---
title: "Health Surveillance"
url: "https://docs.4hse.com/guides/prevention-actions/health-surveillance-management"
description: "Management of prescriptions, medical examinations, and health surveillance certificates in 4HSE."
---

# 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

[Section titled “Add a New Prescription”](#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.

![health surveillance - insert](/_astro/health-surveillance-management-1.B5gMO8FL_Z2hItgp.webp)

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.)

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

[Section titled “Manage a Prescription”](#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.

-   **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

[Section titled “Add Recipients to a Prescription”](#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)

![add recipients to prescription](/_astro/health-surveillance-management-3.DB2fjrsW_Z1mwVm3.webp)

### Associate Resources

[Section titled “Associate Resources”](#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**

![resource association](/_astro/health-surveillance-management-4.DKir-bI-_Z1XxrGX.webp)

## Schedule a Medical Exam

[Section titled “Schedule a Medical Exam”](#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**

![add a new exam](/_astro/health-surveillance-management-2.BHmanAoz_1EHU1z.webp)

### Enroll People to an Exam

[Section titled “Enroll People to an Exam”](#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

[Section titled “Register Exam Outcome”](#register-exam-outcome)

You can register outcomes **individually** or in **bulk**.

#### Single Entry

[Section titled “Single Entry”](#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

[Section titled “Bulk Entry”](#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**

![bulk exam result edit](/_astro/health-surveillance-management-5.CBTWyZri_19ChGE.webp)

### Generate a Certificate

[Section titled “Generate a Certificate”](#generate-a-certificate)

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

#### 1\. Mass Creation Wizard

[Section titled “1. Mass Creation Wizard”](#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

[Section titled “2. From the Detail Page”](#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)

[Section titled “Register an Existing Certificate (Past Surveillance)”](#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

[Section titled “Link External Certificates to Company Prescriptions”](#link-external-certificates-to-company-prescriptions)

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

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**

### Manage a Certificate

[Section titled “Manage a Certificate”](#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**.
    

![printing a certificate](/_astro/health-surveillance-management-6.rhYimwun_4wOUr.webp)

This site is protected by reCAPTCHA and the Google [Privacy Policy](https://policies.google.com/privacy) and [Terms of Service](https://policies.google.com/terms) apply.