Compliance Setup Medicals/Other Requirements Tab

The Medicals/Other Compliance tab is located on the updated Caregiver Compliance page under Caregiver > Search Caregiver > Compliance.

Under the Medicals/Other Compliance tab, there are four sections to include Hire Date, Compliance Status Per Discipline, Medicals, and Other Compliance. As with the General Requirements tab, the Hire Date and Compliance Status Per Discipline sections are standard on the page; however, the other sections must be set to Show in the Compliance Setup to be displayed on the page. The following pages cover each of these components.

From the Medicals/Other Requirements tab, a user can view rules and determine necessary updates. Rules that expire need updating based on regular requirements as determined during compliance setup. Under the Status column, items highlighted in yellow indicate a Pending status which means that the item is within 30 days of the due date. Items highlighted in red indicate that the item is overdue and that the Caregiver is no longer compliant for that medical or compliance Item.

Caregiver Compliance Page Medicals Other Requirements Tab

To manually apply a new Medical requirement, click the Add button in the Medicals section of the Medicals/Other Requirements tab under Caregiver > Search Caregiver > Compliance.

Adding a Medical to a Caregiver

Complete the necessary fields when the Add Medical window opens. Fields marked with a red asterisk are required.

Add Medical Window

Field

Description

Medical Name

Select a medical item from the list configured for the associated compliance setup. Medical records may be duplicated.

Due Date

Specify the date when a result is required for the medical item.

Date Performed

Specify the date when the medical item was performed.

Result

Select the result for the dropdown menu.

Notes

Add applicable notes.

Upload File

Attach supporting documents.

To manually apply a new compliance item, click the Add button in the Other Compliance section of the Medicals/Other Requirements tab under Caregiver > Search Caregiver > Compliance. Complete the necessary fields when the Add Compliance Item window opens. Fields marked with a red asterisk are required.

Adding Other Compliance to a Caregiver

Medicals and Other Compliance tab items under Caregiver > Search Caregiver > Compliance may be automatically generated based on compliance setup details and triggered by the Caregiver’s hire date and the entered results for another item. Items automatically added using the hire date condition are only applied once for each Caregiver. If the hire date is changed or deleted, HHAeXchange does not apply the automatically generated items a second time.

To edit a medical or other compliance item, go to the Medicals/Other Requirements tab under Caregiver > Search Caregiver > Compliance. When editing a medical or other compliance item (whether added automatically or manually), a Results value must be entered if a Date Performed has been entered or vice versa, to save the edit.

Edit Other Compliance Item Screen

Medical items are required for each Discipline on a medical-by-medical basis, based on the compliance setup details. Compliance is calculated based on whether a required medical item has the accepted selection (Results) entered for a given Caregiver.

Based on the Compliance Setup, if a required Medical item is saved with a non-accepted Result, the Caregiver shows as Not Compliant. The same applies if a set due date for a given required Medical item has passed but no Result values have been saved.

For recurring, automatically generated Medical items, a Caregiver is compliant if they have a record with an accepted selection on record and the Pending record is not past the due date. Medical items that are not required do not factor into the compliance calculation for a given Caregiver.

Medical items that are manually deleted are no longer calculated for that specific Caregiver’s Compliance. If a Medical item is added back to the Caregiver Compliance page, and is required per the Compliance Setup, it is then calculated in the Caregiver Compliance.

Each Results field value, under Caregiver > Search Caregiver > Compliance, has matching medical/compliance items. Review the table below for details.

Medical / Compliance Item

Results / Required

Generates Upon

Rubeola

  • Immune (Accepted Result)

  • Not Immune (Accepted Result)

  • Required Medical

  • Immediately upon Hire Date

Rubeola MMR1

  • Completed (Accepted Result)

  • Not Completed

  • Required Medical (if Rubeola = Not Immune)

  • Immediately upon Rubeola saved with result Not Immune

Rubeola MMR2

  • Completed (Accepted Result)

  • Not Completed

  • Required Medical (If Rubeola = Not Immune)

  • 30 Days after Rubeola MMR1 saved with result Completed

Rubella

  • Immune (Accepted Result)

  • Not Immune (Accepted Result)

  • Required Medical

  • Immediately upon Hire Date

Rubella MMR

  • Completed (Accepted Result)

  • Not Completed

  • Required Medical (If Rubella = Not Immune)

  • Immediately upon Rubella saved with result Not Immune

PPD/QFT

*PPD and QFT are separate Medicals with the same Results/Conditions

  • Positive (Accepted Result)

  • Negative (Accepted Result)

  • Required Medical

  • Immediately upon Hire Date

  • 365 Days after PPD (QFT) saved with result Negative

Chest X-Ray

  • Positive

  • Negative (Accepted Result)

  • Required Medical (If PPD/QFT = Positive)

  • Immediately upon PPD saved with result Positive

  • Immediately upon QFT saved with result Positive

TB Screen

  • Positive

  • Negative (Accepted Result)

  • Required Medical (If PPD/QFT = Positive)

  • 365 Days after PPD saved with result Positive

  • 365 Days after QFT saved with result Positive

  • 365 Days after TB Screen saved with result Negative

Pre-employment Physical

  • Completed (Accepted Result)

  • Not Completed

  • Immediately upon Hire Date

Annual Health Assessment

  • Completed (Accepted Result)

  • Not Completed

  • 365 Days after Pre-Employment saved with result Completed

Drug Screen

  • Passed (Accepted Result)

  • Failed

  • Immediately upon Hire Date

  • 365 Days after Drug Screen saved with result Passed.

Hepatitis Step 2

  • Completed (Accepted Result)

  • Not Complete

  • [X Days] after Hepatitis saved with result Completed

  • [X Days] is based on the value for Hep-B Step 2 Required After value in Medical Setup.

Hepatitis Step 3

  • Completed (Accepted Result)

  • Not Complete

  • [X Days] after Hepatitis 2 saved with result Completed

  • [X Days] is based on the value for Hep-B Step 3 Required After value in Medical Setup.

Flu Vaccine / Face Mask

  • Face Mask Received (Accepted Value)

  • Vaccine Administered (Accepted Value)

  • Vaccine not Administered

  • Face Mask not Received

  • This medical can be configured from Admin CP; part of a future release (Phase 3).

HHAeXchange captures data for Deleted Medicals and Other Compliance items for reporting purposes.

Other Resources

Compliance Setup Instructions Page