Health Surveillance

The Health Surveillance section is located within the Prevention Actions area of each project office.

From the Actions module, select the Health Surveillance menu, structured into two levels:

• Prescriptions: define the health surveillance requirements for company personnel
• Medical Examinations: set the scheduling for the execution of the prescriptions

Within the Health Surveillance section, you can also:

• Register an existing certificate (e.g., for past medical exams)
• Schedule a medical exam
• Register the outcome of a scheduled exam
• Generate a certificate or upload an external one

Add a New Prescription

You can create two types of prescriptions:

• New: create a prescription from scratch
• Copy from: duplicate an existing prescription

Click New, fill in the required fields, and then click Save to confirm.

Alternatively, you can use the bulk import function via the Import button in the toolbar.

A new row will now appear in the table with all indicators set to zero. (If no change is visible, click Refresh in the toolbar.)

Tip

By selecting a prescription row, a tabbed view appears at the bottom of the screen: Details, Recipients, Editions, Resources, Events, and Attachments for viewing or editing data.

You can also double-click the row or the “link” icon to access the prescription details page, where you can manage all relevant information.

Manage a Prescription

You can manage a prescription either through the Details tab or the prescription page.

• The Details tab includes the main prescription fields:
• Name
• Description
• Validity: time interval between certifications
• Expiring: number of days before expiry for status “expiring”
• Responsible, Assigned, and Observer fields

Click the ”+” button to choose from People, Office Users, or Roles defined in the office’s Safety Org Chart. Multiple subjects can be assigned to the same role.

These assignments are automatically inherited by all future editions of the same prescription.

Caution

Only project users can receive notifications when assigned as Responsible, Assigned, or Observer. Each user can customize notification settings in the Preferences menu.

• Recipients: list of people registered for the prescription
• Examinations: list of medical exams associated with the prescription
• Requested by: elements whose risks are mitigated by the exam
• Attachments: associate documents via file link or upload

Add Recipients to a Prescription

Recipients are workers who require health surveillance due to risks related to their job, which may be tied to tasks, areas, equipment, or work phases.

1. Click Recipients
2. Click New
3. Select the employees and click Save

Recipients are listed with a Status:

• “New” until managed
• “Valid” or “Expired” according to existing certificates
• “Expiring” if the certificate is near expiry (based on the Expiring setting)

Associate Resources

From the Requested by menu, you can link company resources that require this prescription. This helps trace the prescription’s origin (tasks, roles, environments, etc.).

1. Select resources such as:

• Job Task
• Role
• Equipment
• Environment
• Substance
• Work Phase
• PPE

2. Click Next
3. Select from the listed resources, click Confirm, then Finish

Tip

Linking a prescription to a Work Phase allows for a risk impact analysis.

Schedule a Medical Exam

After adding recipients, you can schedule a medical exam.

1. From Examinations, click New
2. Click Select to choose the associated prescription
3. Verify the validity of the prescription
4. Complete the required fields and assign responsible roles
5. Click Save

Enroll People to an Exam

1. Select the exam
2. Click Recipients, then New
3. Only people already enrolled in the prescription will be shown
4. Select individuals and click Save

The exam status will initially be To Complete

Register Exam Outcome

You can register outcomes individually or in bulk.

Single Entry

1. Open the detail page of the exam with a double click
2. Select the outcome: Passed or Failed
3. Click Save

Bulk Entry

1. In the exam toolbar, click Guided Procedures > Bulk Edit
2. The list of registered participants appears
3. Click the status badge to change the result
4. (Optional) Tick the “W” (warning) box to flag the record
5. Click Confirm

Caution

Outcomes can only be edited until the certificate is issued.

Generate a Certificate

Once the outcome is “Passed”, you can issue certificates.

1. Mass Creation Wizard

• Click Guided Procedures > Mass Certificate Creation
• A list of recipients with outcome “Passed” appears
• Select recipients and click Confirm

2. From the Detail Page

• Open the exam details
• Review start and end validity dates
• Click the medal icon to issue a certificate

The certificate is now valid and visible in the due date report.

Register an Existing Certificate (Past Surveillance)

If you do not plan to schedule an exam, or need to record past health surveillance, you can register a certificate directly.

1. Go to the Prescriptions list
2. Select the desired prescription
3. From the Recipients tab toolbar, assign the people
4. Click Guided Procedures > Mass Certificate Creation
5. Select the recipients
6. Fill in certificate details and click Confirm, then Finish

Link External Certificates to Company Prescriptions

If an employee has valid certificates issued by third parties, they can be linked to internal prescriptions.

Tip

You must ensure:

• The prescription exists in the office
• The worker is registered for the prescription

To link:

1. Open People
2. Select the employee and open their profile
3. Go to the Certificates menu, click New, and enter data
4. Select the new certificate
5. In the Actions tab, click New
6. Select the company prescription and click Save

The expiration date is inherited by default. To override:

• Double-click the row
• Uncheck “Inherit expiry date from certificate”
• Set a new date and Save

Tip

If no expiry date is set, the certificate is considered always valid.

Manage a Certificate

In the Recipients tab, a certificate icon provides access to the certificate page, where you can:

• Print
• Download
• Attach files

1. Click the icon to open the certificate page

2. View all info related to the exam and result, plus optional notes

3. Editable dates include issue date and expiration

4. Click the Print icon to export the document

5. Use the ”…” button to choose from available templates

6. Click on the Print icon to print locally, or click Next to export or save the certificate in Files.

Tip

4HSE provides some editable templates. Clicking on the pencil icon opens the editing tool. Once the changes are complete, you can save the new template so it’s available for future use.