Occupational Health

Objectives
After completing this lesson, you will be able to:

After completing this lesson, you will be able to:

  • Use the Occupational Health solution

Process Walkthrough - High Level

The SAP EHS Management for SAP S/4HANA, occupational health application supports general employee occupational healthcare in the enterprise, as well as the planning and execution of special health surveillance protocols.

Special surveillance is required for those persons who may be exposed to certain influences of a chemical, physical, or biological nature at their workplace, or who perform activities that pose a health hazard. Health surveillance protocols can also include vaccinations or - as in the United States - random drug tests.

Note

*Occupational health is delivered as Repeatable Customer Solution (RCS) and it is licensed separately

**Audit Management is complimentary with S/4HANA Enterprise

On the SAP Fiori Launchpad, there is a Fiori Catalog for Occupational Health available with a subset of Fiori Tile transactions. Additional tiles can be configured. You can see the catalog if the role is assigned to your user. 

The Occupational health solution in SAP EHS Management for SAP S/4HANA has the objective to provide a repository to track the occupational health history of employees, and drive a risk-based Occupational Health process with integration back to central HR data.

The solution provides the following capabilities:

  • Define Health surveillance protocols including laboratory and physical tests and questionnaires
  • Assign protocols to individuals manually or automatically based on the work area and hazards to which they will be exposed
  • Schedule appointments and send documentation/ questionnaires to the patient. Enable ad-hoc consultations
  • Capture examination results, diagnoses, follow up events, work restrictions in the central electronic patient file

Customers can benefit from the following:

  • Central list of health surveillance protocols to drive the scheduling of medical services and testing for the appropriate personnel
  • Visibility to the identified risks that require medical monitoring

The SAP EHS Management for SAP S/4HANA, occupational health application supports general employee occupational healthcare in your enterprise, as well as the planning and execution of special health surveillance protocols.

The process of Occupational Health & Safety (OH) starts with protocol determination. Special surveillance is required for those persons who may be exposed to certain influences of a chemical, physical, or biological nature at their workplace, or who perform activities that pose a health hazard. Health surveillance protocols can also include vaccinations or - as in the United States - random drug tests. To ensure that all the persons in the company receive the protocols that are necessary for them, you either have the system assign the protocols automatically, or you assign them manually to the relevant persons.

The occupational health can be used to schedule planning. You display all the persons who have to undergo a health surveillance protocol within a certain period (for example, in the next four weeks) and open a medical service for each of these persons. You use the planning cockpit to plan the appointments for the examinations.

Subsequently, the component supports you to manage all the necessary examination data. When a person appears for a consultation in your health center, you enter the results along with your diagnoses, reservations, and other data relating to the examination in the medical service for the person. You enter any consultation visits and follow-up activities (medical measures) in the medical service. You can also access and edit the person's case history (anamnesis).

When all the examinations are completed and all the data entered, you close the medical service. If a periodic examination is necessary, the system proposes the person for a medical service again on the date that it has calculated.

Finally, the business process ends with tracking and reporting of occupational health data. Comprehensive reporting options are available to give you an overview of all company occupational health examinations (including results and other related data).

You can use occupational health functionality to evaluate the recorded data statistically.

The occupational health process supports creation and managing health campaigns in the system. Using the health campaigns companies can ensure that a certain group of people belonging to one organizational unit can go through the required examinations and medical checks required for the job.

*Includes additional functionality delivered with delivered with a separate consulting solution, which will require an additional cost but no additional license implications.

Once the assignment is done, the health campaign will be displayed in the My Health and Safety Cockpit app. Using the Assign Campaign button, each individual can assign the available campaigns.

*Includes additional functionality delivered with delivered with a separate consulting solution, which will require an additional cost but no additional license implications.

In occupational health you are enable to create questionnaires that are tailored to the individual requirement. The questions, texts, and headers that you use in the questionnaires are part of the set up and they can be managed in the question catalog.

The following type of questionnaires can be differentiated in the system:

  • General questionnaires - A general questionnaire contains a selection of the catalog entries defined in the question catalog and also serves as a template for specific questionnaires. General questionnaires, unlike specific questionnaires, are not assigned to any object.
  • Specific questionnaires - A questionnaire that is assigned to a specific object.

The assigned questionnaires are based on the type of health checks and the assignment can be done with a certain validity period (Start Date and End Date).

A set of medical examinations and tests that a person must undergo to enable possible health risks to be recognized, treated and, if need be, prevented. Health surveillance protocols are, for example, necessary when a new employee is hired, or when a person is exposed to certain agents on the job or at the workplace.

To trigger a health surveillance protocol, the system accesses a rating of the amount and frequency of exposure that occurs. In a risk assessment process, you can identify agents that exist at a location or are present in a job. You can analyze the exposure to the agent by comparing workplace sampling data to occupational exposure limits and evaluate the risk associated with the agent. The trigger levels for health surveillance protocols must also be entered. This allows the system to compare the actual exposure measurements or ratings with the trigger levels at which a certain protocol is proposed. 

The occupational health process is part of the main employee lifecycle process in Health and Safety. The occupational health, risk assessment, and Human Capital Management (HCM) are tightly integrated to provide a full coverage of the lifecycle of an employee in the company.

The determination of the health surveillance protocols is an essential step which triggers the medical planning and service execution process. As shown in the figure, Employee Lifecycle in Health and Safety, the protocol determination can be done manually and automatically.

Manual assignment is useful in the case of new hires, for example, when the protocol assigned is a periodic examination instead of an initial examination because of their previous medical history.

In the case of automatic determination of the health surveillance protocols assigned to a person the system performs the following checks:

  • The system uses exposure, tasks, age, or gender to determine which protocols a person must undergo. You entered the relevant data while editing the health surveillance protocols and the personal data. The system matches up this data with the personal data and with the organizational assignment of the person.
  • The system uses organizational assignments to find the objects (similar exposure group, position, job, task) where agents are present and where the exposure limit has been exceeded, as well as the persons to whom these objects are assigned.
  • The system uses the personal data to check the age and gender of employees and determine if protocols need to be performed.
Note

*Includes additional functionality delivered with delivered with a separate consulting solution, which will require an additional cost but no additional license implications.

The determination of the health surveillance protocols is a fundamental piece of the occupational health process which documents the requirements for specific surveillance protocols and determines which protocols should be assigned to which protocols.

As a result you have entered all the necessary basic data, and can now plan, perform, and evaluate health surveillance protocols for your company.

The example above displays the Health Surveillance protocols protocol for an individual. Each protocol can contain an assignment of one or more relevant questionnaires depending on the type of the protocol.

Occupational health solution enables you to determine which health surveillance protocols are due, schedule the relevant appointments, and send out invitations.

The Planning Cockpit is a calendar- and shift-based scheduling tool to set up medical appointments based on employee availability and surveillance protocol requirements.

  • You can determine the persons who have to undergo a health surveillance protocol.
  • If several health surveillance protocols for a person are due at about the same time, you can plan one appointment for all of them in scheduling and then create a medical service.
  • If you are using the SAP component Time Management, you can access the data on employee absences (illness and vacation, for example).
  • You can print out an invitation for the person in question.
  • You can access the appointment status at any time to see whether appointments have been accepted or canceled.
  • You can find out what appointments are scheduled for the current day by displaying the daily list and printing it out as required.

When scheduling is completed, email notifications with a formal invite are sent out to the appropriate employees

Using My Health and Safety Cockpit, you can access the questionnaires relevant for you and answer the questions online.

Note

*Includes additional functionality delivered with delivered with a separate consulting solution, which will require an additional cost but no additional license implications.

A reason for triggering the medical service can be also a first aid case registered from a first aid physician. The doctor can create the injury/illness log entry in the SAP Incident Management solution. In case further treatment and medical checks are required, the doctor can create from the Injury/Illness Log entry a medical service.

With this integration the incident management solution generates the link between an injury and the further treatment (at the local or external doctor) in the occupational health system.

The Medical Service is another fundamental piece of the occupational health process. You are able to handle all the processes involved in managing health surveillance protocols in the company health center. You open a medical service for each person who is required to undergo one or more health surveillance protocols on a certain date. A medical service contains all the data that is related to the scheduled protocols, such as work restrictions for health reasons, diagnoses, or examination results. The questionnaires assigned to health surveillance protocols can also be generated for the relevant persons and completed in this component.

A history of all appointments, test results, vaccinations, and other information is tracked for each employee that has been part of the occupational health process.

Medical Services can be performed based on surveillance protocols, or possibly injuries and illnesses suffered by employees.

The marked record in the Edit Medical Service app on the image above shows the service which was created from the injury / illness log which was previously triggered.

Using the Medical Service app the system allows tracking of all information related to the medical case of the individual.

The Case History tab displays all the types of cases related to the person.

On theProtocol / General Examination tab page, enter any reservations that you have about the health of the person(s) examined and the date of the next appointment.

On the Vaccination tab page, you assign vaccinations to persons and log the details of when they were performed. You can use this procedure to assign vaccinations and document their details for persons who have to be vaccinated owing to their tasks or activities.

For all tests and treatments, specific results can be stored and determination against acceptable ranges can be performed.

You can enter an examination category, a service provider, an examination, test results on the Test Result tab page, and other information as required. You can also display data archived about previous diagnoses, restrictions, tests, and so on.

Examinations are assigned to the health surveillance protocols in the context of which they need to be performed.

All related diagnoses can be specified in the Diagnoses tab.

The diagnosis code identifies a disease in a diagnosis catalog. For example, the ICD-10 diagnosis catalog uses a four-digit alphanumeric code (such as J06.9 for the diagnosis Acute upper respiratory infection, unspecified).

A diagnosis catalog is subdivided into individual diagnosis groups. These groups classify diseases into infectious and parasitic diseases, diseases of the blood and hemopoietic organs, and so on.

The priority specified for a diagnosis enables you to restrict the number of diagnoses displayed for diagnosis selection. If a certain diagnosis is frequent in your company, the diagnosis is assigned priority 1. If a diagnosis is rare, you assign priority 2.

 You document brief consultations, for example, when a patient visits the health center briefly for medical advice or is given medication for a headache. You can use a user-defined text editor for support.

This component contains report programs that evaluate the data entered in Occupational Health according to different criteria. The data in these reports includes examination results, restrictions, diagnoses, questionnaires, assignments, and so on. Full medical record or parts of the records can be selected and extracted for mails, print-outs or file-export

The features of this is as follows:

  • Various simple and enhanced selection options are available, depending on the type of report
  • You can adapt the settings for a layout of a report to suit your requirements
  • You can send a report to other users
  • You can customize reports by storing them as local files so that you can use a spreadsheet program, for example, to work on them

Other standard functions are also available for reports.

Several other reports are available to support the analysis of the occupational health data in the system. The example above displays a list of the laboratory reports. The search criteria allow the output to be narrowed down to the desired use case.

In this example, the examination category and the test number are used as criteria. The doctor could list all the employees with examination category Laboratory Examination and a Test Number Hemoglobin.

After the execution of the report. the doctor can compare the physical values and check them against the normal range. The assessment of the result can indicate which results are to be still assessed.

The Occupational Health solution contains functional components in three separate areas. To support the occupational healthcare in your enterprise during the initiation of medical services, the solution provides functional components to determine required surveillance protocols, to document brief consultations and to record examination related data.

During the processing of medical services the component enables you to record laboratory tests, physical tests, to document test results, diagnoses, treating physicians, medical measures and examinations, to track case history and manage documents, vaccinations and restrictions.

The component enables you also to create different outputs like schedules, protocol logs, medical certificates. It also provides report programs to evaluate medical service data about diagnoses, tests, restrictions, and so on.

Further more outputs are available in the occupational health solution which are related to statistics on protocols, list of examinations, and so on.

*Includes additional functionality delivered with delivered with a separate consulting solution, which will require an additional cost but no additional license implications.

SAP EHS Management for SAP S/4HANA, occupational health complies with data protection requirements. These requirements comply with the common understanding from the worldwide data privacy acts (Germany, Europe and USA) on how to do the following:

  • Collect data only which is required for business purposes
  • Handle data properly and careful (data security)
  • Delete data if there is no purpose any more
  • Block data during retention period

More details you will find in the administration guide which will help you understand how the data protection requirements have been achieved.

The product assistance documentation supports you in the data destruction process in Occupational Health.

How to Perform Initial Creation of Health Surveillance Protocols and the Assignment of Examinations and Questionnaires

This video covers the initial creation of Health Surveillance Protocols and the assignment of Examinations and Questionnaires. Please play the video (without the audio) below:

How to Allocate the Created Health Surveillance Protocols to Persons through the Planning Cockpit

This video covers the allocation of the created Health Surveillance Protocols to persons through the Planning Cockpit. Please play the video (without the audio) below:

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