Submission of Health Records under IBYS
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Submission of Health Records under IBYS
SUBMISSION OF HEALTH RECORDS UNDER 1.IBYS
In order for the health records to be sent to the ministry, the TC Identity number of the personnel examined, the workplace information in the personnel description, the workplace sgk number information on the workplace description page of the relevant workplace must be filled. On the date of the examination, the physician may send the employee record of the workplace for which he is responsible in the SSI records.
1.1.System Infrastructure Definitions/ On-the-Job and Periodic Inspection
Necessary definitions are made in order to create the infrastructure of the "On-the-Job and Periodic Inspection Module" for the submission of health records within the scope of IBYS. According to the definitions, data is used on the login screen.
1.1.1.Inspection Type Identification
Menu Name: System Infrastructure Definitions/ On-the-Job and Periodic Inspection/ Inspection Type Definition
It is the menu where the examination types such as "Employment Entrance Examination, Periodic Examination, Polyclinic, Return to Work Examination, External Examination, Pregnant Follow-up, Disabled Follow-up" are defined. The defined inspection types are displayed as "Status" in the "Function Designer" menu. Thus, it is determined in which status (type of inspection) the fields defined for use in the system will be displayed. These defined inspection types are listed on the inspection follow-up screen and it is ensured that the type of examination to be performed is displayed.
With the help of the buttons on the screen;
:A new inspection type is defined.
: The information about the type of inspection selected in the list is updated.
: The inspection type information selected in the list is deleted.
: The report format is defined for the inspection type information selected in the list.
: Search by filtering records.
To add a new inspection type, click the ! Clicking the (New) button displays the "Defining Inspection Type/ New Registration" screen.
The corresponding fields are defined in the screen that opens;
Description: The name of the inspection type is defined. For example; Periodic inspection.
Mandatory Tests: If there are mandatory tests that must be performed for the type of inspection defined, a selection is made from the list of tests. For example; All Tests
Mandatory Physical Examination: If there are mandatory physical examinations that must be performed for the type of examination defined, a selection is made from the list of physical examinations. For example; Cardiovascular Examination
Is it periodic?: The periodicity of the type of examination described is selected.
Period (Month): If the "Yes" option is selected in the "Is it periodic?" field, the information about how many months the periodic inspection will be performed is defined.
Associated User Groups: Selecting "Yes" in the "Is it periodic?" field determines for which user group the periodic inspection task will occur.
Results to be Shown: As a result of the defined inspection type, it is marked which of the options "Continuation of Work, Referral, Rest" will be shown.
Use the Anamnesis Form tab: If you want to display the "Anamnesis Form" tab on the screen of performing the examination for the defined type of examination, the box is checked. The fields defined in the field definition menu and mapped for the history form with the function designer menu are displayed under this tab.
Use the Test tab: If you want to display the test tab on the screen for performing the inspection for the type of inspection defined, the box is checked.
Use physical examination tab: If you want to display the physical examination tab on the inspection performance screen for the defined inspection type, the box is checked.
Use prescription tab: If you want to display the e-prescribing tab on the examination performance screen for the defined examination type, the box is checked. It is used in polyclinic examinations.
Use contact information tab: If you want to display the contact information tab on the screen to perform the inspection for the type of examination defined, the box is checked. On the personnel identification screen, personal information identified by the additional information button is displayed.
Do not use diagnostics on the main tab: On the screen of performing the examination for the type of examination described, the box is checked if it is not desirable to display the diagnostic field on the main tab. While the field "Error Diagnosis" is used in outpatient examinations, it may not be used in other types of examinations, such as periodic examinations.
Do not use the result tab: If you do not want the result tab to be displayed on the inspection performance screen for the defined inspection type, the box is checked.
Do not show contact additional information on the main tab: On the screen of performing the examination for the defined type of examination, the box is checked if it is not desired to display additional information of the person such as height, weight, mass index on the main tab.
Do not show physician opinion on the result tab: If you do not want to display the physician opinion field with text-type data entry on the result tab on the examination performance screen for the defined examination type, the box is checked.
Do not show personnel status on the results tab either: If you do not want the personnel status selection field to be displayed on the results tab on the inspection performance screen for the defined inspection type, the box is checked. While the "Personnel Status" field is used in examinations such as periodic examination, employment examination, it may not be used in the type of polyclinic examination.
Do not show control on the result tab either: If you do not want the control type selection field to be displayed on the result tab on the screen of performing the inspection for the defined inspection type, the box is checked. While the "control" field is used in outpatient examinations, it may not be used in other types of examinations, such as periodic examinations.
Maximum Report Duration (Days): For the defined type of examination, the examination performance screen defines the number of days that the physician can report it. In polyclinic examinations, the legal rest period that the workplace physician can give is 2 days. It is used for reports of hospital examinations that are not performed by the workplace physician, such as non-institutional examinations. No more report entry is allowed to the system than the maximum report time defined.
After filling in the required fields on the Inspection Type Identification screen, click ! Registration is performed by clicking the (Save) button.
System Infrastructure Definitions/ On-the-Job and Periodic Inspection/ On-the-Job Periodic Inspection Parameters menu is clicked and the ID information of the Inspection Types defined on the Inspection definition screen is written from the On-the-Job Periodic Mauyene Parameters to the parameter values of the appropriate parameters.
With the help of the buttons on the screen;
:The selected parameter is updated in the list.
: Records can be searched by filtering.
: Data can be exported to Excel.
By clicking the Update button, the process of entering the value information of the parameter is performed.
The number of the ID of the Periodic Inspection type defined according to the Periodic Inspection Type ID parameter 43 is written in the parameter value and the ! Parameter update recording is performed by clicking the (save) button. There may be more than one of these examination types in the system. The ID number of each is written to the parameter value by separating it with a comma if desired.
The inspection type ID information is written as a value in the appropriate parameters in the On-the-Job and Periodic Inspection Module parameters.
1.1.2.Test Identification
Menu Name: System Infrastructure Definitions/ On-the-Job and Periodic Inspection/ Test Definition
It is the menu where the tests to be performed for the types of examinations such as on-the-job and periodic inspection are defined. These defined tests are displayed in the tests tab according to the selected inspection types.
With the help of the buttons on the screen;
: A new test is defined.
: The test information selected in the list is updated.
: The test information selected in the list is deleted.
: Search by filtering records.
To add a new quiz, click the ! Clicking the (New) button displays the "Test Definition/ New Registration" screen.
The corresponding fields are defined in the screen that opens;
Name:** The name of the test is defined.
Mandatory Departments: The information about which departments the defined test information is mandatory for is selected from the list of departments defined in the system.
Default Description: If there is a fixed description that is desired to come in the description field of the relevant test when performing the inspection operations, it is defined in this field. For example; "within normal limits" description.
Use Template: If you want to enter the results of the test in detail and display them in an excel format, the "Use Template" check box is checked.
Report Template: The name of the template is defined in which the detail values for the defined test will be entered. The corresponding test template must be installed on the system from the report format edit menu.
Subtests: The detailed values to be examined for the defined test are defined.
After filling in the required fields on the "Test Identification" screen, click the ! Registration is performed by clicking the (Save) button.
System Infrastructure Definitions/ On-the-Job and Periodic Inspection/ On-the-Job Periodic Inspection Parameters menu is clicked The ID information of the tests defined on the Test Definition Screen is written from the On-Job Periodic Mauyene Parameters to the parameter values of the appropriate parameters.
With the help of the buttons on the screen;
:The selected parameter is updated in the list.
: Records can be searched by filtering.
: Data can be exported to Excel.
By clicking the Update button, the process of entering the value information of the parameter is performed.
According to the Blood test ID or subtest parameter number 49, the number of the ID of the Identified Test is written in the parameter value and the ! Parameter update recording is performed by clicking the (Save) button.
1.1.3.Defining Personnel Status
Menu Name: System Infrastructure Definitions/ On-the-Job and Periodic Inspection/ Defining Personnel Status
It is the menu where the special conditions of the personnel that may affect the work such as disability / restriction are defined. For example; she can't work at night, she can't work at height, she can't work in pregnant, disability, dangerous jobs. The statuses defined in this menu are used in the personnel status field on the result tab of the inspection follow-up screen.
With the help of the buttons on the screen;
: A new personnel status is defined.
: The personnel status information selected in the list is updated.
: The personnel status information selected in the list is deleted.
:Searches are performed by filtering records.
To add a new staff status, click (New) button to display the "Personnel Status Definition/ New Registration" screen.
The "Name" field defines what the employee status is. If the "Risk Status" check box is checked, it is indicated that the personnel are in the risk group. When it is desired to assign any task to the personnel via QDMS, the system warns and states that information should be obtained from the workplace physician.
After filling in the required fields on the "Personnel Status Identification" screen, click ! Registration is performed by clicking the (Save) button.
Defined Personnel status ID information is written in the parameters of the on-the-job and periodic inspection module to the parameter values of the appropriate parameters.
With the help of the buttons on the screen;
:The selected parameter is updated in the list.
: Records can be searched by filtering.
: Data can be exported to Excel.
By clicking the Update button, the process of entering the value information of the parameter is performed.
By typing the Personnel Status ID number parameter in the Personnel Status identification menu defined to the Personnel status cannot work ID parameter numbered 55 ! Parameter update recording is performed by clicking the (Save) button.
In this way, Infrastructure Definitions are defined for the submission of health records within the scope of IBYS.
1.2.Integrated Management System / On-the-Job and Periodic Inspection
It is the part where the Examination Follow-up procedures are performed in the On-the-Job and Periodic Inspection module for the submission of health records within the scope of IBYS.
1.2.1.Inspection Follow-up
Menu Name: Integrated Management System/ On-the-Job and Periodic Inspection/ Inspection Follow-up
It is the screen where the examinations of the personnel according to the selected examination type are followed. On the screen that opens, the personnel come as defined. Workplace physicians and workplace nurses can only display the working personnel in the workplaces they are affiliated with on their screens.
With the help of the buttons on the screen;
: New examination follow-up is performed for the personnel selected in the list
: Blood pressure monitoring is performed for the personnel selected in the list.
: Displays the health resume for the staff member selected in the list.
: Search by filtering records.
The relevant personnel are selected on the screen to perform an examination of a staff member.
! The (New) button comes to the inspection definition screen.
Whichever examination is to be performed, the relevant type of examination is selected and ! The (Next) button is clicked.
The screen that opens is the screen that is set up in the infrastructure according to the type of inspection.
The relevant information is populated according to the fields defined on the Main tab. All related fields are populated according to the fields defined in the field definition. If there are tests, tabs such as physical / psychological examination are filled. (Whether these areas will appear on the screen or not is decided when defining the type of inspection in the infrastructures.)
For the inspection process you will start afterwards, it is mandatory to fill in the following information in the examination follow-up contact information tab. After this information is completed, it should be saved to the system with the save button marked. The information can be filled in by the physician or by the relevant person by the Human Resources department. If there is a change in the information, the physician may update the information during the examination.
On the Resume tab; Information about the disease history of the staff is accessed. In this tab, physician and nursing services and blood pressure monitoring information that employees have previously received are included. In this tab, new operations can be made, existing records can be viewed, updated, the relevant annex 2 form can be printed, report formats defined according to inspection types can be taken from the system.
! The (Show) button displays the examination resume for the selected examination.
! Clicking the (Edit) button opens the "Inspection Follow-up/ Record Update" screen. Any changes are made on the screen that opens, and the registration update process is performed by clicking the "Save" button.
In the physical/psychological examination tab; in the upper right corner! The (Add) button selects which examinations to be performed. If mandatory physical examinations are defined in the examination type description menu, they are displayed on this page.
A description of the inspection can be written in the description section. If there are default explanations defined in the physical / psychological examination definition menu, they are displayed in the description section, these definitions can be changed by the physician from this screen if necessary. any additional files are added
On the Tests tab; in the upper right corner ! The (Add) button selects which tests to perform. If mandatory tests are defined in the inspection type identification menu, they are displayed on this page.
A description of the inspection can be written in the description section. If there are default explanations defined in the test definition menu, they are displayed in the description section, these definitions can be changed by the physician from this screen if necessary. If any additional files are added.
Within the scope of tests, if the template is used, it is displayed in a separate tab according to the test name defined. The corresponding values for the test are defined in Excel.
On the Result tab; the result of the inspection is written according to the settings of the inspection type established in the infrastructure.
The corresponding fields are defined in the screen that opens;
Physician's Opinion: According to the results of the examination, the workplace physician defines his / her opinions about the patient.
Personnel Status: According to the results of the examination, if there is a special situation / disability in the personnel, selection is made from the relevant area. For example; can't work at height, can't work in shift jobs, like pregnant. If the staff member has a condition selected in their past examinations, this field comes with an automatic fill. When a staff member whose status has been identified is selected to assign tasks in any module of the QDMS, a yellow exclamation mark next to their name and a warning "contact your doctor/supervisor" is displayed. Thus, the staff is warned not to be assigned a job that they cannot do. For example; When a duty related to working at height is assigned to a staff member who does not have a work permit at height, a warning appears next to the name of the personnel as soon as the personnel are selected and the information that the personnel cannot be employed without the approval of the supervisor / doctor is transmitted.
Employee Status End Date: If the employee has an end date for the selected status information, it is selected from the system.
Control: If a check is required at the end of the time determined according to the results of the examination, "yes" is selected. This data is generally used in outpatient clinic examinations to check the employee by re-examining him within the scope of returning to work.
(Result Notification) button is clicked to send the result notification mail to the relevant roles specified in the e-mail settings.
1.3.Health Records
Menu Name: System Infrastructure Definitions/ BSAT/Configuration Settings/ Health Records
It is the menu used to transmit periodic inspections within the scope of occupational health to the ministry in Annex-2 format. The completed inspection record is posted on the System Infrastructure Descriptions/BSAT/ Configuration Settings/Health Records page. The record can be sent by entering the password information on the e-signature screen opened with the send button by selecting the relevant record. The refresh button on the health records screen is used to update the current status of the health record (such as incorrect registration-successful operation).
With the help of the buttons on the screen;
: The selected records are signed with an electronic signature and sent to the ministry.
: Search by filtering records.
By selecting the periodic inspections to be forwarded to the Ministry Click the "send" button. The records selected by electronically signed by the workplace physician defined in the system are transmitted to the ministry.