Setup

Define Medical Documents Codes

Before working with the datagroup you should set up Medical documents codes and Medical documents views.

Go to Setup > General Codes > Medical > Medical Codes and add the document codes that will be used.

Click the New button to add a new code. Adding a document, you should provide detailed data describing its peculiarities:

Open

1. Code is a unique alphanumeric code for a document to be in use.

2. The sort field defines the order according to which the documents will be sorted in the datagroup.

3. Is the Passive option defined if the code is passive (set checkbox) or not? Passive codes are shown grey and new documents cannot be created for them.

4. Only Allow One Document. Please define if a crewmember may have more than one document with this code in his storage.

5. Restriction (from ver.2016.1) is used to define a document like the one for restriction. Such documents are subject to additional validation in Rotation Planning & Crew Change modules.
   If the crew member has a Medical, Travel, and Competence record with restriction option set. It means that he/she is not physically able to perform some kind of work or is not able to operate on certain vessels, or should be located close to the port in case his health condition gets worse, etc. This information will be seen in Crew Change/Rotation Planning module. So, if a crew member is assigned onboard, and he has a medical, travel, or competence document with this option enabled, the system displays a warning.

6. Default ‘Expiry Date’ period - to define a number of days/weeks/months/years that will be set for newly created document Expiry Date (as per its Issued Date).

7. Measurement - to define a measure for Default Expiry Date value.

Click OK.

Define Medical Documents Views

1. Enter Code and Text (will be shown as a title of a corresponding page). 
   Include Groups. Please define what medical documents codes will be included in the view.
   
   0-999 means that all medical documents with a Sort value between 0 and 999 will be included in the view.
   If nothing is defined in this field, all medical codes will be shown in this view.
   
   Security Code field. When a security code other than '0' is defined, it is possible to set up different access rights (Read, Write, None) to this view for different users' levels. This can be done by the administrator in Adonis Control Centre > General Codes > Medical > Medical View:
   
   
   

   Open

   

   
   
   View Grid > Columns Definition - in this section you specify what columns will be shown in the view.
   
   Click

    and select the Heading from the available list.
   
   Click

    to delete the column. 
   
   Click OK to save the view.
   
   
   

Functionality

• Documents will be highlighted on those views only, where the Expiry Date field exists.

• There is a possibility to change the column width. The changed column width is saved while switching between persons or between tabs inside the datagroup.

Create New Record

• Code;

• Name.
  
  
  

• Starting from ver. 2015.1, the radio box Planned/History is changed to checkbox Planned. If a checkbox is not set, the document is considered as Historical (this means that the Date From of the record can not be in the future. A corresponding message is shown in case if a user creates a record with Date From greater than today). If a checkbox is set, it is Planned.

Reports

Attach Scan

1. Fill in the fields as below:
   
   Description. Enter the name of an attachment.
   Document type. From the drop-down list, select one of the types defined in Enclosed Document Codes (see Define Enclosed Documents Codes).

2. Click New to choose between the options which allow you to attach: 
   
   File. Click to indicate the path to the file.
   WEB link. Enter the link to be attached. In case the link protocol is not specified, the system uses the HTTP:// protocol by default.

3. You can scan documents directly from APM and add the digital copies to the Medical datagroup. To do this, use one of the tips below:
   
   Click the Scan button. APM will try to automatically detect an installed scanner and will start scanning.
   Click the down arrow on the Scan button and select the Select Source option if you want to manually select your scanner.
   
   
   

• A special field Validity of Scan is available in a view definition. This field is painted blue if a scan is valid or red if a scan is not valid.

• There is also a possibility to edit enclosed Word and Excel documents directly in the datagroup.