Occupational health job screen
Contents
1. Once the candidate s date of birth has been entered and the required details have been amended any changes can be committed to the database by clicking the OK button Page 28 3 3 Candidate Summary The next screen that is displayed is the candidate summary screen where the candidate can view their personal details again and ensure that this information is correct before proceeding SUMMARY OF CANDIDATE DETAILS This screen shows a summary of your information Please confirm that these details are correct before starting the Questionnaire If any of the details are incorrect click the Modify My Details button and make any required changes If all of the details are correct please click on Continue Questionnaire Title MR Surname Forename Previous Name Date of Birth 05 05 1955 Age Address Daytime Telephone Evening Telephone Job Title Hours per Week Modify My Details Continue Questionnaire If the candidate wants to modify any of the details that have been entered then they can click the Modify My Details button otherwise they can click the Continue Questionnaire button to continue to the next part of the questionnaire Page 29 3 4 Add Candidate GP Details The next section of the questionnaire requires the candidate to enter their general practitioner details and information on the number of absences and days that they have taken sick in the past two years The informati2. Once the questionnaire has been completed by the candidate they will be shown the screen below which shows that all the information that has been added is being processed and that the results have been sent out to the relevant contacts THANK YOU Thank you for for your time You have now completed the questionnaire Your employer wil be contacted with the results OK K amp amp iXCXiCi lt C EK amp lt amp w amp K _ XX EX amp lt gt amp QXi XyTyTyTyyy The responsible HR contact for the candidate will then receive an encrypted PDF listing the results of the questionnaire example shown below and if necessary the responsible OH contact will receive a copy of the candidate questionnaire Pie dt Yer Document Took Window Heb E tifa 60 mm 1 ta JOB SCREEN PRE EMPLOYMENT RESULTS 13 02 2008 14 17 This is to inform you that the candidate MR Test Test has completed the Second Example Job Screen questionnaire Their answers have been forwarded for further medical consideration You will be informed of this candidates status in due course After reading this information the candidate should click the OK button which will exit the system Page 44 4 0 Contact Us If contact to a member of the IMASS team is required the details can be entered onto the Contact Us page Firstly the reason for contacting the team must be selected from one of the
3. Finding Ongoing Candidates The List Of Candidates Who Are Currently Pending A Medical Opinion screen displays candidates who have completed their questionnaires and are awaiting a medical opinion Every candidate will have a current status which shows where the candidate has got to within the Job Screen process Appendix 3 0 and a date and time that this status was achieved LIST OF CANDIDATES WHO ARE CURRENTLY PENDING A MEDICAL OPINION Select a candidate record from the list and click the Select Candidate button If you have a large number of candidates in the list click the link corresponding to the first letter of the surname below and the list wil fiter accordingly If you cannot find the candidate record in the list enter the details on the New Candidate screen Or if the candidate has yet to complete the questionnaire they wil appear on the Existing Candidate screen Search by sumame __ sd Search Location Department i Current Status Test Department 2 Test Location 1 Candidate Test Short Example Pending Medical Opinion 19 03 2009 09 59 Cancel Page 14 To view more details about a candidate select a candidate from the data table click the corresponding Select button and you will be redirected to the Completed Candidate Summary screen To return to the Client Splash screen click the Cancel button 1 4 1 Completed Candidate Summary The Summary Of Candidate Details screen displays the
4. Please enter a Forename Please enter a surname Please enter an address Please enter a daytime telephone number Please enter an evening telephone number EEE Also next to the values that are incorrect a symbol will appear Forename EEE E E Smem 7 Previous Name 7 Address Daytime Telephone Evening Telephone Page 51 Appendix 2 0 Calendar To allow the insertion of dates into the system the user can select the date from a calendar 1 Click the calendar icon button to display the calendar 2 Select the month and year from the drop down boxes 3 Select the date from the calendar This will enter the date that has been selected in the correct format into the space provided IE 2 3 4 5 6 9 10 11 12 13 16 17 18 19 20 23 24 25 26 27 o 31 1 2 3 Page 52 Appendix 3 0 Candidate Status status Candidate Added Started Questionnaire Entered Personal Details Completed Questionnaire Fit for Role Pending Medical Opinion Pending Medical Report Fit with Restrictions Unfit for Role Candidate Withdrawn Paper Based Questionnaire Paper Based Questionnaire Received Description HR has added candidate onto the system Candidate has started questionnaire by agreeing to the terms and conditions Candidate has entered Sickness GP Alcohol Smoking Vaccination details Candidate has answered all questions Candidate has answered all questions and is declared fit for rol
5. details about the current candidate including their general details current status and any follow up notes that the OH nurse has added about the candidate The follow up notes can be resent to the responsible HR representative by clicking the corresponding Resend To HR button in the follow up actions table this will send an encrypted PDF with the manager message Or these details can be downloaded directly from the system by clicking the Download button in the follow up actions table SUMMARY OF CANDIDATE DETAILS Please see below the candidate details If the occupational health nurse has added any notes on the employee they wil appear in the follow up actions Title Forename Surname Previous Name Address Daytime Telephone Evening Telephone Job Title Hours Per Week BO Contract Type Questionnaire Template Responsible OH Representative Responsible HR Representative Status Status Date FOLLOW UP ACTIONS HR Message Status Date Time Resend To HR Cancel Page 15 1 5 Finding Completed Candidates The List Of Candidates Who Have Completed Their Questionnaire screen displays candidates who have completed their pre employment process Every candidate will have a final status which shows the candidates final status Appendix 3 0 and a date and time that this status was achieved LIST OF CANDIDATES WHO HAVE COMPLETED THEIR QUESTIONNAIRE Select a candidate record from the list and click
6. details on this form can be changed and will be validated in the usual format Appendix 1 0 SMOKING DETAILS Use this screen to enter details of your smoking and alcohol habits Do you smoke Yes ONo If yes what do you usually smoke Cigarettes O Cigars O Tobacco Please give details of number ozs per week ALCOHOL DETAILS Do you drink alcohol Yes ONo If Yes please give details ofo number of units per week And over how many occasions during For more information about alcohol units please cick WERE the week does this normally occur OK Once the details have been changed the candidate can commit these changes to the system by clicking the OK button Once the candidate has carried out their actions the system will return to the Complete Candidate Summary Page 36 3 7 Candidate Summary The next screen that is displayed is the Summary Of Candidate Details which displays the candidate s personal details and the initial answers that were given regarding the GP details smoking and alcohol and height and weight details SUMMARY OF CANDIDATE DETAILS This screen shows a summary of the information that you have provided Please confirm that these details are correct before starting the Questionnaire If any of the details are incorrect click the relevant Modify Details button and make any required changes If all of the details are correct click the Continue button to start the Q
7. ones O E e E E O 26 32 MODIFY CANDIDATE DETAILS us Gate Si ae TOS PES ped des Ga Di aan eee eae 28 des CANDIDATE SUMMARY saias add dedo ad da a ita ect ei atl ads ce ne a E 29 S ADD CANDIDATE GP DETAILS a nasais ST adan les o acido e tal 30 3 4 1 Modify Candidate GP Details ccccccccssesseccccsnesseecccccnseccescauseecsssauseescsscaeusecessauuseesssaannseseseas 31 3 5 ADD CANDIDATE HEIGHT AND WEIGHT DETAILS ccccscseccsccscescuccsseescsccscassussecoscassuseessustescecascauseseesoscaea 32 3 5 1 Modify Candidate Height and Weight Detalls ooooonconcocooonconnonoononononnanonnnnnonononnnnnnos 33 3 6 ADD CANDIDATE SMOKING AND ALCOHOL DETAILS cccccecessescescecsseccesesenseeceesesenseeseeceseeseseeseeseeseeeeees 34 3 6 1 Modify Candidate Smoking and Alcohol DetallS ooococoooooncnonnocoonononnncanonnnononocononnnnos 36 3 CANDIDATE SUMIMARN saia cd le can e docto led alta nl a nOs 37 A A A a 38 3 9 QUESTION SUMMARY sssssssssssssosesesssesssessesesesessssssososososesosescssososososesessssssssososososossssosososososesesesesssssessose 41 3 10 MODE ANSWERS arr E lO 42 3 11 QUESTIONNAIRE COMPLETE ad a a A a A 44 ASO CONTACTU Sisi ii 45 5 0 FAILED SCREEN wisi cases aucisesvacchavactunssdevecsuassseunsunevaacievaseuecstavsecdenesasnndesvalavsadaueuossateearedceenensdaeteveaded s 46 Bel EOGINFALE O calc a A Ro e a a Os a as e DC 46 52 UNAUTHORISED ACCESS orraa ira a aaa e a an ar E i
8. sub questions by clicking the corresponding buttons show below dark orange text To help the candidate give an accurate answer the system has some predefined hints shown above the YES and NO buttons Page 39 HAS YOUR CONDITION RESULTED IN YOU TAKING TIME OFF WORK OR EDUCATION IN THE LAST 3 YEARS IF YOU WERE UNEMPLOYED AT ANY POINT DURING THIS PERIOD DID THE CONDITION RESULT IN YOU EVER BEING UNAVAILABLE FOR WORK Answer Yes even if you have taken less than three days at a time Answer No if not YES NO As with the main question if the candidate answers Yes to the sub question the further details question will be asked in the same format Please give details of approximate dates and number of days off OK CANCEL AND RETURN TO MAIN QUESTION The system then will continue to ask questions until every question has been answered by the candidate The system will then transfer to the Question Summary page Page 40 3 9 Question Summary The Question Summary page displays the candidate s answers and includes the further information QUESTION SUMMARY This screen shows a summary of all answers provided by you for this Pre Employment Questionnaire Please check your answers thoroughly and confirm that they are correct If you wish to amend any of your answers check the Change text next to the question This will re open the question enabling you to amend your answer Help with each question i
9. surname and first 3 letters of forename then the following box will appear listing the closely matching candidate If the candidate shown is not the candidate that is being added click the Proceed button However if the candidate is the same as the new candidate that is being added click the Cancel button which will cancel adding the candidate and return to the client splash screen MATCHING PREVIOUS CANDIDATES Below is a list of previous candidates that have been added to the system Please ensure that you are not duplicating the entry If the candidate has already been added please click the Cancel button otherwise click the Proceed button to continue with adding the candidate to the system Surname Forename o Address Proceed Cancel Once the candidate has been added successfully onto the system the user will be redirected back to the Client Splash screen Page 5 1 2 Finding Existing Candidates The List of Existing Candidates screen displays candidates who have been added onto the system but have yet to complete the questionnaire Every candidate will have a current status which shows exactly how far the candidate has got with the online questionnaire Appendix 3 0 and a date and time that this status was achieved LIST OF EXISTING CANDIDATES Select a candidate record from the list and click the Select Candidate button If you have a large number of candidates in the list click the link corre
10. the Select Candidate button If you have a large number of candidates in the list click the link corresponding to the first letter of the surname below and the list will filter accordingly If you cannot find the candidate record in the list enter the details on the New Candidate screen Or if the candidate has yet to complete the questionnaire they will appear on the Existing Candidate screen Search by surame _ sd Search ABCDEFGHI JKLMNOPQRSTUVWX YZ ALL Department i Current Status selec Test Depanmen 2 Candidate Test Short Example Fit for Role 18 03 2009 13 38 select Test l pidama Candidate Test Short Example Fit for Role 18 03 2009 13 42 sect To view more details about a candidate select a candidate from the data table by clicking the corresponding Select button and you will be redirected to the Completed Candidate Summary screen To return to the Client Splash screen click the Cancel button Page 16 1 5 1 Completed Candidate Summary The Summary Of Candidate Details screen displays the details about the current candidate including their general details current status and any follow up notes that the OH nurse has added about the candidate The follow up notes can be resent to the responsible HR representative by clicking the corresponding Resend To HR button in the follow up actions table this will send an encrypted PDF with the manager message Or these details can
11. D O AUTHENTIC ES SITE SECURED BY SSL REMOTE QUESTIONNAIRE Please enter a Questionnaire Key and Pass Phrase to continue to the remote questionnaire Questionnaire Key Pass Phrase Login Exit Remote Login If you do not have these details above please click the Contact Us button below Contact Us Once the login credentials have been entered click the Login button This will check to ensure that the candidate is a valid remote user If the user is a current remote candidate then the system will transfer to the start of the questionnaire Section 3 0 If the candidate has already completed the questionnaire and the details are being processed then the Failed screen Section 5 4 will be displayed Otherwise if the login credentials do not match to a current remote candidate then the Login Failed screen Section 5 1 will be shown Page 25 3 0 Questionnaire The actual pre employment questionnaire process for a candidate can be seen below 3 1 Disclaimer Upon starting the questionnaire the first page that the candidate sees is the disclaimer used to ensure that the candidate agrees to all points of the system before actually starting the system REMOTE QUESTIONNAIRE Welcome to Job Screen the electronic Pre Employment medical screening system Before continuing with the questionnaire please read the following points carefully If you do not wish to proceed click I Do Not Wish To Continue By clicking t
12. O MODA O Technologies JOB SCREEN USER MANUAL Contents LO CHENTSPLA Sanar ar 2 TAL ADDING A CANDIDATE ena da acera a lio e 4 1 22 FINDING EXISTING CANDIDATE Susana ries asa Ta digas 6 121 Cadde UMINGR tit 7 1 22 Modify Candidate Details A A ia acena 8 1 2 3 Candidate WIE GEO Wi aseina eE E aaa 9 1 2 4 Remote ACCESS Details merecen e a a a e a a ae 10 1 2 5 Start QUCS LONI II Csr esis vata as osetia AA AA A ia 11 126 Paper Basco QUESTION GIO A O 12 1 3 FINDING CANDIDATES AWAITING APPROVAL sscecceccecsecescuscescuscuseueeseuseuseeceeeseuceeceeseeseeeeseeeeeseesesensensees 13 DS cP DIOVE CONGIG GUC o toss esate swseaseidicGranddanteaosssatowseiandontoansdarteresh 13 1 3 2 Wilhoraw Candidate aena a n N aso 14 1 4 FINDING ONGOING CANDIDATES rad 14 1 4 1 Completed Candidate SUMMATY ccccccsssesscccnsessececccneseccssaussecessauseeesssaaunsecsssaunsecsssaanseeseas 15 TS FINDING COMPLETED CANDIDATE Sinise iea A OAE O 16 151 Completed tandidate SUMMGIV ecri erni e ae E E E a AA 17 1 6 QUESTIONNAIRE ADMINISTRATION sssssssssssssosososesessseseososcsesssesessosososososesoscosososososososesesessssososososesssessososoe 18 10 1 AddAQuestionnaire Template nina a a angina 19 1 6 2 Edit AQuestionndire Template iio 22 UE JOB DEFINITION FORM Sis nani 24 2 0 REMOTE QUESTIONNAIRE LOGIN civic 25 3 0 QUESTIONNAIRE uiasanrrana din ninia iii ab Simao ha demnsdeneadabeiwecnsieweetuats 26 Daly MEISGEAIMIER nto ceased iene
13. Please ensure that the record is highlighted before clicking the button Name Description Select Print Job Definition Form Email Job Definition Form Cancel You can then either print the form by clicking the Print Job Definition Form which will bring up the usual print options allow you to print off these details Alternatively you can email the job definition as a PDF attachment to an entered email address by clicking the Email Job Definition Form button This will bring up a text box where the email address can be entered then click the Send button otherwise you can cancel sending the form by clicking the Cancel button JOB DEFINITION FORMS SPLASH SCREEN Please select a job definition form from the list and click one of the buttons at the bottom of the page Please ensure that the record is highlighted before clicking the button Description Short Example Test Questionnaire Please enter the email address which you wish to send the questionnaire below Email Address Send Cancel Page 24 2 0 Remote Questionnaire Login The Remote Questionnaire page found at www jobscreen co uk imass myscreen allows users to login to complete a questionnaire remotely The questionnaire key which is not case sensitive 0 Zero and the pass phrase which is case sensitive O uppercase letter o lowercase letter L uppercase i which have been provided are required to be entered C O M 0
14. UFFERED FROM A CONDITION AFFECTING YOUR NECK OR BACK YES NO Page 38 If the candidate answers YES to a main question another question will be asked requesting further details The further details question will also include predefined hints to give the candidate an idea of information required The further details entered on this form will be validated in the usual format Appendix 1 0 to ensure that at least some information has been added Please give details of the condition approximate date of diagnosis and whether you are still affected Please state whether it is the neck upper middle or lower back that is affected OK CANCEL AND RETURN TO MAIN QUESTION Once the candidate has entered the relevant further details they should click the OK button If the candidate decides that they shouldn t have answered YES to the main question they should click the Cancel and Return to Main Question button This will also discard any information entered in the further details box After entering any required further details the candidate will be asked a series of sub questions related to the main question Above the sub question in a light orange bar the main question will be displayed shown below This is to stop any confusion for the candidate The next line of text is the sub question Shown below bold text As with the main question the candidate can answer either YES or NO to the
15. ailed screen will be displayed if the user has tried to login to the system and has failed to do so This indicates that the credentials that have been entered are incorrect From this screen the user can return to the Login screen to have another attempt at logging in Alternatively they can exit the system completely and close the web browser window Page 46 5 2 Unauthorised Access fa Y nana UNAUTHORISED ACCESS You are unauthorised to view the selected page You can return to the login by clicking the Return To Login button You can also leave the program by clicking the Exit button Return To Login Exit The Unauthorised Access page Is displayed when a user attempts to visit a page which according to the role that they have been assigned they are unauthorised to view From this screen the user can return to the Main Menu or exit the system completely and close the web browser Page 4 7 5 3 Error OF ls Technologies ERROR An error has just occurred with the system An email has been sent to the developers with details of the error If this error continues to occur please contact IMASS Technologies by clicking the Contact Us button or call 01752 835900 You can return to the main menu by clicking the Main Menu button You can also leave the program by clicking the Exit button Main Menu Exit Contact Us The Error page is displayed when an error has occurred within the system In addition to dis
16. ate can be amended by entering amending the information in the boxes provided The list of hazards can also be amended by changing the Yes No options in the Present column next to the relevant hazard further details can also be added amended as required by entering this information in the textboxes in the Brief Details column Once the required changes have been carried out on the template these changes can be committed by clicking the Modify Template button Page 22 MODIFY QUESTIONNAIRE TEMPLATE Select a questionnaire template from the list and click the View Details button Once selected please change any details that are incorrect and click the Modify Template button to confirm your changes or the Cancel button to return to the list of all the questionnaire templates without saving your changes Job Tile Vaccination Question Required OYes No WORKPLACE HAZARDS Present Yes No Y Hazard Brief Details Page 23 1 7 Job Definition Forms The Job Definition Forms Splash Screen allows the questionnaire templates that have been added onto the system to be printed emailed as required First select the relevant template from the list provided by clicking the Select button in the corresponding row in the table this will highlight the row JOB DEFINITION FORMS SPLASH SCREEN Please select a job definition form from the list and click one of the buttons at the bottom of the page
17. be downloaded directly from the system by clicking the Download button in the follow up actions table SUMMARY OF CANDIDATE DETAILS Please see below the candidate details If the occupational health nurse has added any notes on the employee they wil appear in the follow up actions Title Forename Surname Previous Name Address Daytime Telephone Evening Telephone Job Title pa o un o D D mn Contract Type Questionnaire Template Responsible OH Representative Responsible HR Representative Status Status Date FOLLOW UP ACTIONS HR Message Status Date Time Resend To HR Cancel Page 1 1 6 Questionnalre Administration The Template Splash Screen displays the two different options available to carry out on the questionnaire templates The new templates can be added onto the system by clicking the Add A Questionnaire Template button or an existing template can be edited by clicking the Edit A Questionnaire Template To cancel the questionnaire administration and return to the Client Splash Screen click the Cancel TEMPLATE SPLASH SCREEN Please select the required option from the list below by clicking the text Add A Questionnaire Template Edit A Questionnaire Template Cancel Page 18 1 6 1 Add A Questionnaire Template The Add A Questionnaire Template screen allows users to add a new questionnaire template onto the system firstly the questi
18. before their details are processed can be viewed Page 2 Find Ongoing Candidates Transfer to a page where details of candidates who have completed the questionnaire and are currently pending a medical opinion Find Completed Candidate Transfer to a page where the details of candidates who have completed the pre employment process Questionnaire Administration Transfer to a page where questionnaire templates can be added and or amended on the system Lob Definition Forms Transfer to a page where the questionnaire templates can be viewed printed emailed Exit Pre Employment Exits the pre employment Job Screen section and returns to the main menu screen Page 3 1 1 Adding a Candidate To add a new candidate onto the Job Screen system enter details into the spaces provided shown below ADD A NEW CANDIDATE Use this screen to add new candidates to your system This can be carried out in advance of the candidates arrival or at the beginning of the interview Enter the required candidate details and click the Add Candidate button If a candidate has previously been added but yet to complete their questionnaire select the relevant individual from the Existing Candidate screen If a candidate has previously been added and have completed their questionnaire select the relevant individual from the Completed Candidate screen If you wish to cancel your update without adding the candidate click the Cancel button and you will be ret
19. e Candidate has answered all questions and is pending receiving a medical opinion Candidate has answered all questions and is pending a medical report Candidate has answered all questions and is declared fit for role with restrictions Candidate has answered all questions and is declared unfit for role Candidate has been withdrawn from the system Candidate has used a paper based questionnaire Candidate s paper based questionnaire has been received by IMASS and is being processed Page 53 Appendix 4 0 Tables Throughout the system information is displayed in tables which are similar to the one shown below Search bysumame Search Test Department 2 Candidate Test Short Example Department 2 Candidate Test Short Example Fit for Role 19 03 2009 10 30 Department 2 Cancel At the very top of the table is a search box where you can search the list by entering the first couple letters of the surname once entered click the Search button to search through the table for a match Above a table an alphabet is shown Clicking a letter restricts the information shown in the table filtered by first letter of surname To re show the entire list click the ALL button The letter of the alphabet highlighted in black is the one that is currently selected The table headers Black text is underlined This shows that the information in the table can be sorted by the headers This is achieved by click
20. e still affected Please state whether it is the neck upper middle or lower back that is affected OK CANCEL AND RETURN TO MAIN QUESTION Page 42 After entering any required further details the candidate will be asked a series of sub questions related to the main question Above the sub question in a light orange bar the main question will be displayed shown below This is to stop any confusion for the candidate The next line of text is the sub question Shown below bold text As with the main question the candidate can answer either YES or NO to the sub questions by clicking the corresponding buttons shown below dark orange text To help the candidate give an accurate answer the system has some predefined hints shown above the YES and NO buttons HAS YOUR CONDITION RESULTED IN YOU TAKING TIME OFF WORK OR EDUCATION IN THE LAST 3 YEARS IF YOU WERE UNEMPLOYED AT ANY POINT DURING THIS PERIOD DID THE CONDITION RESULT IN YOU EVER BEING UNAVAILABLE FOR WORK YES NO As with the main question if the candidate answers Yes to the sub question the further details question will be asked in the same format Please give details of approximate dates and number of days off OK CANCEL AND RETURN TO MAIN QUESTION Once the candidate has modified their answer to a main or sub question they will automatically be transferred back to the question summary page Page 43 3 11 Questionnaire Complete
21. es what do you usually smoke Please give details of number ozs per week ALCOHOL DETAILS Do you drink alcohol O Yes No If Yes please give details off number of units per week And over how many occasions during For more information about alcohol units please click HERE the week does this normally occur OK AE For help with the number of alcohol units consumed click the HERE button which will open up a window displaying the number of units in various different drinks shown below Page 34 gt Alcohol Units Windows Internet Explorer E https Para jobscreen co ukfimass AlcohalUnits aspx e ET MORE INFORMATION Alcohol Example Pint of strong lager 3 Units Eg Kronenbourg 1664 Stella Artois Pint of ordinary strength cider 2 Units Strongbow Dry Blackthorn Pub measure of spirits 1 Unit Close Window Done Internet A 100 Once the smoking and alcohol details have been added click the OK button to continue to the next section of the questionnaire Please note this information must be added before the candidate can proceed with the questionnaire This question cannot be skipped Page 35 3 6 1 Modify Candidate Smoking and Alcohol Details The candidate can use this form to modify their smoking and alcohol If the candidate answers Yes to whether they smoke or drink alcohol some further questions will be required to be completed Any of the
22. following five reasons 1 Demonstration The user would like to have a demonstration of the IMASS system 2 Login Credentials The user is having problems logging in with the credentials that they have been given 3 General Query The user has a general query regarding the IMASS system 4 Error The user keeps receiving an error while using the IMASS system 5 Other The reason for contacting the IMASS team is not one of the above the user can then specify another reason in a space provided The user can then enter their details name and company the details of why contact is required and information on how the user would like to be contacted email address telephone number etc HOMES CONTACT US Please enter you details below and click the Send button Reason rr Y Name 7 Company Details Send Cancel To send the information that has been entered click the Send button Alternatively cancel this and return to the previous page by clicking the Cancel button Page 45 5 0 Falled Screen The Login Failed screen will be displayed for one of five reasons explained in more detail below 5 1 Login Failed fa Y MODAS LOGIN FAILED You were unable to login into the system You may have entered in your details incorrectly To login again click the Return To Login button alternatively you can leave the program by clicking the Exit button Return To Login Exit The Login F
23. he I Agree To These Terms button you accept the following 1 It is the policy of your prospective employer for applicants to be health screened as part of the selection process This is to help them comply with ther responsibilities under employment Health amp Safety law and the Disability Discriminaten Act To make a fase ceclaration to withhold information or to provide misleading information can leac to disciplinary action and possible dismissal 2 1 confirm that as part of my nterview the proposed job and hazards have been explained to me and I agree to a fitness cercificate or report based on my Pre Employment form being released to my prospective empbyers 3 IMASS Technologies provide the Job Screen service to your prospective employers All information given will be treated as a mecical record and only relevant information as determined by IMASS will be passed to management ir relation to this Pre Employment screening process 4 As a result of your answers further information may be sought from either yourself or your GP If we are required to contact your GP your explicit consent will de required 5 Please ensure that you are nct overlooked before continuing If you fee that you require greater privacy please do not continue I Agree To These Terms I Do Not Wish To Continue If the candidate agrees to the points listed then they can click the Agree To These Terms button and start the questionnaire Otherwise if the
24. ing more details about the hazard and can help in the decision as to whether it is present in the template Hazard Description Windows Internet Explorer E O dr https www jobscreen co uk imass HazardDescription aspx HazardID OXLGvirxpSw Y q HAZARD DESCRIPTION Hazard Name Hazard Description Close Window Internet R 100 Finally after all the details have been added and the relevant hazards have been selected click the Add Template button at the bottom of the screen to add this template onto the system so that it can start being used in the pre employment process Page 21 1 6 2 Edit A Questionnaire Template The Modify Questionnaire Template screen allows questionnaires templates to be updated First click the relevant Select button in the grid next to the template that needs to be updated This will highlight the relevant row in the table next click the View Details button to view all the relevant details about the entered template MODIFY QUESTIONNAIRE TEMPLATE Select a questionnaire template from the list and click the View Details button Once selected please change any details that are incorrect and click the Modify Template button to confirm your changes or the Cancel button to return to the list of all the questionnaire templates without saving your changes Template Description select View Details Cancel Once selected the details of the templ
25. ing the text in the header which initially sorts the information ascending 1 10 but if the header is clicked for a second time it will sort the information descending 10 1 The actual information in the tables will be shown in the middle of the tables in orange and white Finally at the bottom of the table will be some numbers which represent the different pages of the table The number that is not underlined is the page that is currently being displayed To view a different page click one of the underlined numbers If there are more than 10 pages at the end of the page numbers will be if this symbol is clicked then the next sequence of pages will be displayed e g 11 20 Page 54
26. l or metric formats by clicking the relevant option to the right of this screen Any of the details on this form can be changed and will be validated in the usual format Appendix 1 0 DETAILS OF CANDIDATE HEIGHT WEIGHT Use this screen to enter your height and weight details in either metric or imperial format All fields require an entry Therefore if you weigh 70 0kg enter 70 in the first weight box and 0 in the second weight box What is your height sg O ft ins Om cms What is your weight O stones lbs oC Okg g OK Once the details have been changed the candidate can commit these changes to the system by clicking the OK button Once the candidate has carried out their actions the system will return to the complete candidate summary Page 33 3 6 Add Candidate Smoking and Alcohol Details The next section of the questionnaire requires the candidate to enter their smoking and alcohol details If the candidate answers Yes to whether they smoke or drink alcohol some further questions will be required to be completed The information that is entered will be validated to ensure that only values of the correct format are inputted If a value is inserted that is of the incorrect format an error message will be displayed Appendix 1 0 stating where the error has occurred and why SMOKING DETAILS Use this screen to enter details of your smoking and alcohol habits Do you smoke Yes No If y
27. leted pa Candidate Test Short Example 18 03 2009 14 11 Approve Candidate Candidate Withdrawn Cancel 1 3 1 Approve Candidate To approve a candidate first select the candidate from the list of Candidates Awaiting Approval then click the Approve Candidate button A message box will then be shown which is used to double check that the candidate Is the one that is being approved If this is the candidate that is to be approved click the OK button otherwise cancel approving the candidate by clicking the Cancel button Windows Internet Explorer 2 Are vou sure vou want to approve this candidate Once the candidate has been approved they will be removed from the list of candidates awaiting approval and their questionnaire will be processed Page 13 1 3 2 Withdraw Candidate To withdraw a candidate from the system first select the candidate from the list of candidates awaiting approval then click the Candidate Withdrawn button A message box will then be shown which is used to double check that the candidate is the one that is to be withdrawn If this is the candidate to be withdrawn click the OK button otherwise cancel withdrawing the candidate by clicking the Cancel button Windows Internet Explorer 2 j Are you sure you want to withdraw this candidate e q__o Once the candidate has been withdrawn they will be removed from the list of candidates awaiting approval 1 4
28. me Address Daytime Telephone Evening Telephone Job Title Postman Hours Per Week 30 Contract Type Questionnaire Template Responsible OH Representative Responsible HR Representative Candidate Key 80ff08e4 ae17 4773 a7a9 077201e8d968 Pass Phrase Authorisation Required NO Modify Candidate Details Candidate Withdrawn Remote Access Details Start Questionnaire Paper Based Questionnaire Cancel The Candidate Summary page contains six different options l Modify Candidate Details Transfer to a page where the candidate details can be modified 2 Candidate Withdrawn Withdraw the candidate from the pre employment process 3 Remote Access Details Transfer to a page which displays the remote access details for the candidate which can be viewed emailed and or printed 4 Start Questionnaire Begin the questionnaire for the selected candidate Firstly the user is required to re enter their password then the candidate can be left to complete the questionnaire on their own 5 Paper Based Questionnaire Get the candidate to complete the questionnaire via a paper based form this has to be emailed from the system as a PDF Page 7 6 Cancel Cancel viewing the candidate summary screen and return to the complete list of existing candidates 1 2 2 Modify Candidate Details The Modify Candidates Details page allows the user to modify the selected candidate s details that have been previo
29. n aE s 47 So ERROR e e O a uw a th TE ee oer eee aaa 48 5 4 QUESTIONNAIRE COMPLETED orrasan ie AAA A S 49 APPENDICES orador tr ire 50 APPENDIX 1 0 MAD TON ES A AA AAA E ia 51 APPENDDOCZ O CALENDAR ir di liada 52 APRENDIX S 0 CANDIDATE STATUS ra ti a a a ea 53 APPENDIX O TABLES rs a anto lo a cb e e dE id a do o al 54 Page 1 1 0 Client Splash The Client Splash screen displays the different pre employment sections of the system that can be accessed depending on the role that has been given A complete list is shown below CLIENT SPLASH SCREEN Please select the required option from the list below by clicking the text Add Candidate Find Existing Candidate Find Candidates Awaiting Approval Find Ongoing Candidates Find Completed Candidates Questionnaire Administration Job Definition Forms Exit Pre Employment ES R aaS AS This screen contains seven different options Please note not all of these may be available to you dependant on user level 1 Add Candidate Transfer to a page where a candidate can be added onto the system so that later they can start a questionnaire Z Find Existing Candidate Transfer to a page where the details of candidates who have been added to the system but have yet to complete the questionnaire can be viewed 3 Find Candidates Awaiting Approval Transfer to a page where the details of candidates who have completed the questionnaire and are awaiting approval
30. ning process Confirm N Change If the candidate notices that they have answered a question incorrectly this can be changed by clicking the corresponding Change button in the table Otherwise if all the answers that have been given to the questionnaire are correct the candidate should click the Confirm button to complete the questionnaire The candidate will then be transferred to the Questionnaire Complete Confirmation page Section 3 11 Page 41 3 10 Modify Answers If the candidate needs to modify an answer they will be re shown the question enabling them to correct their answer For the main question the candidate can answer either YES or NO by clicking the corresponding buttons show below dark orange text To help the candidate give an accurate answer the system has some predefined hints shown above the YES and NO buttons HAVE YOU EVER SUFFERED FROM A CONDITION AFFECTING YOUR NECK OR BACK YES NO If the candidate answers YES to a main question another question will be asked requesting further details The further details question will also include predefined hints to give the candidate an idea of information required The further details entered on this form will be validated in the usual format Appendix 1 0 to ensure that at least some information has been added Please give details of the condition approximate date of diagnosis and whether you ar
31. oduced from the system To produce a paper based questionnaire click the Paper Based Questionnaire button and the following screen will be displayed PAPER BASED QUESTIONNAIRE Please enter the email address which you wish to send the paper based questionnaire below Email Address Send Cancel The paper based questionnaire page has to be sent out from the system by being emailed out The recipients email address can be entered in the textbox shown above Once a valid email address has been entered click the Send button to send the paper based questionnaire as a PDF attachment The email address is validated so that an address must be entered and it must be a valid address text text text this is validated in the usual format Appendix 1 0 To cancel sending the email click the Cancel button Page 12 1 3 Finding Candidates Awaiting Approval The Candidates Awaiting Approval page displays candidates who have completed their questionnaires but are awaiting approval before being processed Every candidate will have a date and time that they completed their questionnaires CANDIDATES AWAITING APPROVAL Select a candidate record from the list and click the Approve Candidate button If you have a large number of candidates in the list click the link corresponding to the first letter of the surname below and the list wil fiter accordingly Search by sumame _ sd Search Department Details Date Comp
32. on that is entered will be validated to ensure that only values of the correct format are inputted If an incorrect value is inserted an error message will be displayed Appendix 1 0 stating where the error has occurred and why DETAILS OF CANDIDATE GP Use this screen to enter details of your GP and your sickness absence history GP Name 7 GP Address How many sickness incidents have lo you had over the past two years How many working days did you misso as a result of of these incidents OK Once the candidate s GP details have been entered click the OK button to continue to the next section of the questionnaire Please note this information must be added before the candidate can proceed with the questionnaire This question cannot be skipped Page 30 3 4 1 Modify Candidate GP Details The candidate should use this form to modify their GP details Any of the details on this form can be changed and will be validated in the usual format Appendix 1 0 DETAILS OF CANDIDATE GP Use this screen to enter details of your GP and your sickness absence history GP Name GP Address Test Doctor How many sickness incidents haves you had over the past two years How many working days did you miss as a result of of these incidents OK Once the details have been changed the candidate can commit these changes to the system by clicking the OK button Once the candidate has ca
33. onnaire details are required to be entered into the spaces provided and a selection whether the vaccination details are required for the template ADD A QUESTIONNAIRE TEMPLATE Use this screen to add a new questionnaire template to the system Enter the required questionnaire template details and click the Add Template button If you wish to cancel your update without adding the questionnaire template click the Cancel button and you wil be returned to the Template Splash screen Job Title Vaccination Question Required OYes No The next section of adding a questionnaire template is to select what hazards are present Page 19 WORKPLACE HAZARDS Present Yes No y Be 4 Night Work OYes ONo 3 Ci E gt ERES IO A 3 03 3 CE E AR AO A ovs oml A AE 3 232 O a ee ovs eml A ps ICO A OYes ONo Y Gono e msl e O os gt EEE E pos CE IE gt AAA as LY i EEE ly Add Template Cancel Brief Details Page 20 If the hazard is present click the Yes option in the relevant Present column in the table This will also change to colour of the relevant row in the table to a yellow which shows that this hazard has been selected The details about how the hazard is present can also be entered in the next column headed Brief Details y Add Template Cancel To get more details about each hazard click the i button and a small pop up will appear giv
34. playing this page the system will auto generate an email which is sent to the support team listing all the details of the error allowing them to deal with the problem From this screen the user can return to the Main Menu exit the system completely or if this error persists they can contact the Admin team specifically Page 48 5 4 Questionnaire Completed B0088 QUESTIONNAIRE COMPLETED You were unable to login into the system This is because you have already completed the questionnaire and you details are have been processed If this is a problem please contact IMASS Technologies by clicking the Contact Us button or call 01752 835900 alternatively you can leave the program by clicking the Exit button Exit Contact Us The Questionnaire Completed screen is displayed when the user has attempted to login remotely to the IMASS system but according to our details they have already completed the questionnaire and the information is has been processed From this screen the user can exit the system completely or contact a member of the IMASS team directly Page 49 Appendices Page 50 Appendix 1 0 Validation To ensure that only values of the correct format are entered into the system a strict validation is carried out If the incorrect format is entered the following type of message box will be shown which will list the values that are incorrect Windows Internet Explorer There are the Following errors PUN
35. rawn button If this button is clicked then a confirmation message will appear to ensure that this Is the candidate that is to be withdrawn Windows Internet Explorer 2 You sure you want to withdraw this candidate EEE If the candidate definitely needs to be withdrawn click the OK button and the candidate will be removed from the list of existing candidates Otherwise click the Cancel button to stop from withdrawing the candidate Page 9 1 2 4 Remote Access Details The Remote Access Details page displays all the remote access details for the selected candidate This includes instructions of how to complete a remote questionnaire as well as the Access Key and Passphrase that the candidate will have to enter to login to the system PRINT REMOTE ACCESS DETAILS Attention Test Candidate Please find below your Access Key and Passphrase required to complete a Job Screen questionnaire from a remote location You wil need this information to enable you to login to the system via the Internet Please ensure that you have the details of your current GP to hand If you have recently moved to the area and have not yet registered with a local surgery please enter the details of the surgery that currently holds your medical history Please to go to www jobscreen co uk imass myscreen and click on the Remote Questionnaire button to be taken to the Login screen Here you will be asked to enter
36. re is a point that the candidate does not agree with then they can click the Do Not Wish to Continue button This will close the system and send an encrypted PDF to the responsible recruiting manager to notify them that the candidate has not agreed to the disclaimer example shown below Page 26 i FOC md Fie Dit Vere Document Took rd Help ae hae EE Ss om A JOB SCREEN PRE EMPLOYMENT RESULTS 08 02 2006 11 35 This is to inform you that the candidate MR Test Test has not agreed with the pre employment terms and conditions and so has not started the questionnaire Page 27 3 2 Modify Candidate Details If the candidate has agreed with the disclaimer the next screen displayed is the Modify Candidate Details screen This displays the personal details of the candidate and gives them the opportunity to modify the details that were previously entered by a HR contact This screen also requires the candidate to enter their date of birth which for legal reasons the recruiting manager could not enter MODIFY CANDIDATES DETAILS Please enter your date of birth and change any details that are incorrect and click the OK button to confirm your changes Title Forename Surname Previous Name Date Of Birth Do z Please enter your DOB either using the calendar or in the format DD MM YYYY Address 10 Long Road Daytime Telephone y Evening Tekephonef 1 OK TS SSEeo oe RESEES a
37. rried out their actions the system will return to the complete candidate summary Page 31 3 5 Add Candidate Height and Weight Details The next section of the questionnaire requires the candidate to enter their height and weight details This information can be entered in either imperial or metric formats by clicking the relevant option to the right of this screen The information that the candidate enters will be validated to ensure that only values of the correct format are inputted If a value of the incorrect format is added an error message will be displayed Appendix 1 0 stating where the error has occurred and why DETAILS OF CANDIDATE HEIGHT amp WEIGHT Use this screen to enter your height and weight details in either metric or imperial format All fields require an entry Therefore if you weigh 70 0kg enter 70 in the first weight box and 0 in the second weight box What is yourheight sd O ftvins Om cms What is your weight O stones lbs Okg g oK Once the candidate has entered their height and weight details click the OK button to continue to the next section of the questionnaire Please note this information must be added before the candidate can proceed with the questionnaire This question cannot be skipped Page 32 3 5 1 Modify Candidate Height and Weight Details The candidate can use this form to modify their height and weight details This information can be entered in either imperia
38. s available by following the instructions on the screen You wil be returned to this screen after each amendment enabling you to edit your answers until you are completely happy When you are happy that all of your answers are correct click the Confirm button at the bottom of this screen and inform the HR representative that you have completed the questionnaire Li Has your condition resulted in you taking time off January 2008 2 days April 2008 5 days work or education in the last 3 years If you were December 2008 1 day unemployed at any point during this period did the condition result in you ever being unavailable for work Has your condition ever resulted in you being admitted to hospital Are you reviewed by your GP and or specialist on a Chiropractor once a week regular basis Change Do you take medication for your condition N Change Has your condition ever restricted you from certain types of work or leisure activity IMPORTANT By clicking on confirm you accept that all foregoing statements are true and complete to the best of your knowledge You understand that any false statements may lead to the termination of your employment at anytime and consent to IMASS Technologies deciding your medical suitablity for employment based upon your answers You also consent to the release of relevant information as determined by IMASS Technologies to management in relation to this Pre Employment scree
39. sponding to the first letter of the surname below and the list will filter accordingly if you cannot find the candidate record in the list enter the details on the New Candidate screen Or if the candidate has already completed the questionaire they will apear on the Completed Candidate screen Search bysurname dd search ABCDE FGHIJKLMNOPQRS TUV 1G Candidate Current Status Aya Test Department i Candidate Test Short Example Candidate Added 13 03 2009 15 32 Select Select Test Department gt Candidate Test Short Example Candidate Added 13 03 2009 15 34 Select i n rr Cancel To select a candidate from the list and view the candidate summary page Section 1 2 1 click the corresponding Select button in the table To return to the client splash screen click the Cancel button Page 6 1 2 1 Candidate Summary The Summary of Candidate Details screen displays the general details about the selected candidate and displays the different options that can be carried out on the candidate record before the questionnaire is completed SUMMARY OF CANDIDATE DETAILS Please confirm that the details below are correct If any of the details are incorrect click the Modify Candidate Details button and make any required changes If the details are correct you may either return to the Candidate List or continue directly to the Questionnaire Title MR Forename Surname Previous Na
40. uestionnaire MR Forename Test Surname Candidate Previous Name Date of Birth 05 05 1955 Daytime Tekphone D Evening Telephone 0 Modify GP Details GP Name rfet GP Address Test Doctor Test Street Test Town Test County TE7ST9 Number of Sickness Incidents 5 Total Duration ofIncidents 15 Modify Height Weight Details Height Gains Weight 13 0 stones lbs Modify Smoke Alcohol Details Do you smoke Mes sss s sSSSSSS Type Cigarettes Number ozs per week 40 Do you drink alcohol Yes Number ofuntsperweek 30 Number of occasions during week Continue If any of the details are incorrect they can be changed by clicking the relevant Modify button If all of the details are correct click the Continue button to proceed to the medical questions section of the questionnaire Page 37 3 8 Questions Once the candidate is sure that the details on the Summary Of Candidate Details screen are correct they should click the Continue button to proceed to the medical questions part of the questionnaire The first main question will be shown shown below bold text For the main question the candidate can answer either YES or NO to the question by clicking the corresponding buttons show below dark orange text To help the candidate give an accurate answer the system has some predefined hints shown above the YES and NO buttons HAVE YOU EVER S
41. urned to the Client Splash screen Title wR mi Previous Name Address Daytime Telephone Evening Telephone 7 Department Test Department 2 v pobre Hours Per Week contract Type TT Questionnaire Template Short Example v Responsible OH Representative Responsible HR Representative Test Manager w Authorisation Required Add Candidate Cancel The information that is entered will be validated to ensure that only values of the correct format are inputted If a value is entered that is incorrect an error message will be displayed Appendix 1 0 stating where the error has occurred and why The authorisation required questions allows the person adding the candidate to determine whether the candidate has to be approved by a member of the clients team before their application is processed This will allow the candidate to complete the questionnaire as usual but at the end of the questionnaire their answers will not be processed immediately Instead the recruiting manager will receive an email notifying them that they need to login to the system and approve the candidate Section 1 4 before the questionnaire details are processed Page 4 To add the candidate s details onto the system once all the details have been entered click the Add Candidate button If there is already a candidate that has been added onto the system which closely matches the details of the candidate being added same
42. usly entered the information can be changed as required Shown below Any of the candidate details can be modified and will be validated in the usual way Appendix 1 0 MODIFY CANDIDATES DETAILS Use this screen to modify details of candidates already added to your system To modify any details make the required changes and click the OK button Your changes wil be reflected on the Candidate Summary screen Title MR Y Forename Sumame ES Previous Name sd Address 14 Long Road Daytime Telephone Evening Telephone Department Test Department 2 Job Tite Hours Per Week Contract Type Perm Questionnaire Template Short Example Y Department Test Department 2 ho Job Title Hours Per Week Contract Type Questionnaire Template Short Example v Responsible OH Representative Test OH Nurse v Responsible HR Representative Test Manager v Authorisation Required yes No OK Cancel Once the details have been modified the changes can be committed to the system by clicking the OK button To cancel making changes to the candidate details click the Cancel button this will then return to the complete list of existing candidates Page 8 1 2 3 Candidate Withdrawn If the candidate is no longer required to complete the questionnaire after being added to the system they can be withdrawn by clicking the Candidate Withd
43. utton then the following page will be displayed To proceed the recruiting manager is required to re enter their password in the space provided to confirm that the candidate is about to start the correct questionnaire C 0 M 0 D 0 AUTHENTIC 4 SITE SECURED BY SSL CONFIRM DETAILS AND START QUESTIONNAIRE Please re enter your password to confirm that you wish the applicant to begin the questionnaire Before continuing please ensure that this computer is in a suitable location for the applicant to be able to complete the questionnaire without being interrupted or overlooked OK Cancel Once the password has been entered click the OK button to proceed This action can be cancelled and returned to the Candidate Summary screen by clicking the Cancel button The HR password is required to be entered otherwise an error message will appear Appendix 1 0 If the password has been entered correctly and this is the first time that the candidate has logged in then a disclaimer will be displayed Otherwise if the candidate has previously started the questionnaire it will return to where they left the system Page 11 This is the section of the system where the recruiting manager would leave the candidate to complete their questionnaire The actual questionnaire process can be seen in Section 3 0 1 2 6 Paper Based Questionnaire Candidates can choose to complete a paper based questionnaire which can be pr
44. your Access Key and Passphrase as shown below Once you have entered this information click the OK button to proceed with the questionnaire or the Cancel button to return to the Job Screen home page Access Key _ Passphrase O uppercase letter o Case sensitive a lowercase L uppercase i Print These Details Email These Details Cancel This information can also be printed by clicking the Print These Details button A print box will appear giving the options of selecting how the page is to be printed Printer Landscape Portrait Colour etc Once the preferences have been selected click the Print button for the page to be printed This information can then be given to the candidate and includes all they need to complete the questionnaire remotely Page 10 Another option for the remote access details is to email them as a PDF to a users email address by clicking the Email These Details button Then all that is required is to enter the email address of the recipient into the box provided To send these details click the Send button Alternatively cancel sending the email by clicking the Cancel button Email These Details Please enter the candidates email address which you wish to send the remote details below EmalAddress TT Send Cancel 1 2 5 Start Questionnaire If the candidate is to complete the questionnaire from within the client s department click the Start Questionnaire b
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