Who is this article for?
Occupational Health providers using the Meddbase application allow employers to use the Occupational Health Portal.
The target audience for this article are Line Managers and/or HR professionals working within these companies.
What is the context?
The secure Occupational Health portal gives you the ability to make referrals, send Pre-Placement Questionnaires, make direct bookings, and view reporting data.
Communication between the OH Portal and your OH Provider’s EMR system is powered by a secure set of APIs, which means data never has to leave the OH Provider’s system environment.
What is the purpose of the article?
This article describes:
Manager Self-Registration
Your OH Provider can supply you with an Invite Code that you (and other managers) can use to self-register on the Occupational Health Portal login page:
1. Click Register here.
2. Type the code in the Invite code field.
3. Hit Submit.
4. Complete the registration details, including demographic information, address details, mobile number, and work email address. Please note that providing a mobile number is mandatory and the password must be at least 10 characters long.
5. Once finished, click Next.
6. Double-check your details. Please make sure they are correct.
7. Click Confirm* (or click Go Back to return to the previous page if you need to make any changes).
*An Activation Code will be automatically sent to the provided mobile number. If you haven’t received the code, click Resend Activation Code, or click Send Activation Email to receive an email with an activation link that you can follow to verify your email address.
8. Once received type the code in and click Submit Activation Code.
Once the code is confirmed, your account will be created, and you will be able to log into the OH Portal Dashboard.
Case Management
Once you gained access to the Occupational Health Portal dashboard, you can utilise the Case Management functionality
Creating a Case and sending a Referral
Case management is an intuitive and straight forward process that allows you to create and track cases from the portal dashboard:
- Click Create new case. You can browse all employees working in the departments you manage or search for a particular individual.
- Select the Employee you wish to refer,
- Select the appropriate Appointment Type you wish to refer.
- Select the Case Title the referral will belong to.
- (Optional) You may be prompted to complete a management referral questionnaire which allows your OH Provider to query additional information about the referral. The completed questionnaire will be attached to this referral and will be available to both parties.
- (Optional) Attach relevant documents from your computer to the referral.
- Once finished, click Send referral.
A referral letter is automatically generated and attached to the referral which will now be sent to your OH provider’s EMR system along with the aforementioned documents.
Creating a Case and making a Direct Booking
Your OH Provider may also enable direct bookings through the portal. This workflow also involves creating a case.
- Click Create new case. You can browse all employees working in the departments you manage or search for a particular individual.
- Select the Employee you wish to refer.
- Select the appropriate Appointment Type you wish to refer.
- Select the Case Title the referral will belong to.
- (Optional) You may be prompted to complete a management referral questionnaire.
- (Optional) Attach relevant documents from your computer to the referral.
- Once finished, click Book appointment now.
- Search for a preferred clinician, site and/or time and date, or perform a general search for clinician availability. The portal will display available appointment slots including the date, time, appointment type, clinician’s name and site.
- Select the desired slot. Before making the booking, you can check the site location on a map.
- Click Book Appointment to complete the process.
Case Insights
After you created a case, made a referral or booked an appointment for your employee, you can track the progress.
You can view:
- All cases.
- Open or Closed cases.
- All referrals.
- Open or Closed referrals.
You can also search for a specific case number or narrow down the list to a specific employee department and division.
Click on a specific case to view its details.
This includes any referrals assigned to this case. You can view the referral details, its current status and track adherence to SLAs, that is, whether the appointment was booked, attended and whether the OH report was completed according to the SLA.
A stage completed successfully will be marked with a green dot. A stage where an SLA was failed, will be marked with a red dot.
You can also view any documents attached to the referral, including the auto-generated referral letter.
If you wish to know more about a referral assigned to a case, click the referral number.
This allows you to view the referral details, including status and SLA details.
Furthermore, a referral messaging section allows direct messaging with your OH Provider.
Next, any documents associated with this referral are listed in the documents section.
Lastly, you can view the appointments related to this referral.
And here are all these steps combined.
Closing Cases and requesting Follow-ups
Your OH Provider may enable an option for you to Close cases that are currently open, as long as no future appointment bookings exist for this case.
Navigate to a particular open case and click Close Case. Click Yes to confirm your choice.
Furthermore, you can re-Open cases that are currently closed.
Navigate to a particular closed case and click Open Case. Click Yes to confirm your choice.
Whether a case is Open or Closed you can always click Request follow-up, which results in a follow-up referral being sent to your OH Provider’s EMR system. State the reason for the follow up and confirm by clicking Yes, Request.
The follow up referral will now be added to the case, marked with circular arrows.
Reallocating Cases
Provided you have the right permissions set by your OH Provider, you can reallocate a referral and the case it belongs to a different manager. This is useful when a manger leaves the business or is otherwise unavailable.
Navigate to a case or to a referral directly and click Allocate case. Search for a different manager using their employee number and click Allocate case.
Your OH Provider will be notified of the change.
Review date
This article was last updated on 4th of April in the context of Meddbase version 1.266.1.17349