Provision of Occupational Health IT Software System

Descriptions

Caerphilly County Borough Council require an IT software System for it's Occupational Health department in order to provide the following to the department:-1.Basic Functionality:·Able to be used to book medical appointments, informing employee, HR and management , refining each appointment for appropriate clinician and have flexibility to change names of set clinics and fully manage current appointment procedure from employee arrival in reception, to assessment, to outcome report.·Support use of report writing templates interlinking with appropriate apptointment and any future appointments.·Mail merge information for appointment letters and reports.·Interlink with on site Asra audiometric system and the Care Fusion Microlab spirometry testing devices.·Enable the user to enter the complete OH assessment to include all sickness absences, fitness to work medicals, health surveillance, Nurse, Doctors and physiotherapy appointments and enable recalls for follow ups.·Have the capability of recording HAVS information and produce monthly reports and be able to recall employees for follow up assessments as per statutory requirements .Also produce reports indicating trends.·Allow managers and HR to enter referral data and process onto system and allow them to track progress of appointment.·Record vaccinations including seasonal flu vaccinations.·Record all DSE assessments and outcomes.·Allow self referral for musculoskeletal issues via H+S DSE assessments.·Ensure confidentiality so that managers/HR cannot access records for each assessment but can only track referral progress and view completed reports.·The providing company must be able to provide on-line support and also remote access to the system to assist with troubleshooting and support/maintenance.·Provide training for staff initially and as-and-when required, e.g. if new updates are applied.·Provide monthly updates of all clinics attendance. Provide analytic data regarding health surveillance and show any trends in specific areas i.e. increase in hearing loss·Have the ability to SMS employees with appointment reminders.·Have the capacity to maintain complete set of OH records for potentially 10,000 employees.2.Interfacing.·The proposed system must be able to provide an appropriate user friendly interface with the authorities current HR system (iTrent), for the scheduled and timely import of employee details e.g. new employees, employee updates etc.·Capable of interlinking with Occupational Health’s current Asra and Microlab health surveillance machines.3. Expected outcomes of systemThe system must be able to produce the following;·Produce SEQOHS standard reports for all clinics.·Produce statistics of all types of clinics, giving monthly, quarterly and annual trends and data allowing for any trends in increase for specific illness/injury in relation to areas or roles.·Allow annual audit of the system.·Allow managers/HR to track referral progress and view completed reports.4. Security Access·Ensure/maintain confidentiality for all OH records.·Allow only OH staff to access all OH records held on system.·Restrict management/HR access to all medical entries allowing them to only enter referral data and track appointment progress and view final report only.