How to Add and Complete an Illness Report Record
Note: An Illness Report Record is a Standalone Record and does not require a Programme to be set up first before it can be created.
The Illness Report Record has two workflow stages to be completed. Below are the steps that must be carried out in order to complete an Illness Report Record. Expand each step below for further explanation.
After creating your Illness Report Record, the Illness Report workflow stage will open. The Illness Report workflow stage must be completed and saved and submitted for the next workflow stage will become accessible. The Close Out workflow stage will remain greyed out and inaccessible until the 'Save & Submit' button has been clicked within the Illness Report workflow stage.
Image: Blank Illness Report
1. Date/Time: The Date and Time the Record was opened will auto populate within the Date/Time fields. However, it can be changed if needed by clicking into the calendar field and using the calendar to select the correct date, and clicking into the time field and using the dropdown list to select the correct time or simply typing in the correct time.
Image: Calendar and Time Dropdown
2. Employee: Using the Master Data dropdown, select the Employee who is ill. [Mandatory Field]
Image: Employee Dropdown
3. Source: Using the fixed system dropdown (Reported by Employee, Reported by Supervisor/Manager, Reported by Third Party, Other), select the source of the Illness Report. [Mandatory Field]
Image: Source Dropdown
4. Reported To: Using the Master Data dropdown, select the employee whom the illness was reported to. [Mandatory Field]
Image: Reported To Dropdown
5. Illness Reported: Using the fixed system dropdown (Diarrhoea, Vomiting, Jaundice, Fever, Sore, throat with fever, Visibly infected skin lesions, Discharge from eye, nose and ears, Diagnosed Food Poisoning, Injury), select the illness, incident or Health & Safety near miss that has been reported. [Mandatory Field]
Image: Illness Reported Dropdown
6. Body Fluid Spillage: Using the fixed system dropdown (Diarrhoea, Vomiting, Bleeding, Other, None), select the body fluid spillage.
Image: Body Fluid Spillage Dropdown
7. Areas Worked In: Using the open text field, describe the areas the Employee worked in leading up to the illness.
8. Risk: Using the dropdown, select the Risk from the Risk Values, None (1), Low (2), Medium (3) or High (4). This Risk Value will become the Risk of the Illness Report Record. Using the 'Attach/Link' buttons, you can attach a file from your device or link a URL to an internal system Record/Document, or any external sources, to help justify your chosen Risk Value for the Risk Assessment. Both the attachment and the link will be displayed in the Risk Assessment to be viewed at another time. Using the 'Report' open text field, you can provide further justification for your Risk Assessment choice.
Note: The 'Risk Value' is a Mandatory Field. However, the 'Attach/Link' and 'Report' are not.
Image: Risk Dropdown
Note: The Risk Assessment within the Illness Report Record is the System Default Risk Assessment. This Risk Assessment can be updated if you wish to create your own Risk Assessment Model. For further details on changing Module Default Risk Assessment Models, see here.
9. Save: Click the 'Save' button to save the details you have entered so far to place the Record within the 'Actions' tab. Once saved, the Record will be assigned a sequential 'No.' and the status 'Open - Awaiting Illness Report' will be detailed at the top of the Record. You can hit the 'Save' button as many times as needed until you are ready to finalise your Record, in which you then click the 'Save & Submit' button.
Warning: If you do not click 'Save' or 'Save & Submit' at least once and move away from the Record, you will lose all the details entered and the Record will not be visible in any tab of the Medical Screening module, as it was never created as a Record.
Image: Record Saved with Open Status and 'No.' Added
10. Save & Submit: Click the 'Save & Submit' button to save the Illness Report workflow stage and move to the next workflow stage. If you choose to 'Save & Submit', the workflow stage will be closed, and you must click the 'Edit' button to re-enter the stage to make changes.
11. Cancel: Click the 'Cancel' button if you wish to discard the changes made and move back to the Medical Screening Control module.
Image: Completed Illness Report
When the Illness Report workflow stage has been Saved and Submitted, the Close Out workflow stage will open.
Image: Blank Close Out
1. Decision: Using the fixed system dropdown (Approve Work Visit, Reject Work Visit, Restrict to Low Risk Areas/Activities, Conduct further Assessment, Other), select the decision made. [Mandatory Field]
Image: Decision Dropdown
2. Product Action: Using the fixed system dropdown (Risk assess product, No further action required, Other), select if any action is required on a product(s). [Mandatory Field]
Image: Product Action Dropdown
3. Notes: Using the open text field, enter any closing comments on the decision made.
4. Save: Click the 'Save' button to save the information added to the Close Out workflow stage. This will save the information added, but not complete the Record. If you forget to click the 'Save' button before moving away from the Record, you will lose all the information entered. Ensure to click the 'Save' button to save your work and come back to it.
5. Save & Submit: Click the 'Save & Submit' button to save the Close Out workflow stage and complete the Record. As this is the final workflow stage, if you choose to 'Save & Submit', the final workflow stage will be closed, and the Record will be moved from the 'Actions' tab to the 'Complete' tab. Going forward, you must click the 'Edit' button to re-enter the stage to make any changes. Once the Record has been moved to the 'Complete' tab, it cannot be moved back to the 'Actions' tab.
6. Cancel: Click the 'Cancel' button to discard any details added, and move back to the Medical Screening module.
Image: Completed Close Out
