Medical

Medical


Overview to the Medical Module

 The Medical module allows you to:

1. Identify an employee’s problems (medical and otherwise) that may be affecting his/her work performance e.g. Drug Abuse, Domestic Violence etc.

2.  Recommend an employee to participate in an Employee Assistance or Wellness Program.

3.  Record the employee’s progress and transactions in relation to these programs.

4.  Obtain costs relating to the cost of the programs.

5.  Obtain and store results re employee drug testing.

6.  Enter and track employee assistance programs.

7.  Enter and track employee wellness programs.


If you do not have access to the Medical Module, please contact your company's System Administrator for assistance.





There are five main sub folders:

1.  Health Providers

2.  Emergency Contacts

3.  Employee Assistance

4.  Wellness

5.  Drug Tests

We begin with Health Providers 


 

A Guide to using the Medical Module

The Medical module Guide provides a comprehensive overview of recording and monitoring Medical Assistance provided to employees.


Step 1

Employee Emergency Data

 

Personnel>>Employees>>[Search for an Employee]>>Toggle Additional Details>>Emergency Data

 

Emergency Contacts

Enter an employee's Emergency Data on their behalf.

 

 

Step 2

Employee Assistance Program

 

Benefits>>Medical>>Employee Assistance>>EAP Transactions Benefits>>Medical>>Employee Assistance>>Problem Types Benefits>>Medical>>Employee Assistance>>Referral Types

 

Problem Types

Define the types of problems that your employees are experiencing.

Personal problems and/or work-related problems that may impact their job performance, health, mental & emotional well-being.

 

Referral Types

Referral reasons that are used for employees to participate in in employee assistance program.  

 

EAP Transactions

Keep records of your company's Employee Assistance Program Transactions as well as list all persons involved with cost allocations.  

Step 3

Wellness Program

 

Benefits>>Medical>>Wellness>>Wellness Transactions

Benefits>>Medical>>Wellness>>Wellness Program Benefits>>Medical>>Wellness>>Wellness Vendor Benefits>>Medical>>Wellness>>Wellness Location

 

Wellness Program

Enter the types of wellness programs available.

 

Wellness Vendor

The name of the wellness vendor(s)

 

Wellness Location

Enter the Wellness Locations which are the sites where the employee wellness program is facilitated.

 

Wellness Transactions

Keep records of your company's Wellness Programs as well as list all persons involved with cost allocations

Step 4

Drug Test Recording

 

Benefits>>Medical>>Drug Tests

 

Drug Tests

Employees may be screened for drugs and alcohol based on company polices and where permitted by law.


Glossary of Terms found in the Medical Module


1.               Drug Abuse: The habitual misuse of drugs, including illegal substances or prescription medications, resulting in negative consequences for health and well-being.


2.               Drug Testing: The process of analyzing biological samples, such as urine, blood, saliva, or hair, to detect the presence of drugs or their metabolites in an individual's system.


3.               Employee Assistance Program (EAP): Employer-sponsored programs designed to provide confidential counseling, support, and resources to employees facing personal or work-related challenges.


4.               Emergency Contact: A designated individual, typically a family member or close friend, to be contacted in case of emergency situations involving the employee.


5.               Health Providers: Healthcare professionals or organizations, such as general practitioners, specialists, hospitals, clinics, or pharmacies, involved in providing medical care and services to employees.


How do I enter a new Health Care Provider details?

This is a prerequisite screen to keep a record of your employee's primary health care provider and other institutions that support your company's Employee Assistance Programs.


Navigation: Benefits>>Medical>>Health Providers

To enter a new Health Provider record:

•    Click New Health Care Provider to begin.

•    Select the Company.

•    Enter a Provider ID, Provider Name, Address Line (1,2,3) Phone No.

•    Choose the most appropriate Provider Type.

•    Save this record and repeat as needed


How do I enter an employee's Emergency Data?


Personnel>>Employees [search for an employee]>>Toggle Additional Details>>Emergency Data

OR

Benefits>>Medical>>Emergency Contact


Emergency Data

This window allows you to enter an employee's Emergency Data on their behalf. This can also be entered in the Medical Module as well as by the employee in the Employee Self Serve Portal via the following link

As with all other modules in HRplus, the data only has to be entered once in the application and it will appear in the relevant fields of modules where referenced.

Enter Employee Emergency Data 


 Insert/edit/delete/view employee emergency data – medical conditions, blood type, vision, emergency contact person etc.

NB: ONLY ONE (1) record per employee is allowed

•    Begin by entering the Company Code, Company Name, Badge Number, Last Name & First Name

•    Enter the following if this information is available for the employee’s record:

•    Enter the employee’s Blood Type, Height (in cm)

•    Provider Name & Phone Number, Medical Conditions (if any), date of Last Physical, date of Next Physical.

•    Check the Colour Blind and Smoker radio icon when appropriate. • Enter the Vision

•    Next, enter the employee’s Emergency Contact data. You may enter up to four (4) emergency contacts.

•    You may enter the Contact’s name, Relation to the employee, Phone number, Cell Phone number, Work Phone and Address where available.



Enter Employee Emergency Plans


 • Click the Edit Emergency Plans button


 • Enter the employee’s emergency plan details and save.

How can I manage my company's Employee Assistance Program (EAP) records? 

Benefits>>Medical>>Employee Assistance


Employee Assistance

Here you can keep records of your company's Employee Assistance Programs as well as list all persons involved with cost allocations.

Employee Assistance Programs (EAPs) are employee benefit programs that assist employees cope with personal problems and/or work-related problems that may impact their job performance, health, mental & emotional well-being.

Such programs include but are not limited to mental health services, financial counselling and daycare.

You can enroll an employee into a program based on their needs and record the cost associated with each form of assistance provided to the employee.

Let us look at how we enter an EAP transaction.

How does it work?

Follow the navigation below to enter, edit, delete or view a list of employee assistance programs available for employees in your organization.

Within this window there are three steps to take

•    Step 1 - Enter a Problem Type – for example Alcoholism, Depression

•    Step 2 - Enter a Referral Type – for example Psychiatrist, Therapist

•    Step 3 - Enter the EAP Transactions Record (Employee Assistance Program)

Let's begin with Problem Types


Step 1 - Enter a Problem Type


Benefits>>Medical>>Employee Assistance>>Problem Types


This window allows you to define the type of problems that your employees are facing. Examples are such as Depression, Alcoholism, Bankruptcy, etc.


Problem Number/Type: Enter a user defined Problem No and Problem Type

 

Save this record and repeat as needed

Step 2 - Enter a Referral Type


Benefits>>Medical>>Employee Assistance>>Referral Types

​
This window allows you to enter, edit, delete and view referral types that are used as referrals for employees to participate in in employee assistance program.


 Referral Reason/Description: Enter a user defined Referral Reason (code) and Description

 

Save this record and repeat as needed.

Step 3 - Enter the EAP Transactions Record


Benefits>>Medical>>Employee Assistance>>EAP Transactions


You can record all of the employees that are making use of the employee assistance programs available in the company. This record takes an account of the cost to facilitate a specific EAP transaction for the employee.


 Company Name/Badge Number/Last/First Name: Select the Company Name, Badge Number, Last Name and First Name of the employee to be enrolled in the EAP.

Problem No/Type: Select the Problem Type.

Provider Id/Name: Select Provider Name.

Referral Reason: Select the Referral Reason.

First Contact Date: Date employee is to meet with Health Care Provider

Course of Action: Enter details of what will be done while the employee is with the Health Care Provider

Resolution: Select ‘Yes’ if problem is resolved, if not select ‘No’

Cost: Enter the cost to send the employee to the program. Comments: Enter additional details if required

 

Finally, save this record and repeat to enroll more employees into EAP’s.

How can I manage my company's Wellness Program records? 

Benefits>>Medical>>Wellness


Wellness Program

Here you can keep records of your company's Wellness Programs as well as list all persons involved with cost allocations.

A wellness program is used to improve or maintain overall health. Such programs include: health screens, exercise programs, nutritional guidance and tobacco-cessation program.

How does it work?

Follow the navigation below to enter, edit, delete or view a list of Wellness activities available for employees in your organization.

Within this window there are four steps to take:

•    Step 1 - Enter a Wellness Program – enter the currently available wellness program in your company (e.g. Fitness program, on-site health screen for women)

•    Step 2 - Enter a Wellness Vendor – enter the name of the external providers or facilitators of the wellness program (e.g. Gym, NGO)

•    Step 3 - Enter the Wellness Location – enter the location at which the wellness program will take place (e.g. location of the gym)

•    Wellness Transactions – enroll an employee into a wellness program



Step 1 - Enter a Wellness Program


Benefits>>Medical>>Wellness>>Wellness Program


Before we can enroll employees into a wellness program we must first enter the type of wellness programs available.


 Program Code/Name: Enter a user defined Program Code and Program Name.

 

Save this record and repeat to enter Wellness Programs

Step 2 - Enter a Wellness Vendor


Benefits>>Medical>>Wellness>>Wellness Vendors


After you have entered the wellness program, let us enter the name of the wellness vendor(s) and assign a user defined code.


Vendor Code/Vendor: Enter a user defined Vendor Code and Vendor.

 

Save this record and repeat as needed.

Step 3 - Enter the Wellness Location


Benefits>>Medical>>Wellness>>Wellness Location

Now enter the Wellness Locations, that is, the site where the employee wellness program is facilitated. You may have multiple locations for a single Wellness program.



Location Code/Location: Enter a user defined Location Code and Location.

 

Save this record and repeat as needed.

Step 4 - Enter the Wellness Transaction


Benefits>>Medical>>Wellness>>Wellness Transactions


This window allows you to enroll an employee into a Wellness Program. Additionally, the costs for each employee will be updated each time a transaction for the employee is saved.


Company Code/Name/Badge Number/Last/First Name: Select the Company Code & Name, Badge Number, Last Name and First Name of the employee to be enrolled in a Wellness Program.

Date Started: Date employee begins Wellness Program.

Program/Vendor/Location: Select the Program, Vendor & Location.

Comments: Enter details of what will be done while the employee is with the Vendor.

Renewal Date: Date wellness program is to be renewed.

Date Terminated: Enter the date the wellness program ends.

Costs: Enter the cost to enroll and maintain employee in wellness program.

 

How to manage Employee Drug Test records?


Benefits>>Medical>>Drug Test


Drug Test

Employees may be screened for drugs and alcohol based on company polices and where permitted by law. 

Some industries such as Transportation, Aviation, Safety and Defense, conduct random or scheduled drug tests on their employees as any impairment to their attention or concentration can lead to detrimental consequences to both themselves and their surroundings.

The Medical module allows your to record drug tests and results for employees.

How does it work?

Follow the navigation below to enter, edit, delete or view a list of drug testing schedules for selected employees.

Within this window we enter:

•    Type of Drug Test

•    Drug Sample Types

•    Dates for drug test

•    Record Drug Test Results



Enter a Drug Test Record


 

Company Name/Badge Number/Last/First Name: Select the Company Name, Badge Number, Last Name & First Name of employee.

Random Date: Select random date (Blood/Urine or Hair test).

Blood Test Date/ Hair Test Date/ Urine Test Date: Actual date the test took place if it is not a random drug test.

Blood Test Purpose/ Hair Test Purpose/ Urine Test Purpose: Enter the name of the analytes to be tested.

Blood Test Result/Hair Test Result/Urine Test Result: Select ‘Positive’ or ‘Negative’.

 

Save the record and repeat to add more employees

    • Related Articles

    • Health Plan

      Overview of the Health Plan Module The Health Plan module is closely linked to the Benefits module and is used to process health plan claims. Claims can be entered directly by HR or submitted by employees (via the Employee Self-Serve module) for ...

    • Health and Safety

      Glossary of Terms found in the Health and Safety Module 1. Accident Reasons: The underlying causes or factors leading to an incident, including unsafe conditions, human error, or equipment failure. 2. Body Part: Refers to the specific area of the ...

    • 2. HRplus Release Notes 2020 01 02 25th Jan to 18th Feb 2020

      RELEASE NOTES Release Number:   2020.01.02 (Year.Quarter.Month) Development Periods: 25th January to 18th February 2020 Release Closed:   18th February 2020 NOTE:  The numeric ID that is used to identify each item is of no significance to the client ...

    • Pension Administration

      Overview of the Pension Administration Module Benefits>>Pension Admin The purpose of the Pension Administration Module is to assist an organisation in maintaining the pension records of its staff by collecting the pension contributions from the ...

    • What are User Groups and Permission Description

      The following tables show brief descriptions of each of the User Groups (Table 1.1) and some examples of typical users (Tables 1.2 to 1.5): Click here for instructions on how to view/edit employees in a user group. Table 1.1 - Description of User ...