Sustainability & Risk/ Health & Safety / Work Categories / Track Employee Work Categories task
Schedule Medical Monitoring for an Employee via Work Category
Once a work category is assigned to an employee, the employee typically must follow the medical monitoring requirements associated with that work category.
For example, an employee assigned to the Laboratory Technician category might need to be monitored monthly for exposure to a toxic chemical. This requirement might be an internal corporate standard or an industry standard imposed by an oversight group. Regardless of the origin of the requirements, it is important to ensure that employees' medical needs are accurately monitored and that employees follow their monitoring schedule.
Use the Track Employee Work Category task to schedule medical monitoring for an employee based on its work category assignments. Note that although employees are assigned multiple work categories, you must schedule medical monitoring for one work category at a time. Within a work category, you can choose to schedule the requirements individually or in groups.
To see a list of existing medical monitoring dates for an employee
Before scheduling medical monitoring based on work category, you may want to check the employee's existing medical monitoring schedule.
Note that the system shows both past and pending medical monitoring, as well as items that are derived from the work category and those that are individually entered, such as an incident-related item. You can use the filter buttons at the top of the form to show only pending medical monitoring, show only routine monitoring, and so forth.
- Select Work Categories / Track Employee Work Categories.
- In the filter pane, select the employee.
- In the left pane, you see all work categories assigned to this employee. Select any work category.
- In the right pane select the Add Work Cat. Medical Monitoring tab.
- The system displays the medical monitoring items associated with the work category. For example, a routine yearly physical and a yearly eye exam may be medical monitoring requirements for the selected work category.
- Check to see if medical monitoring requirements have already been scheduled , by choosing the See Existing Medical Monitoring button.
- The system lists the employee's scheduled medical monitoring for this work category.
To schedule an employee for the medical monitoring requirements of an assigned work category
Before you schedule medical monitoring, you may wish to view the existing schedule for the employee, as described above.
How the system schedules the requirement is based on the schedule defined for a medical monitoring requirement. As part of defining the medical monitoring requirement, a safety officer will have either specified either no schedule or a recurring schedule.
- If a recurring schedule pattern has been established, the system consults this pattern and determines the scheduling dates based on the Monitoring Date you specify, as outlined in the below procedure. For example, if you enter June 11, 2013 as the Monitoring Date, and a particular medical monitoring requirement is set to occur yearly on March 1, the system will schedule this medical monitoring beginning on March 1, 2014 and running until March 1, 2024. For more information, see Scheduling Routine (Concept).
- If a recurring pattern is not in effect, the system will schedule the training for the date that you specify in Monitoring Date. In this case, the medical requirement will be scheduled for June 11, 2013.
Before scheduling medical monitoring, you should consider if you want to schedule one medical monitoring requirement at a time, or schedule multiple requirements at once. For all items that you select in the list, you will enter one date. How the system schedules these specific items depends upon the recurring schedule that is in effect. If you want tight control over the schedule, you may wish to schedule items individually or in small groups.
For example, suppose that a work category requires several annual exams and recurring scheduling is not in effect. If you select all of these requirements together, you select one start date for all requirements and the system will schedule these for the entered date. Perhaps practices at your site dictate this approach because in one day, your employee meets all medical requirements for a work category.
For tight control over the generated schedule, you may want review the scheduling pattern before you enter the date. You can review the scheduling pattern using the tasks of the Background Data process.
Procedure
- Select Work Categories / Track Employee Work Categories.
- In the filter pane, select an employee name.
- In the left pane, you see all work categories assigned to this employee. Select a work category for which you want to schedule medical monitoring.
- In the right pane, select the Add Work Category Medical Monitoring tab.
- The system displays the medical monitoring items associated with the work category. For example, a yearly physical and a yearly eye exam may be medical monitoring requirements for the selected work category.
- Select one or more medical monitoring requirements. Note that you will set the same medical monitoring start date for all requirements that you select.
- Click Assign Medical Monitoring to Employee.
- In the Select Monitoring Initial Date box, complete the Medical Monitoring Date field to set the date beginning from which the scheduling routine should determine the schedule and generate events. If this requirement does not have a recurring schedule, the requirement will be scheduled on the date that you enter.
- Click the Assign Monitoring to Employee button.
- The system generates the schedule. If it finds that this medical monitoring requirement is already scheduled for the time period, it alerts you.
- If you wish, you can review the newly scheduled requirements using the See Existing Medical Monitoring button.
- To return to the Assign Work Category tab so that you can work with training and PPE requirements, choose Cancel.