12 02 2014 11 05 incorrect Tf you would like this appointment to be scheduled please confirm that the appointment is still required using the option shown Referral Atos Healthcare received all of the documentation that we processing 12 02 2014 09 11 required to enable your referral to be progressed Your started referral could then be processed 12 02 2014 09 06 Your referral was created created Upload document Download header Upload Document Appointment Still Required OH Assist Portal User Guide making business better Re referring an employee Once a referral has been completed you may wish to re refer the individual the usual circumstances where this applies are e The employee has not returned to work when expected e The employee cannot complete a rehabilitation plan as expected e There has been a change in the employee s circumstances that may need further advice e The practitioner has recommended that the employee be re referred if certain events occur The employee s details and referral information from the previous related referral are available to you without having to be typed again You are given the opportunity to comment and add brief details informing us of the reason for the re
36. hand side of the page These links take you directly to the area of the application you require Note Not all of the options displayed below may be available to you Depending on your account type and service agreement with OH Assist FUNCTIONALITY AREA OH Demo Company View messages will display any messages we have sent to View Messages you TAWAG TAE TA HAKA Displays any p reviously un submitted or saved referrals Pious the teangler ot referral to another AE ma Transfer Referral this option is only available to power users Pat EA oO i Displays the main client list area showing all referrals you Client List have made active and closed ee Operational Reports For accessing online reports on referral history only available if you organisation has opted for this service baga t PAA E A Access this option to modify your personal details and change passwords Pa arn een een aE ee Administr Aciu For modifying other user accounts Power user only Frequenti Asked Ouestiohs deier E e Sa Heem E ee User Cuide Access to the latest copy of this document Care l Displays contact number and information and medical helpdesk email system Logout Logs out of the application Cd EE DI OH Assist Portal User Guide 7 OHAssist making business better Navigation bar The navigation bar is located towards the bottom of the page and consists of
37. he questions can be answered by selecting from dropdown lists by selecting radio button or checkbox options OH Assist s team of occupational health practitioners can then supply tailored advice providing support for the manager in managing sick absence or a particular work or health situation Certain questions are mandatory to ensure that relevant information is captured The questions which will be addressed will vary depending on the type of referral you are submitting As part of the occupational health consultation and assessment the practitioner will address the following issues aS a matter of course Advice on the health condition s and prognosis Current work capability An estimate of return to work date and a return to work plan if necessary If a return to full duties is unlikely advice on modifications to allow continued employment and the duration of such modifications e An opinion on disability according to current legislation Unsubmitbed Referral gt Client gt Occupational Health Advice OH Demo Compan Occupational Health Advice pany View Messages Referral Narrative 3 Absence Status Unsubmitbed Reterrals Transfer Referral What is the reason for this referral E gute Operational Reports Is the employee currently absent Maintain Account Details ves No Administer Accounts Frequently Asked Questions Please select all of the conditions which are relevant to the referral C Anxiety Cl Fractur
38. intment cancelations may still result in your organisation being charged for the appointment Please check your customer user guides cancelation policy for the details of the agreement Cancel and withdraw will result in the referral being closed the cancelation policy will also apply to this option Client List gt View Referral gt Cancel Appointment Tf you cancel this appointment your organisation will still be charged I would like to cancel the appointment but another appointment is required I would like to cancel the appointment and withdraw the referral Back Please choose one of the following options which best describes the reason that the appointment must be cancelled E jAnother external appointment has been challenged Employee ill on day of appointment Exam time date not suitable Change of exam venue Family bereavement Could not get time off work Employee on holiday Needs a companion supporter eg signer interpreter No transport available Relative ill caring responsibilities Employee has moved Employee refuses to attend Force Majeure Event OH Assist Portal User Guide OHAssist making business better Continue following an unsuccessful appointment If an appointment was unsuccessful because an employee failed to attend an appointment then you will need to let us know if the appointment is still required We will let you know that an appointment was unsuccessful by sending an email no
39. itioner For example Organisational restructure Managerial or relationship issues Disciplinary or grievance proceedings Safety critical issues Failed return to work plan Modifications adjustments currently in place O ves ONo Don t know Current Duties What activities does this role involve L walking L Standing climbing Manual handling amp lifting Driving vocational fork lift trucks Los luworking with dangerous machinery LI Nightshift working Security LI computer work Display Screen Equipment LJ Prolonged sitting Handling food outside work LJ other OH Assist Portal User Guide OHAssist making business better Additional questions A list of the questions that will be answered as a matter of course Is included The report will normally provide you with all you need to progress and manage the case and there should be no need for you to ask additional questions However in some cases there will be exceptions including safety critical issues questions about retirement or fitness to attend a disciplinary meeting and these can be asked in the section below Please don t ask questions about the exact diagnosis the type of medication employees are taking how many days absence an employee is likely to have in the future or whether you should adjust trigger points Practitioners are unable to answer these types of questions Questions The Report will always cover Advice on the health
40. m to be added Click Add Remove to enable the search facility you may search for a user to add by surname email address or customer ID You may also use this function to remove a manager from a referral Additional Managers There are no additional managers Key point information At defined checkpoints in the progression of a referral an update will be made to the key point information allowing you to see in real time exactly what is happening The checkpoints include e Successful receipt of documentation e Progression of the referral from scrutiny and the intervention chosen including further medical evidence FME e When appointments are scheduled together with the appointment details You can see the full chronology of a referral note most recent at the top providing transparency of our services and a useful management tool Key Point Information Type Date Time Description Referral processing 10 02 2014 12 00 Atos Healthcare completed the processing for this referral complete Mr Oliver Jenkin Administrator considered all available BEE information information 10 02 2014 12 00 obtained Seed SEH It was decided that the medical practitioner had sufficient information to produce a report BEE An appointment was booked for 07 02 2014 12 00 with e 06 02 2014 15 53 Mr Oliver Jenkin This appointment was booked on line Referral Atos Healthcare received all of the documentation that we processing star
41. neseenenens 31 HEEE NAE al stsrirecausecGauueessane AA AA 32 View referral SEES EE 32 EPIC Ce TORN e 32 OHAssist making business better KAALAMAN NAIRITA AABANGAN AA ANA 32 Additional manager EC 33 KO E el tut e Te EE 33 Heil e EE 34 Upload s pporting DOCUMENT suites toa NA NAP era karai ideii 34 SEET NEE AA AA 35 Continue following an unsuccessful appointment aa 36 SEENEN 36 Re relerring ali E 37 Withdrawing IG Bee EE 37 Updates Ge SUPPONE NAAANINAG ANING ami DO Messages leie EECH Lu EE 39 Referral updates amp notifications 39 PSS IS AA AA AA APA APA AA 39 klala aa IT ND OS SK PAA AA 41 NGA PONG na HAAN yada eer tate ener AA AA AA NAA AA 42 PAUSE S E 42 Additional SUPON ET 42 Account Settings and advanced FUNCTIONS ee 43 WISER PC ee pasan E NU AA AA NAYAN AA AA cian 44 ANE ale 28 ge 0 Alak TE 44 Saeul EE 45 croate NET AA AA PA AA PA PAA 46 Administer user elen TE 47 Tin STS VSS Ai MAA PAAANO APAPAP APA AA AP 4 Appendix A DOT EE 49 Appendix B Additional services request Tomm 50 Appendix C Ra elo Ge Consent d el ET Sr Appendix D Fax POSE Header En E 52 Legal M Tet OA os seers cerca AA NAAN NANANA DAA AA AA a 53 OH Assist Portal User Guide OHAssist making business better Getting Started with the OH Assist portal OHAssist making business better Getting Started About the OH Portal The OH Portal also known as Cosmas Vista is an Internet based web browser ap
42. ock account If you fail to enter your password and or security number correctly 3 times then you will be directed to the security question previously entered on account set up If you answer this question correctly then as above a system generated email will be sent to your registered address containing a new password and security number You must log in using these details within 1 working day or the account will lock and will be inaccessible If the user account is locked out due to previous failure to answer this security question successfully or because no security question and answer has been recorded the option to self unlock will not be available and you will be instructed to contact the helpdesk Alternatively a power user within your organisation will have the ability to unlock the account Session expiry After 25 minutes of inactivity you will be warned that your session is about to expire It will offer you the chance to continue with your session or to log out and give you one minute to respond OH making business better Your session is about to expire You will be logged out in 42 seconds Remain Log Connected out Continuing your session will allow you to continue working Failing to respond or choosing to log out will log you out OH Assist Portal User Guide OHAssist making business better Navigation menu OH Portal has a navigation menu for ease of use This is always located on the top right
43. onal Health Advisor SR OHCSS Occupational Health Counselling and Screening Services O Outcome Summary Report produced after the final intervention of a referral Power User A user account with additional access rights for maintaining user accounts Contained both within the customer s and OH Assist s organisation The person making a referral usually a manager or HR specialist Sick Absence Report A report detailing an employee s absence history Scrutiny A process where an occupational health practitioner makes a decision on the most appropriate intervention for a referral A user of the OH Portal normally a referring manager OH Assist Portal User Guide 49 OHAssist making business better Appendix B Additional services request form OH Assist Portal User Guide OHAssist making business better Appendix C Informed Consent Form OH Assist Portal User Guide OHAssist making business better Appendix D Fax Post Header Sheet OH Assist Portal User Guide OHAssist making business better Legal information Copyright Atos IT Services UK Limited 2014 OH Assist is a trading name of Atos IT Services UK Limited OH Assist a trademark of the Atos Group Atos S E 2014 All rights reserved Registered Number 01245534 England and Wales Registered Office 4 Triton Square Regents Place London NW1 3HG VAT NO GB 232327983 OH Assist Portal User Guide
44. onal Supporting Documentation Informed Consent Options Ihave obtained Informed Consent and need a header to be able to fax post it to OH Assist Ihave an electronic copy of the Informed Consent I obtained and want to upload it QO Ihave not yet obtained Informed Consent and need a template for the client to complete Iwill deal with Informed Consent later Sick Absence Report Options Ihave a paper copy of the Sick Absence Report and need a header to be able to fax post it to OH Assist Ihave an electronic copy of the Sick Absence Report and want to upload it The client has had no sick absence in the last 12 months Iwish to manually enter the sick absence periods Iwill deal with the Sick Absence Report later ES OH Assist may find it useful to consider other information when responding to your referral For instance if a job description is available this may be helpful O Ihave paper copies of other relevant documentation and need a header to be able to fax post it to OH Assist Healthcare Ihave an electronic copy of a relevant document and want to upload it Ihave no other relevant documentation I will add relevant documentation later via View Referral Ga gt OH Assist Portal User Guide OHAssist making business better Informed consent IC It may be necessary to send OH Assist a signed copy of the employee s informed consent or in the case of a pre placement
45. plication that interfaces with OH Assist s core IT systems It enables multiple users to access our occupational health services using their own PC terminals The OH Portal increases speed efficiency and accessibility to our services and provide a secure environment to send receive and view information This document details the step by step processes enabling users to facilitate making and managing occupational health referrals Please note that screen shots and data entered into fields within this document are for illustrative purposes only While they are up to date at time of writing changes to the Portal may render them out of date Separate communications will precede changes to ensure all users are aware of changes made and every endeavour will be made to keep this document up to date The most recent version of this document is available to download from https www ohportal co uk FAQUserGuide htm Logging on The OH Assist customer portal can be accessed at the following web address using Internet Explorer v5 5 or greater Google Chrome or Mozilla Firefox https www ohportal co uk A secure log on ensures that confidentiality is maintained You are asked to provide your email address as your user ID a password and 2 digits from a 6 digit PIN When you log in for the first time you will be requested to change your password and security number and provide an answer for a security question This is to enable you to reset you
46. r password and security number should you forget them Register a new account If you do not have an account it may be possible to create one yourself To do this click the Register New Account link on the log in screen You will be asked for your e mail address and this will be validated by the system Certain e mail address domain names have been enabled to allow you to create your own account This will have been enabled as part of your organisation s contract with OH Assist and may have been communicated to you separately If you cannot create your own account it is likely that your organisation does not use this feature and that there will be a separate process for creating your account Check your specific customer user guide for details on this or contact your customer helpdesk number OH Assist Portal User Guide OHAssist making business better Forgotten password or security number If you are unable to remember your password or security number click the have forgotten my password pin link You will be asked to enter your email address and answer your security question which you complete when you log in for the first time You will be sent an email to your registered address containing a new password and security number You must log in using these details within 1 working day or the account will lock and will be inaccessible In this instance you must call your customer helpdesk number Self unl
47. s referral with the existing record OH Assist Portal User Guide OHAssist making business better If the employee already has an open referral submitted by the user or the user is an additional manager on an open referral of the same referral type the referral will be rejected This is to ensure that OH Assist do not progress multiple referrals for a single employee The following warning message will be displayed Client List gt Client gt Occupational Health Advice gt Spellcheck gt Review The referral could not be saved because there is one or more open referral for this client that has the same referral type and referral sub type OK Online appointment booking If you are creating a referral of type Occupational Health Advice or OH Advice Plus and your organisation has chosen to enable this facility you may be required to book a slot for the initial telephone appointment with an OH Assist practitioner You will be offered a selection of appointment slots on the soonest available day These will be spaced throughout the day to maximise the likelihood of one of the slots being suitable Appointments may be offered on any day of the week excluding Sunday and may be between 08 00 and 20 00 Appointments will be booked for a precise time but you should make your employee aware that the practitioner may call within 10 minutes either side of this time The call with the practitioner may last up to 40 minutes OH making
48. t The list only displays products that your organisation has agreed to purchase Should the type of assessment not be in this list and not available through any other referral method please see the Occupational Health User Guide for your organisation or contact a member of HR you should select Other Specific Referral Type This enables the user you to submit a request that OH Assist can price up specifically for your needs known as a Bespoke or Optional Service please see section on Creating Optional Bespoke Requests Following the selection of a referral type you then select a referral subtype if applicable This is a specific type of medical that may be required to cover a specific role or role specific legislation This will tailor the questions in the following pages to suit the referral purpose OH making business better Client List gt Determine Referral Type gt Pre Employment OH Demo Company Please select the option that best describes the role for which the candidate has applied View Messages Unsubmitted Referrals General Pre Employment O Transfer Referral General medical screening that is required for a new employee or an employee changing role No other specialised medical is required for this role Client List Operational Reports Ordinary Driver Pre Employment O Maintain Account Details The general medical screening for new employees is required Additionally this candidate will be in a role th
49. te a referral for a new client User Guide Contact Us Logout To search for a referral or employee enter details into the text box select the desired criteria from the drop down menu Surname Forename Date of Birth Referral ID or Customer Identifier then click Go For advanced search options select advanced just above the search criteria box Searches can then be performed by the same criteria as above but also by Referring Manager enter either surname email address or customer identifier by customer unit or referral state open or closed Note Customer Identifier is a unique identifier used to identify people within your organisation If your Organisation has specified a term to use for this that will be displayed If your organisation has not specified a term to be used the label will be Customer D OH Assist Portal User Guide making business better To view the employee s details click on Client To see the referrals for a particular employee please click on Referral s followed by the referral number if there is more than one referral To create a referral for some one who has been referred before select Refer employee name next to their name To create a new referral for an employee who has not been referred using the portal before click on My client does not exist need to create a new referral for a new client OH Assist Portal User Guide OHAssist making business better M
50. ted 06 02 2014 15 53 required to enable your referral to be progressed Your referral could then be processed Referral created 06 02 2014 15 53 Your referral was created OH Assist Portal User Guide OHAssist making business better Download reports Any reports that are produced for the referral maybe downloaded from the view referral page There are three main documents that can be downloaded e Initial Documents A Referral Form containing all of the information submitted to OH Assist e Interim Report During the progression of a referral an Occupational Health Practitioner may feel the referrer may benefit from interim advice which may provide a more detailed update or support temporary changes in duty while the referral is progressing e Final Report The final advice provided by an Occupational Health Practitioner containing their full recommendations Documentation Title Document Type Date on Document Final Advice Report OH reports to customer 10 02 2014 Vista Recorded SAR Sickness absence record 07 02 2014 Initial Documents Individual referral form 07 02 2014 Users will not have access to any report unless they are named as an additional manager You will be notified that an update has been made to the referral and the fact that a report has been produced will be clearly shown in the key point information Click the relevant hyperlink to download the report immediately and either e Store it locally on their PC e S
51. tification Following an unsuccessful appointment a new option will become available at the foot of the view referral page for the one in question i on Appointment Still Required You must let us know that a further appointment is required within 8 days of this notification being sent otherwise the referral will be withdrawn If a referral has been withdrawn then you may choose to restart the referral Instead of appointment still required it will say restart referral you will be given a new referral number following a restart Scheduling escalations Where appointments are scheduled by OH Assist and we are unable to contact or agree an appointment with your employee our administrators will notify you of this using an escalation through the system Upon an escalation being made you will receive an email notification advising to log in for more details This will be displayed on the view referral page under key point information You will have 8 days following this notification to take corrective action and let us know an appointment is still required In the example below you would need to update the phone number on the system and then click appointment still required Otherwise the referral will be automatically withdrawn If a referral has been withdrawn then you may choose to restart the referral Instead of appointment still required it will say restart referral you will be given a new referral number following a restart Key Point In
52. to 5mb in size Upload Informed Consent Document If the consent has not been gained from the employee prior to the referral being made a part filled template can be downloaded for the employee to sign and date This will enable the use of consistent forms processes and speed up the completion of the consent To download a part filled template select have not yet obtained Informed Consent and need a template for the employee to complete and click Go gt gt You will then be asked whether you wish to Open or Save the document Should you not wish to deal with the Informed Consent at this time the will deal with the Informed Consent later option should be selected OH Assist Portal User Guide OHAssist making business better Sick absence report SAR The absence history of an employee is integral to the referral process OH Assist requires a Sick Absence Report showing the last 12 months of absence for certain types of referral You are given a series of options to choose how to supply the Sick Absence report Sick Absence Report Options Ihave a paper copy of the Sick Absence Report and need a header to be able to fax post it to OH Assist Ihave an electronic copy of the Sick Absence Report and want to upload it The client has had no sick absence in the last 12 months Iwish to manually enter the sick absence periods Iwill deal with the Sick Absence Report later GO gt gt
53. tore it on a file share on an HR system e Print it to be stored in paper personnel files The report will remain available to be downloaded if additional copies are required Upload supporting documents If you chose to deal with a supporting document at a later time they can be added from the view referral page Scroll down to the bottom of the page to complete processing Upload document Download header Le Download Fax Post Header e Download Informed Consent Template e Upload Document Sick Absence The client has had no sick absence in the last 12 months gt Manually enter the sick absence periods OH Assist Portal User Guide OHAssist making business better Cancelling an appointment If you booked an appointment using the online booking facility it is also possible to cancel the appointment using the OH Portal Please select your referral from the client list and scroll to the bottom of the screen to find the cancel option If the appointment was not booked online this option will not be available if you need to cancel then please call your customer helpdesk number j a Cancel Appointment If you choose to cancel and continue to another appointment you must complete details of the reason for the cancellation If the appointment is within 1 working day your organisation may still be charged for the appointment Once you have completed this step you will be prompted to choose another appointment slot Appo
Download Pdf Manuals
Related Search