Video System Walkthrough - Authorised Health Professionals



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Overview of Medical Provider / Authorised Health Professional Main Dashboard


The Medicals home screen allows an Authorised Health Professional to view and record medical and D&A test results for cardholders. From here, medical and D&A results are recorded. Historic results recorded by the logged in user and their colleagues can also be viewed. Where a D&A result has been recorded incorrectly, a delete option is also available.


Medical certificates cannot be deleted via the RIW System. A service request to the Helpdesk has to be completed and submitted for deletion. Please refer to our RIW Knowledge Centre article How does an Authorised Health Professional delete a medical assessment from the RIW System uploaded in error?



This instruction applies to the following RIW System User Roles:

  • Medical Provider User


Step 1: Log in to the RIW System

Go to https://app.riw.net.au and login using your credentials. 


Step 2: Main dashboard

The main dashboard appears.  From here, Medical Providers Users can record or view a medical result, or record, view or delete a D&A result.



For more information, please refer to our RIW Knowledge Centre Articles:


RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000153470


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How does a Medical Provider User record a medical result?


This article details how a Medical Provider User (Authorised Health Professional) can record a medical result in the RIW System for a RIW cardholder.



This instruction applies to the following RIW System User Roles:

  • Medical Provider User


Step 1: Log in to the RIW System

Go to https://app.riw.net.au and log in to the RIW System using your Medical Provider credentials. 


 


Step 2: Record medical result

Click the Record Medical Result button in the Medicals shortcut box on the Main Dashboard to display the following screen:



Step 3: Search for cardholder

To search for a cardholder enter the cardholders surname, RIW number and date of birth.  


Note: All three key pieces of information must be entered correctly to access the RIW cardholders profile.


Click Search to display the cardholder details.



Step 4: Select cardholder

Highlight the cardholder and click Select to access the cardholders profile and record the medical result.



Step 5: Record medical result

When the cardholders profile displays, click on the Medicals tab on the left hand side menu, and then Record Medical Result icon.



Step 6: Record medical result details

The Record Medical Results screen will display. Enter all mandatory data fields marked with a red asterisk (*).


The cardholder’s details and name of the logged in Medical Provider User and their organisation will be automatically populated on the form, as well as today’s date for the Examination Date and the appropriate Expiry Date. This is calculated based on the age of the cardholder and on the examination date, which is detailed in our RIW Knowledge Centre article What are the medical categories and expiry calculations used in the RIW System?. If the examination date was earlier than today, it can be amended, and the auto-calculated Expiry Date will be updated accordingly.


Enter all the remaining relevant information into the appropriate fields, selecting the Type of Medical, Result and Medical Level and Colour Vision from the dropdown lists presented. Be sure to complete all the mandatory fields marked with a red asterisk (*). 


If it is appropriate to specify one or more Work Restrictions, tick the relevant checkbox(es). If Must Be Accompanied is ticked, the user will be prompted “Have you discussed with your CMO?”, which is a prompt for the AHP to contact the Chief Medical Officer to discuss if any notes needed to be included with the work restriction.



The list of Work Restrictions can be updated after submission if required by contacting the RIW Service Desk on info@riw.net.au


Add any Notes (not clinical information) by typing in the text box provided.


Supporting documentation (maximum file size 10Mb) must also be attached to the record in the following formats: PDF, JPG, JPEG or PNG.  Medical Provider Users can drag and drop the required files onto the Select Files screen, or Click to Add Files.  Click OK when all files have been added.



Note: The medical result will not be valid until an attachment has been added. Until then, any previous medical will apply when determining competency or role validity.


Note: The Medical Level selected can impact the cardholder’s competency and job role validity.


When all the information has been entered correctly, click the Save button and confirm the result, when prompted.   


The medical assessment has now been uploaded.



RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000077499



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How does a Medical Provider User delete a medical assessment from the RIW System uploaded in error?

If a medical assessment has been uploaded in error, then a Medical Provider User (Authorised Health Professional) can request deletion of the medical by filling in an RIW Service Request at the RIW website.


Please go to https://www.riw.net.au/contact-us/request-a-service/ and choose the AHP Request to Delete Medical File from the drop down menu.



Most items on the form are mandatory, and reason for deletion of the medical must be provided.  The request will be sent to the RIW Service Desk for action, and the requester will be advised when action has been taken.



RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000125423


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How does a Medical Provider User record a Drug & Alcohol result?


The article details how a Medical Provider User (Authorised Health Professional) can record a Drug & Alcohol result in the RIW System. 



This instruction applies to the following RIW System User Roles: 

  • Medical Provider User


Step 1: Log in to the RIW System

Go to https://app.riw.net.au and log in to the RIW System using your Medical Provider credentials. 



Step 2: Record D&A Result


Click the Record D&A Result button in the Medicals shortcut box on the Main Dashboard to display the following screen:



Step 3: Search for cardholder

To search for a cardholder, enter the cardholders surname, RIW number and date of birth


Note: all three key pieces of information must be entered correctly to access the cardholders profile.


Click search to display the cardholder details.



Step 4: Select cardholder

Highlight the cardholder and click Select to access the cardholders profile and record the drug and/or alcohol result.



Step 5: Record D&A Result

When the cardholders profile displays, click on the D&A Screenings tab on the left hand menu and then Record D&A Result icon.



Step 6: Record Drug and Alcohol result details

The Drugs and Alcohol Results screen will display. Enter all mandatory data fields marked with a red asterisk (*).



The cardholder’s details and name of the logged in Medical Provider User and their organisation will be automatically populated on the form. The Examination Date will default to today's date, which can be amended if required.


Enter all the remaining relevant information into the appropriate fields, selecting the Test Type, Test Reason, Drug Test Result and Alcohol Test Result from the dropdown lists presented. Be sure to complete all the mandatory fields marked with a red asterisk (*). Record any relevant Notes (not clinical information) as required.


Step 7: Upload documentation

Supporting documentation (maximum file size 10Mb) must also be attached to the record in the following formats: PDF, JPG, JPEG or PNG.  Click on Select Files to begin.



Note: The D&A result will not be valid until an attachment has been added. Until then, any previous D&A result will apply when determining competence or role validity.



Medical Provider Users can drag and drop the required files onto the Select Files screen, or Click to Add Files to add them from the computer.  Click OK when all files have been added.



When all the information has been entered correctly, click the Save button on the Drug and Alcohol Results screen and confirm the result, when prompted.  


The Drug and Alocohol result has now been added to the cardholders profile.


RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000129041


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How does a Medical Provider User delete a D&A result?


This article will detail how a Medical Provider User (Authorised Health Professional) can delete a D&A result.  Occasionally an incorrect D&A can be recorded that may needed to be deleted.



This instruction applies to the following RIW System User Roles: 

  • Medical Provider User


Step 1: Log in to the RIW System

Go to https://app.riw.net.au and login using your credentials. 


Step 2: Delete D&A Results

Click on the Delete D&A Results icon




Step 3: Search for cardholder

To search for a cardholder enter the cardholders surname, RIW number and date of birth.  



Note: All three key pieces of information must be entered correctly to access the RIW cardholders profile.

Click Search to display the cardholder details.



Step 4: Select cardholder

Highlight the cardholder and click Select to access the cardholders profile.



Step 5: Delete D&A result

Click on the D&A Screenings tab on the left hand side menu.  Find the D&A result to be deleted, highlight the record and click Delete.



Note: This function should be used with extreme caution. Deleting a D&A result may have an impact on the validity of a cardholders job roles and competencies, affecting their authority to work.


A confirmation pop-up will check that you wish to proceed.  Confirm the action by clicking OK.



The D&A result has now been deleted.


RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000155970




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How does a Medical Provider User view a Medical or D&A Certificate?


This article details how a Medical Provider User (Authorised Health Professional) can view a medical certificate or drug & alcohol certificate.



This instruction applies to the following RIW System User Roles: 

  • Medical Provider User


Step 1: Log in to the RIW System

Go to https://app.riw.net.au and log in using your Medical Provider credentials. 



Step 2: View Medical or D&A Certificate


 

OR



Click the View Medical Certificates or View D&A Certificates button in the Medicals shortcut box on the Main Dashboard to display the following screen:



OR



Step 3: Refine search

To search for the particular result, you are able to narrow down the search results by selecting an option in the Result or Test Type field.  You are also able to filter by adding a word in in the Filter field.  This will provide a more specific search selection.  



OR



Step 4

Double click on the required result to Select and access the Medical/D&A Certificate.



OR




RIW Knowledge Centre Article Link: 

https://support.riw.net.au/support/solutions/articles/51000129059


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How to request additional Medical Provider logins

Medical Provider Users (Authorised Health Professionals) can request additional Medical Provider logins to assist in the lodging of medical results in their practice by administrative staff. These additional Medical Provider Users have the same access as a Medical Provider login.


To create an additional Medical Provider User, a Service Request needs to be raised with the RIW Service Desk.


PLEASE NOTE: The Service Request has to be raised by the AHP so that it can be clarified that the new login is authorised.

Before starting the Service Request, have the following information to hand:

 

  1. Full Name of the new Medical Provider User
  2. Unique email address of new Medical Provider User


To raise a Service Request, go to https://www.riw.net.au/ and click on the Contact button and from the dropdown, select Service Request.




Upon launching the Service Request form, from the dropdown in the Request Category box select Other.  All fields marked with an asterisk (*) are mandatory.  Please make it clear that you are an AHP and are requesting a login for one of your staff.



Please add the full name and email address for the new login in the Comments field.




Check that all the information is correct and click Send.


Alternatively, you can also submit a service request through the RIW BOT located in the bottom right hand corner of the RIW website. You can either click on the below icon on the RIW website, or if you are already in the BOT, please click on the back arrow to return to the BOT menu.


https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51011694976/original/Koylo2sgSxhZa0Pj7AlLvR2RLfJDWtjISA.png?1611267047

 

Please choose the Service Requests menu item, enter in your contact details and then choose the Other option when prompted. Complete the request and submit for action by the RIW Service Desk.



The request will be processed by the RIW Service Desk and a login will be sent to the new Medical Provider User.



RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000129310


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What are the medical and drug & alcohol result outcomes?

The following table shows the RIW System outcome from a medical or drug & alcohol screening result selected by an Authorised Health Professional.


This instruction applies to the following RIW System User Roles: 

  • Medical Provider User
  • Helpdesk

Medical Result


Medical result selected 

Pass/Fail Outcome 

Fit for Duty Unconditional 

Fit for Duty 

Fit for Duty Conditional 

Fit for Duty 

Fit for Duty Subject to Job Modification 

Fit for Duty 

Fit for Duty Subject to Review 

Fit for Duty

Temporarily Unfit 

Not Fit for Duty

Permanently Unfit 

Not Fit for Duty 


A medical result recorded as either Temporarily Unfit or Permanently Unfit may change the validity of certain competencies and/or job roles the cardholder holds, which may impact their authority to work.


Drug & Alcohol Result

Where a drug and/or alcohol screen is required as part of the cardholder’s medical, i.e. new medical, change of medical category etc., the AHP can record the outcome. The following table shows the RIW System outcome for the selected result by the AHP. 


Drug & Alcohol Test result selectedPass / Fail Outcome
Confirmed PositiveFail
NegativePass
Test RefusalFail
No Test RequiredPass


If either of the separate drugs and/or alcohol test results are recorded as fail, it will affect the cardholder’s authority to work as an immediate and an automatic National Block will be imposed. This means the cardholder will not be able work on participating RIW program rail networks. However, each network can decide independently whether the block can be lifted for their network alone. 


Random, post-incident and show cause D&A tests

These types of D&A tests are not managed via an AHP login.  Where a Network Operator conducts D&A testing under their Drug and Alcohol Management Program, any confirmed positives or failures will be managed via the RIW Program Blocks and Suspension Rules.

RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000140060











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What are the medical categories and expiry calculations used in the RIW System?


Medical categories as recorded in the RIW System are defined below.  In regards to expiration, with the exception of category 4 health assessments, the RIW System automatically calculates the medical expiry date from the cardholder’s date of birth and examination date entered as follows:


Category 1 and 2 health assessments

  • At time of commencement;
  • then every 5 years to age 50;
  • then every 2 years to age 60;
  • Then every year.

Note: Despite anything to the contrary above, the cardholder must have a health assessment conducted within 2 years after turning 50 years of age and within 1 year after turning 60 years of age.


Category 3 health assessments

  • At time of commencement;
  • Then every 5 years from the age of 40 years.

Note: Category 3 cardholders who have had a full health assessment less than 5 years before turning 40 (e.g. for pre-employment) may have their next periodic assessment scheduled 5 years from that date.


Category 4 health assessments

  • These are a ‘once only’ pre-screen medical done at time of commencement;
  • The expiry date of the medical is set by the doctor.

 

Unfit for category 1, but fit for 2 & 3 (in effect category 2)

In this case, the AHP has determined that the cardholder does not meet the requirements to fulfil a category 1 medical, but is fit for category 2 and 3. This could mean the cardholder may require further testing, or the cardholder could have permanent requirements that could not be met. Expiry of the medical would be similar to a category 2 assessment, or pending re-evaluation as determined by the AHP.

 

Unfit for categories 1 and 2, but fit for 3 (in effect category 3)

In this case, the AHP has determined that the cardholder does not meet the requirements to fulfil a category 1 or 2 medical, but is fit for category 3. This could mean the cardholder may require further testing, or the cardholder could have permanent requirements that could not be met. Expiry of the medical would be similar to a category 3 assessment, or pending re-evaluation as determined by the AHP.

  

Unfit for categories 1, 2 & 3, but fit for work outside the Danger Zone (in effect category 4)

In this case, the AHP has determined that the cardholder does not meet the requirements to fulfil a category 1, 2 or 3 medical, but is fit for category 4. This could mean the cardholder may require further testing, or the cardholder could have permanent requirements that could not be met. Expiry of the medical would be similar to a category 4 assessment, or pending re-evaluation as determined by the AHP.

 


With the exception of category 4 health assessments, a calculated expiry date cannot be extended beyond the calculated date shown, however, it can be reduced.


IMPORTANT NOTE: Transport for NSW (TfNSW) require category 3 medicals to expire every 5 years, irrespective of the cardholder’s age. Therefore, where a cardholder holds a TfNSW role, the expiration of that role will be set to 5 years from the date of the medical.

Where a cardholder holds a non-TfNSW role requiring a category 3 medical and a TfNSW role, the expiration of those roles will be set based on the separate requirements; one to the National Health Standard and one to TfNSW requirements.  

   

For further detail, please refer to the National Business Rules regarding expiry dates of specific medical assessments here.



RIW Knowledge Centre Link:

https://support.riw.net.au/support/solutions/articles/51000129340




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How are cardholders who hold multiple medicals managed?

Cardholders may hold multiple medicals at any given time, and roles/competencies managed as per the requirements detailed in What are the medical categories and expiry calculations used in the RIW System?, i.e. a cardholder holds a valid Category 1 and Category 3 Medical with expiry dates based on the National Standard or TfNSW’s Category 3 requirement and the expiration is independent on each other. However, the interaction between the medicals may be impacted upon at the next medical, for example:

  • If the cardholder is due for their Category 3 Medical and the Medical Provider (AHP) deems the cardholder as unfit for duty, the RIW System will treat the cardholder as unfit for both Category 1 and the Category 3 medicals.
  • If the cardholder is due for their Category 1 Medical and the Medical Provider (AHP) deems the cardholder as unfit for duty for the category 1, the category 3 medical will not be affected.

If the cardholder is due for their Category 1 Medical and the Medical Provider (AHP) deems the cardholder as unfit for duty for the Category 1, the AHP can record the outcome as ‘Unfit for Categories 1 and 2, but fit for 3’ (in effect Category 3), the RIW System will treat this as a new Category 3 Medical and set the new date accordingly


Work Restrictions and Multiple Medicals

Where multiple medicals are held by a cardholder, the work restrictions set by the most recent Medical Assessment will be used on the cardholder’s profile.



RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000153463




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Where can I find the National Fit Slips (Part B) Health Assessment Report and Triggered Health Assessment Report?


Authorised Health Professionals can now use the Health Assessment Report and Triggered Health Assessment Report when completing a Rail Safety Worker Health Assessment.  This form replaces the Part B of the Request and Report Form (Fit Slip), which is returned to the Rail Transport Operator / Employer.


The Health Assessment Report can be used for pre-employment, periodic and change of category medical assessments.


The Triggered Health Assessment Report can be used when a medical assessment has been triggered. It is important to note that the additional Triggered Health Assessment Report includes an important field to capture the last periodic medical, which is used to set the correct medical assessment expiry in the RIW System.


NOTE:  The RIW Service Desk has been instructed to continue accepting old fit slips (Request and Report Form) until 31 August 2021.  After this time, all Rail Safety Worker Health Assessments must be completed on either of the above forms.  TfNSW will continue to use separate forms for their employees.



RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000179809



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