Description

The Medical datagroup allows viewing and adding crew members' medical records.

Functionality

This section will walk you through the datagroup functionality:

• view medical records pertaining to a crew member

• add new medical records

• add digital copies to medical records

• generate and print reports listing crew members' medical records

Get Started

To access the Medical datagroup, navigate to Datagroups > Medical. This opens the Medical datagroup workspace by crew member:

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Add Medical Records

To add a new medical record, click New on the toolbar. This opens the dialog:

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In the dialog, fill in the fields:

• Medical code. From the drop-down list, select a medical code. The list of medical codes is fetched from General Codes > Medical > Medical Codes.

• Issued by is the name of the medical document issuer.

• Country. From the drop-down list, select the country where medical document is issued. The list of countries is fetched from Setup > Tables > Region Editor.

• Date issued refers to the date when the medical document was issued to a crew member.

• Expiry date is the document validity end date.

• Comment. Enter any comment you want to add.

Once completed, click OK to save the records.

As a result, a new record is created in the grid:

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The listed travel documents may be highlighted in the following colors:

• Red: Indicates medical records that have expired or are set to expire within the next 30 days.

• Yellow: Indicates medical records nearing expiration within the next 60 days.

The timeframes are set by default. To modify them according to your needs, go to Global Options > Expiry:

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Add Attachment to Medical Record

On adding a medical record, you can enclose a digital copy of the medical document.

To attach a digital copy to the medical record:

1. Select a medical record to which you want to add an attachment.

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2. Click Open Enclosed on the ribbon to view the Document dialog:

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3. Fill in the fields in the Document dialog:

   • Description: Enter a short description of the certificate.

   • Document type: From the drop-down list, select the document type. The list is fetched from General Codes > Enclosed Documents > Enclosed Document Codes.

   • Keywords: Enter the attachment keywords to facilitate quick and efficient searches.

   • New: Click the command to select a document or a URL to a document.

   • Scan: Scan documents directly from APM and add the digital copies to the Medical datagroup.

4. Once completed, click OK to save the changes.

As a result, the attachment is added to the selected medical record. On the workspace, the Validity of Scan column is visually marked with a Y on the blue background for the corresponding record:

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On adding an attachment, you can open it and check attachment properties by using the following buttons on the ribbon:

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Print Medical Reports

To print out the list of medical documents a crew member or a number of selected crew members hold, follow the steps below:

1. Navigate to the Reports tab > Medical > Medical List or Medical Summary.

2. In the dialog that appears select the print options that best fit your needs and click Print or Preview.

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3. On the Adonis Report Preview dialog, click Print

Housekeeping

This section enables you to perform a one-time setup of the datagroup.

Define Medical Codes

 To set up medical records, first, navigate to the Setup ribbon tab > General Codes > Medical > Medical Codes and proceed with the following steps:

1. On the ribbon, click New to make the dialog appear:
   
   

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2. Enter a Code (mandatory field), a unique alpha-numeric APM code.

3. In the Text field, indicate the name of a medical code and its alternative name, if needed, in the Alternative field.

4. In the Sort field, define the order number of a record (where 0 means the first record in the list).

5. In the Is Passive field, specify whether the code is to be active or passive. Passive codes appear as dimmed. It is recommended to set a code to Passive if it is no longer in use.

6. In the APP Modules drop-down list, select the APP modules where you want to use the current medical code.

7. Click OK to proceed.

Additionally, you can set your preferences for each medical code. For more information, see Set Medical Records Options.

Set Medical Records Options

Preferences specific for medical records are grouped under various tabs:

• Details

• Editor Form

This section describes all available options and their purpose.

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Details

In the Options section, define the travel documents options as described below:

• Only allow one document. Select the checkbox if you want to allow adding only one record with this code to the Medical datagroup.

• Restriction. Select the checkbox in case the medical record specifies limitations and restrictions caused by a medical condition, an impairment, illness or injury. In other words, a crew is not physically capable to perform some kind of work or is not able to operate on certain vessels. This information is then available in the Crew Change/Rotation Planning module.

• Vaccine. Select the checkbox if the medical record is a vaccine.

In Default “Expiry Date” period spin box, set the default number of years/months/weeks/days (based on a measurement unit selected in the Measurement section) for the medical record validity end date.

In the Measurement section, specify the measurement unit for period defined in Default “Expiry Date” period: Days, Weeks, Months, Years.

Editor Form

The Editor Form tab enables you to customize the Medical Details dialog (see Add Medical Records) by defining each field as mandatory/optional, disabled/invisible. For this, in the Editing Options column, select a record to be affected and proceed with one of the options from the drop-down list:

• Optional field is not mandatory.

• Mandatory field is required. Such fields are then visually indicated with a yellow triangle.

• Disabled field appears as dimmed and, thus, unavailable to users.

• Not Visible field is excluded from the dialog.

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Set Travel Documents Views

You can define grid views to group similar sets of medical records.
To create a grid view, follow the steps below:

1. Go to the Setup ribbon tab > General Codes > Medical > Medical View.

2. Click New on the ribbon to make the dialog appear:

    

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3. Enter a Code (mandatory field), a unique alpha-numeric APM code.

4. In the Sort field, define the order number of a record (where 0 means the first record in the list).

5. In the Is Passive field, specify whether the code is to be active or passive. Passive codes appear as dimmed and, thus, they are unavailable to users.

6. In the Security Code field, enter a number larger than 0 to define the permission levels to the record.

7. In the Text field, provide the name of the code and its alternative name, if needed, in the Alternative field.

8. In the Include Groups field, specify Sort numbers defined in Medical Codes that you want to be included in the view. For this, enter numbers separated by commas (e.g. 12,14, 90) or use a dash to indicate a range of numbers (e.g. 0-999).

9. In the Options tab, set the fields you want to display in the medical view. For this, use the Add Column button to display an additional column and select a value for the column heading.

10. Click OK to save the changes.

If the Security Code is set to a numeric value other than 0, different user levels can be assigned the Read, Write, or None access to the view. The administrator can manage this in Adonis Control Centre > General Codes > Medical > Medical View.

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As a result, a new medical view code is added to the list of codes:

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