A Navigation Guide myohportal

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A Navigation Guide myohportal A step by step guide to navigating around the OH Referral Portal 1. Log in to www.myohportal.co.

1 A Navigation Guide myohportal A step by step guide to navigating around the OH Referral Portal 1. Log in to with your current Username, Password and 2 digits from your 6 digit PIN number 2. You will be taken to the landing page. The landing page will provide you with easy access to the services that you require and provide you with help to understand how to navigate through the portal 3. The navigation bar features 5 individual tabs 4. Each tab has an associated navigation pane to the left of every page and provides a way of navigating around the section you are in News 5. News will be used for communications, to inform you and keep you updated of future development and innovations. Tasks 6. Tasks (also available via the landing page) will provide you with access to the following: - Tasks assigned to you or sent by you to assist with the progress of a referral - Starred gives a list of tasks you have highlighted for completion immediately - Contact Us provides access to the helpdesk contact number, opening hours and a link to send a message (if this is a service requirement of your organisation) - Help provides access to support documents such as FAQs and portal user guides - Home takes you back to the home screen - My Task Report provides details of the tasks awaiting your action that are assigned to you in a tabular view - View All Referrals to search for and view any referrals you have made or you have authority to access - View Draft Referrals to search, view, complete or cancel draft referrals A Navigation Guide - nyohportal v3 1 of 2

A Navigation Guide myohportal Records 7. Records will provide you with access to referrals that you have raised or are associated with as an additional manager.

for Task, Performance & Attendance Management, Health Surveillance etc - View all referral interventions you have access to in the portal and the status of the referral - View call records (for

Reports is where portal users are able to access management information relating to referrals that they are associated with or have access to view - N.B.

2 A Navigation Guide myohportal Records 7. Records will provide you with access to referrals that you have raised or are associated with as an additional manager. Depending on your user credentials you may also be able to view other referrals that have been raised for your organisation. In Records you can - View referrals filtered by service line i.e. Fitness for Task, Performance & Attendance Management, Health Surveillance etc - View all referral interventions you have access to in the portal and the status of the referral - View call records (for specific service lines only) - View messages (if this is a service requirement of your organisation) - View users & accounts (for Account Administrators only) Reports 8. Reports is where portal users are able to access management information relating to referrals that they are associated with or have access to view - N.B. The functionality available via reports will initially be limited. Further development of the management information suite will take place following deployment Actions 9. Actions is where portal users go to initiate a new action, such as: - Advanced Employee Search - Create a New Referral for all service lines - Initiate a Medical in Confidence Request for or on behalf of an employee - Recall Referral Dashboard for easy access to recall information with options to launch a recall referral - Send a new message to the helpdesk (where this is a service requirement of your organisation) Account Settings 10. To manage your account select Profile and Settings from the drop down menu to the side of your username A Navigation Guide - nyohportal v3 2 of 2

Creating a Referral A step by guide to creating a referral for an employee. For ease this guide will focus on a Performance and Attendance Management referral. Other referral types may vary slightly.

3 Creating a Referral A step by guide to creating a referral for an employee. For ease this guide will focus on a Performance and Attendance Management referral. Other referral types may vary slightly. 1. Go to and Log in with your Username, Password and 2 digits from your 6 digit PIN number - N.B this will initially be the same User Name, password and Pin you use for Vista 2. The landing page provides you a quick link to Create a New Referral - Another way to create a new referral is to navigate to the Actions tab and then Create a New Referral 3. Select the relevant Service Line and select Next 4. Select the Service and Next 5. Search for an Employee if they have previously been referred or Next to create new employee 6. Complete the Employee Details, if creating a new employee - Fields with a Red Asterisk are Mandatory * - Easy address match enter the Postcode and select Search, then select Next - Correspondence Details are to be populated when an employee has specifically advised they would prefer referral correspondence to be sent to an alternative address 7. Employee Availability - Please note down any time in the next four weeks the employee is unavailable to attend an appointment or any time the employee should not be contacted 8. Primary Referring Manager will be pre-populated with your (referring manager) details 9. Select Yes to add an additional manager and enter the address (An additional manager can only be added to the referral if they are an existing OH portal user) 10. Absence Status - Select Referral Condition/s (as many as required) - Select Reason for Referral from the menu - If the employee is Currently Absent, you will need to enter the first day of current absence - If the employee has a Recurrent/Short Term Absence, indicate whether the employee is absent and provide details of previous absences (via individual entries in the referral form or upload a Sickness Absence Report) Creating a Referral v3 1 of 2

Creating a Referral 11. Background and History - Select the applicable Option and enter Comments (if required) 12. Select Current Duties from the options provided 13.

Other Health Related Questions - The outcome report will always include an opinion on the topics listed - Select Add Questions to add up to three additional questions to support the referral 15.

Consent - Read the Consent Criteria - Select I Agree, if you have addressed all points - Select Next 17.

previously added - Select Available Payer or create a New Payer - Select Next 18. Referral Summary - Check the referral details - Select Create Referral - Note down the Referral ID - Select Finish 19.

4 Creating a Referral 11. Background and History - Select the applicable Option and enter Comments (if required) 12. Select Current Duties from the options provided 13. Upload Documents (if required) - Select Add New Document - Select Choose File and select the file - Select Document Type and File Type 14. Other Health Related Questions - The outcome report will always include an opinion on the topics listed - Select Add Questions to add up to three additional questions to support the referral 15. Special Instructions - Select Any Special Requirements that are required to be taken into consideration 16. Consent - Read the Consent Criteria - Select I Agree, if you have addressed all points - Select Next 17. If the service is a non-core service, additional authorisation for payment will be required and Finance Details need to be provided - The Business Unit will be pre-populated from referral information previously added - Select Available Payer or create a New Payer - Select Next 18. Referral Summary - Check the referral details - Select Create Referral - Note down the Referral ID - Select Finish 19. Referral Acknowledgement Select, proceed to progress the referral 20. Online Booking will be available for the majority of customers and referral types - Select Click here to open booking request - Select Site (if a Face to Face appointment) - Select Date and Time - Select Confirm to verify booking details 21. Draft Referrals A referral can be saved as a draft at any stage The draft referral will be saved in Tasks from where it can be progressed at a later date Creating a Referral v3 2 of 2

Managing your User Account A step by step guide to Managing your OH Portal User Account Access to the portal following the deployment of myohportal 1.

You will then be asked to change your Password and Pin 4. Save the new URL to your favourites Accessing a New Account 5.

5 Managing your User Account A step by step guide to Managing your OH Portal User Account Access to the portal following the deployment of myohportal 1. All existing user accounts, passwords, Pin numbers and security information will be migrated to the upgraded referral portal 2. Upon accessing for the fist time, enter your existing Username, Password, and 2 digits from your 6 digit Pin number 3. You will then be asked to change your Password and Pin 4. Save the new URL to your favourites Accessing a New Account 5. Once a new user account has been created, an will be sent with a link to the login page as well as the username & password. Select the Hyperlink to access the login screen 6. A PIN number will be provided by the individual who has created the user account 7. Upon logging into myohportal for the first time, you will be asked to reset your password, pin and provide the answer to a security question - N.B. please save the URL to your favourites in Google Chrome Should a user need to change or reset their password 8. Select Forgot Password on the login screen 9. Insert Address on following screen and select Next 10. On the following screen, input the answer to your Security Question and select, Submit 11. The following screen will confirm that an has be sent with a link to change your password Managing your User Account v3 1 of 2

6 Managing your User Account 12. Go to the , select the link Input New Password, PIN and the answer to one of the security questions and select Submit - Your new password, pin and security question will now be saved Update and configure notifications about the progress of referrals 13. On the landing page go to My Account Record 14. Select Related Actions from the navigation panel 15. Select Update Notifications Configuration to make changes to whether optional notifications are received and to change the method of notification e.g. SMS, or SMS and Managing your User Account v3 2 of 2

A completed consent form is required to support the application. Upon receipt of the request OH Assist will send a copy of the Occupational Health record to the address specified in the request. 1.

7 Subject Access Requests A step by step guide to initiating a Medical in Confidence request for or on behalf of an employee. An employee may request a copy of their Occupational Health record either from OH Assist directly or via their employer. The employer has the ability to register the request via myohportal. A completed consent form is required to support the application. Upon receipt of the request OH Assist will send a copy of the Occupational Health record to the address specified in the request. 1. Log in to with your current Username, Password and 2 digits from your 6 digit PIN number 2. Select Actions 3. Select Initiate a New SAR Request 4. The referral type Medical in Confidence request will be pre-populated along with the date and time 5. A completed employee consent form is required to support the request. Upload the Consent Document. A link to download a consent document is available in the top right corner of the page. 6. Enter Employee Details - Fields with a Red Asterisk are Mandatory * 7. Enter Employee Address - Easy address match enter the Postcode and select Search 8. Enter Delivery Details, Contact Name and Address - You can select Same as Manager and this will ensure the Medical in Confidence documents are sent to the referring manager s work address. If the employee would like the Medical in Confidence documents sending to an alternative address, provide details of the address in the fields available 9. Upload any other supporting documents 10. Select Submit 11. Note the Request ID for future reference 12. Select, Finish to send the request Subject Access Requests v3 1 of 1

Select the Service Line of the referral you would like to track i.e. Performance & Attendance Management Referrals - N.B.

8 Tracking a Referral & Obtaining a Report A step by step guide to tracking the progress of a referral and obtaining an outcome summary report 1. Log in to with your current Username, Password and 2 digits from your 6 digit PIN number 2. Select Records 3. Select the Service Line of the referral you would like to track i.e. Performance & Attendance Management Referrals - N.B. If you do not know the referral ID or Service Line you can search for the employee via Referral Interventions under the Records Tab 4. Type the Referral ID (if known) into the search facility available and press Enter 5. The referral will be displayed 6. Select the Referral ID highlighted in blue -This will take you to the Referral Summary Screen 7. Along the top of this screen is a timeline providing a high level overview of the status of the referral 8. Specific information about scheduled appointments and referral interventions is also available 9. For a more detailed understanding of each step in the referral process, select File Notes 10. Every action related to this particular referral will be found here Tracking a Referral & Obtaining a Report v3 1 of 2

9 Tracking a Referral & Obtaining a Report 11. Each file note gives a live detailed description of every action that has taken place for that referral, including time and date of the action 12. The referring manager will receive an or SMS notification following the completion of every intervention in the referral process (if enabled and preferences stated) 13. When a report becomes available, an notification will ask the referring manager to log in to the system to view the report 14. The report will be accessible in the referral record under Documents but can also be accessed from Referral Interventions (report highlighted in blue) Tracking a Referral & Obtaining a Report v3 2 of 2

Uploading a Document to an Open Referral A step by step guide to uploading a document to an open Referral If you know the referral ID and the service line the employee was referred for: 1.

10 Uploading a Document to an Open Referral A step by step guide to uploading a document to an open Referral If you know the referral ID and the service line the employee was referred for: 1. Log in to with your current Username, Password and 2 digits from your 6 digit PIN number 2. Go to Records - Every referral you have made or are associated with can be located in records 3. Select the service line you require i.e. Performance & Attendance Management Referrals 4. Using the search facility available, type in the Referral ID and Enter or select the referral from the list presented 5. The referral will be displayed 6. Select the Referral ID highlighted in blue -N.B. this will take you to the Referral Summary Screen 7. Select Documents from the menu to the left of the screen 8. Select Manage Documents situated to the right of the screen. Select Add and Add New Document 9. Select Choose File and navigate to the document you wish to upload, then select Open - N.B. The document you wish to upload must have been previously saved with the title that you would like to see displayed in the system 10. Select Document Type from the drop down menu 11. Select Add, then Yes 12. Select Finish Uploading a Document to an Open Referral v3 1 of 2

Uploading a Document to an Open Referral If the Employee name is known but the Referral ID and Referral Type is not known: 13. Log in to www.myohportal.co.

Using the search facility available, type in the Employee Name/Referral ID and press Enter, the referral details will be displayed 17.

11 Uploading a Document to an Open Referral If the Employee name is known but the Referral ID and Referral Type is not known: 13. Log in to with your current Username, Password and 2 digits from your 6 digit PIN number 14. Select Records 15. Select Referral Interventions 16. Using the search facility available, type in the Employee Name/Referral ID and press Enter, the referral details will be displayed 17. Select Referral ID highlighted in blue - this will take you to the Referral Summary Screen 18. From the menu to the left of the screen select Documents 19. Select Manage Documents 20. Select Add, then Add New Document 21. Select Choose File, Select Document to upload, then select Open - N.B. The document you wish to upload must have been previously saved with the title that you would like to see displayed in the system 22. Select the Document Type from the drop down menu 23. Select Add, then Finish 24. The document will now be stored against the referral Uploading a Document to an Open Referral v3 2 of 2

We are just completing the final systems tests and colleagues both off and on-site are receiving and starting to try out their new equipment and services.

As we get closer to the date there will be activities that we need you to action to help prepare you for the go live. Please keep an eye out for communications from the team.

12 New Transformation Newsletter Week 2 July Days to Go Live 7 working days to go until 24 th July and the countdown has begun! Overview from the Infrastructure Programme With just one week to go, everything is starting to get very exciting. We are just completing the final systems tests and colleagues both off and on-site are receiving and starting to try out their new equipment and services. The transformation team is working closely with the Operations teams to make sure that we get everything as ready as we can before the big day. As we get closer to the date there will be activities that we need you to action to help prepare you for the go live. Please keep an eye out for communications from the team. Practitioner and remote user laptops If you are a practitioner, contractor or a remote worker and you have NOT received your laptop or spoken with the scheduling team about arranging a delivery date, please call the Scheduling team immediately. Logging on to your new laptop Please ensure that you log on to your new laptop as soon as possible so that we have the maximum amount of time to resolve any problems. Remember to use your new Node4 username (usually firstname.surname) and password when logging on to your new laptop, Jabber and VPN services. None of your old Atos passwords will work on the new equipment. If you have any difficulties logging on then please contact the Node4 service desk ( ) If you need to change your password, you must make sure that you are connected to the VPN before you do so. This will sync your new password across all the platforms. Logging on to Forticlient (VPN) You must be connected to the internet to connect to the VPN.

13 There is a shortcut for the Forticlient VPN portal on your desktop. It looks like a red shield. Click to open. Username: Firstname.Surname Password: The password you logged on with (your Windows 10 password) We are aware that some users have previously experienced an issue with logging on to the VPN. Node4 have made a technical change so please try to log on again. If you are still unable to connect, please make sure you are connected to the internet on your new machine and then contact the Node4 Service desk who will be able to resolve this for you. Which services need me to connect to the new VPN? The new IT platform has been designed to need a VPN connection as little as possible. Most of the core services only need a standard internet connection. No VPN - Just Internet , Calendar, Contacts (via Outlook or Outlook Web Access) The new MyOHPortal Backing up your OneDrive (this happens automatically) Needs a VPN Connection Cisco Contact Centre (mainly Admin and EAAs) Accessing the Shared Network drives Changing your W10 password (4 times a year) Jabber instant messaging and group chat Jabber Softphone Webex online conferencing Leavers and Joiners All new accounts have now been set up based on the staff list. If you are a manager and you have staff that leave or join between now and 31 July, please notify gail@miriventus.co.uk. There will be a BAU process for leavers and joiners that will be released to managers after golive. FAQs from the Infrastructure Programme A full list of the previous FAQs is available on BMS. Who can I call if I have a problem or questions about my new laptop? We now have a dedicated number for Node4. You can call them if you have any problems logging on or using your new machine. For issues with your old laptop please continue to call Atos. Node 4 Helpdesk: (then option 2, Option 2)

14 What if I still haven t received my new computer? Clinical practitioners and remote staff. If you have yet to receive your laptop, please contact the Node4 Service desk urgently on the above number to arrange a delivery date. Schedulers are also calling staff to ensure that they have received a machine and have logged on successfully. Sheffield Admin devices are being rolled out this week and next. Laptop users can take theirs home. Desktops will stay on site. Glasgow Admin users will receive their new devices next week Can I use my new computer for work? Not yet. You should continue to use your old Atos computer for core work activities until 24 th July as you won t be able to access Cosmas or . What CAN I do with my new computer? Make calls - The softphone and instant messaging tool Jabber is now live and can be used to make and receive calls and instant messages. Join training webinars - We will be providing training webinars between now and go-live and these will be accessed from your new device. Familiarise yourself with the Windows 10 products - We are suggesting mini-tasks each week to help users feel confident with their new laptops. See the bottom of the newsletter for this week s mini-tasks. I am being asked to activate Office 365 when I try to open Word or Excel? This is an expected behaviour whilst the Node4 team sync our new Office 365 accounts with the old Atos ones. It will disappear at go live. In the meantime, if you want to practice sending an attachment via Jabber please try using the Paint application. My new laptop is missing some software? If you are missing any other software, then please follow the following steps at some point in the next week (working hours only). 1. Identify a time where you can leave your new computer connected to the internet for at least 2 hours 2. Log onto your new computer 3. Log onto the VPN 4. Leave the computer running you can continue to use the laptop if needed. 5. A background update will be pushed out 6. When it s completed, you will receive the message You have now received the required update. You can now disconnect from VPN and shut down. Thank you 7. Log off the VPN.

15 This change means that you won t need to be connected to the VPN to receive software updates. The next time that you log onto the internet, the software should pull across automatically. (Please allow 24 hours for the changes to take affect) and you ll see it in the Recently added section of the applications menu in the Start section I wasn t able to attend the OHA practitioner training, is it too late? Whilst no further face to face sessions are scheduled, you can join one of the remaining Windows 10 and Jabber webinars (see below) or use the self-help guides on BMS. Non-clinical staff who only need the Windows 10 elements won t get face to face sessions, However, there are lots of user guides and videos on BMS and other generic materials including videos are available on the internet. Please take the time to have a look through these materials. What infrastructure training material is available? Whilst no further face to face sessions are scheduled, you can: join one of the Windows 10 and Jabber webinars (see below) use the self-help guides on BMS. Watch the recorded training session on BMS Windows 10 Webinars Remote training has been scheduled for the week commencing 17 th July to support practitioners. There is a full 1.5hr recorded webinar on the Video Introductions to Node4 Products that you can watch at your convenience and from your old laptop. Please note, you will need to have access to a new machine to be able to join a live webinar. Please laura.knaggs@ohassist.com to register for a session. Overview from the Applications Refresh Programme We are undertaking the final preparations for go live, comprising several key activities across all work streams. These include fixes to the outstanding critical and high priority defects arising from User Acceptance Testing (UAT), targeted end-to-end re-testing of core system modules, completion of automated and manual data migration loads, post migration data validation, delivery of refresher training modules, predominantly via online self-learning packages but with some classroom training too and, finally, the management of the last remaining client migration approval requirements. There is still a lot to do in a limited amount of time but we are satisfied with the current progress and will be doing everything possible to get our new system into the best possible shape for launch. Further communications about the cut over weekend plans, as well as the support provisions we are putting in place for the first few days and weeks of live operations will be shared with you shortly.

16 In the meantime, given the proximity of the go live date, we would like to take this opportunity to remind you of some of the key messages from last week's newsletter as they are relevant to all of us as we approach the big day. With all IT implementations there will be a number of critical activities that will be undertaken, over the weekend and in the background, before we go live. These will not impact you directly but will have an effect on the success of the go live timetable. At any point, one or more of these activities could go wrong or fail and hence why we do all the testing and preparation we can to ensure this is not the case. However, only when we undertake these for real will we know that everything is going according to plan. On that basis, there will be a number of things that may impact you and we have listed these below so you are aware. You need to be aware of the following: There will be no access to Vista/Cosmas/Atos from 1800hrs on the 21 st July through to 0800 on the 24 th July. If there is a deviation from this timetable, we will communicate this with you before or on Monday 24 th July before 0800 hrs. If you do not receive a communication by Monday 24 th July, you should use the new application. If you try and log onto the Vista/Cosmas/Atos application at that time you will be directed to log onto the new application as previous links or icons will no longer work. If the application has not gone live, you will be able to carry on using the Vista/Cosmas/Atos application and we will advise you of the new expected release date at that time. Hopefully this should be clear but please make sure you are familiar with the timetable and the application prior to go live. Applications Training Update With go-live almost upon us it s a great time for some additional training. During the week 17th to the 21st July there will be the opportunity for structured self-directed learning. All practitioners have had a slot booked in their diaries to carry out an assessment, working through the end to end process. All practitioners have received a diary invite containing details of how to access the training and step by step quick reference guides to follow. If further support is required, contact details are also included. All admin team leaders have received packs containing a set of comprehensive training materials for their team, including structured worksheets and practical recommendations to ensure all team members have time to develop their skills and confidence.

17 A Navigation Guide myohportal A step by step guide to navigating around the OH Referral Portal 1. Log in to with your current Username, Password and 2 digits from your 6 digit PIN number 2. You will be taken to the landing page. The landing page will provide you with easy access to the services that you require and provide you with help to understand how to navigate through the portal 3. The navigation bar features 5 individual tabs 4. Each tab has an associated navigation pane to the left of every page and provides a way of navigating around the section you are in News 5. News will be used for communications, to inform you and keep you updated of future development and innovations. Tasks 6. Tasks (also available via the landing page) will provide you with access to the following: - Tasks assigned to you or sent by you to assist with the progress of a referral - Starred gives a list of tasks you have highlighted for completion immediately - Contact Us provides access to the helpdesk contact number, opening hours and a link to send a message (if this is a service requirement of your organisation) - Help provides access to support documents such as FAQs and portal user guides - Home takes you back to the home screen - My Task Report provides details of the tasks awaiting your action that are assigned to you in a tabular view - View All Referrals to search for and view any referrals you have made or you have authority to access - View Draft Referrals to search, view, complete or cancel draft referrals A Navigation Guide - nyohportal v3 1 of 2

18 A Navigation Guide myohportal Records 7. Records will provide you with access to referrals that you have raised or are associated with as an additional manager. Depending on your user credentials you may also be able to view other referrals that have been raised for your organisation. In Records you can - View referrals filtered by service line i.e. Fitness for Task, Performance & Attendance Management, Health Surveillance etc - View all referral interventions you have access to in the portal and the status of the referral - View call records (for specific service lines only) - View messages (if this is a service requirement of your organisation) - View users & accounts (for Account Administrators only) Reports 8. Reports is where portal users are able to access management information relating to referrals that they are associated with or have access to view - N.B. The functionality available via reports will initially be limited. Further development of the management information suite will take place following deployment Actions 9. Actions is where portal users go to initiate a new action, such as: - Advanced Employee Search - Create a New Referral for all service lines - Initiate a Medical in Confidence Request for or on behalf of an employee - Recall Referral Dashboard for easy access to recall information with options to launch a recall referral - Send a new message to the helpdesk (where this is a service requirement of your organisation) Account Settings 10. To manage your account select Profile and Settings from the drop down menu to the side of your username A Navigation Guide - nyohportal v3 2 of 2

19 Creating a Referral A step by guide to creating a referral for an employee. For ease this guide will focus on a Performance and Attendance Management referral. Other referral types may vary slightly. 1. Go to and Log in with your Username, Password and 2 digits from your 6 digit PIN number - N.B this will initially be the same User Name, password and Pin you use for Vista 2. The landing page provides you a quick link to Create a New Referral - Another way to create a new referral is to navigate to the Actions tab and then Create a New Referral 3. Select the relevant Service Line and select Next 4. Select the Service and Next 5. Search for an Employee if they have previously been referred or Next to create new employee 6. Complete the Employee Details, if creating a new employee - Fields with a Red Asterisk are Mandatory * - Easy address match enter the Postcode and select Search, then select Next - Correspondence Details are to be populated when an employee has specifically advised they would prefer referral correspondence to be sent to an alternative address 7. Employee Availability - Please note down any time in the next four weeks the employee is unavailable to attend an appointment or any time the employee should not be contacted 8. Primary Referring Manager will be pre-populated with your (referring manager) details 9. Select Yes to add an additional manager and enter the address (An additional manager can only be added to the referral if they are an existing OH portal user) 10. Absence Status - Select Referral Condition/s (as many as required) - Select Reason for Referral from the menu - If the employee is Currently Absent, you will need to enter the first day of current absence - If the employee has a Recurrent/Short Term Absence, indicate whether the employee is absent and provide details of previous absences (via individual entries in the referral form or upload a Sickness Absence Report) Creating a Referral v3 1 of 2

20 Creating a Referral 11. Background and History - Select the applicable Option and enter Comments (if required) 12. Select Current Duties from the options provided 13. Upload Documents (if required) - Select Add New Document - Select Choose File and select the file - Select Document Type and File Type 14. Other Health Related Questions - The outcome report will always include an opinion on the topics listed - Select Add Questions to add up to three additional questions to support the referral 15. Special Instructions - Select Any Special Requirements that are required to be taken into consideration 16. Consent - Read the Consent Criteria - Select I Agree, if you have addressed all points - Select Next 17. If the service is a non-core service, additional authorisation for payment will be required and Finance Details need to be provided - The Business Unit will be pre-populated from referral information previously added - Select Available Payer or create a New Payer - Select Next 18. Referral Summary - Check the referral details - Select Create Referral - Note down the Referral ID - Select Finish 19. Referral Acknowledgement Select, proceed to progress the referral 20. Online Booking will be available for the majority of customers and referral types - Select Click here to open booking request - Select Site (if a Face to Face appointment) - Select Date and Time - Select Confirm to verify booking details 21. Draft Referrals A referral can be saved as a draft at any stage The draft referral will be saved in Tasks from where it can be progressed at a later date Creating a Referral v3 2 of 2

21 Managing your User Account A step by step guide to Managing your OH Portal User Account Access to the portal following the deployment of myohportal 1. All existing user accounts, passwords, Pin numbers and security information will be migrated to the upgraded referral portal 2. Upon accessing for the fist time, enter your existing Username, Password, and 2 digits from your 6 digit Pin number 3. You will then be asked to change your Password and Pin 4. Save the new URL to your favourites Accessing a New Account 5. Once a new user account has been created, an will be sent with a link to the login page as well as the username & password. Select the Hyperlink to access the login screen 6. A PIN number will be provided by the individual who has created the user account 7. Upon logging into myohportal for the first time, you will be asked to reset your password, pin and provide the answer to a security question - N.B. please save the URL to your favourites in Google Chrome Should a user need to change or reset their password 8. Select Forgot Password on the login screen 9. Insert Address on following screen and select Next 10. On the following screen, input the answer to your Security Question and select, Submit 11. The following screen will confirm that an has be sent with a link to change your password Managing your User Account v3 1 of 2

22 Managing your User Account 12. Go to the , select the link Input New Password, PIN and the answer to one of the security questions and select Submit - Your new password, pin and security question will now be saved Update and configure notifications about the progress of referrals 13. On the landing page go to My Account Record 14. Select Related Actions from the navigation panel 15. Select Update Notifications Configuration to make changes to whether optional notifications are received and to change the method of notification e.g. SMS, or SMS and Managing your User Account v3 2 of 2

23 Subject Access Requests A step by step guide to initiating a Medical in Confidence request for or on behalf of an employee. An employee may request a copy of their Occupational Health record either from OH Assist directly or via their employer. The employer has the ability to register the request via myohportal. A completed consent form is required to support the application. Upon receipt of the request OH Assist will send a copy of the Occupational Health record to the address specified in the request. 1. Log in to with your current Username, Password and 2 digits from your 6 digit PIN number 2. Select Actions 3. Select Initiate a New SAR Request 4. The referral type Medical in Confidence request will be pre-populated along with the date and time 5. A completed employee consent form is required to support the request. Upload the Consent Document. A link to download a consent document is available in the top right corner of the page. 6. Enter Employee Details - Fields with a Red Asterisk are Mandatory * 7. Enter Employee Address - Easy address match enter the Postcode and select Search 8. Enter Delivery Details, Contact Name and Address - You can select Same as Manager and this will ensure the Medical in Confidence documents are sent to the referring manager s work address. If the employee would like the Medical in Confidence documents sending to an alternative address, provide details of the address in the fields available 9. Upload any other supporting documents 10. Select Submit 11. Note the Request ID for future reference 12. Select, Finish to send the request Subject Access Requests v3 1 of 1

24 Tracking a Referral & Obtaining a Report A step by step guide to tracking the progress of a referral and obtaining an outcome summary report 1. Log in to with your current Username, Password and 2 digits from your 6 digit PIN number 2. Select Records 3. Select the Service Line of the referral you would like to track i.e. Performance & Attendance Management Referrals - N.B. If you do not know the referral ID or Service Line you can search for the employee via Referral Interventions under the Records Tab 4. Type the Referral ID (if known) into the search facility available and press Enter 5. The referral will be displayed 6. Select the Referral ID highlighted in blue -This will take you to the Referral Summary Screen 7. Along the top of this screen is a timeline providing a high level overview of the status of the referral 8. Specific information about scheduled appointments and referral interventions is also available 9. For a more detailed understanding of each step in the referral process, select File Notes 10. Every action related to this particular referral will be found here Tracking a Referral & Obtaining a Report v3 1 of 2

Tracking a Referral & Obtaining a Report 11. Each file note gives a live detailed description of every action that has taken place for that referral, including time and date of the action 12.

25 Tracking a Referral & Obtaining a Report 11. Each file note gives a live detailed description of every action that has taken place for that referral, including time and date of the action 12. The referring manager will receive an or SMS notification following the completion of every intervention in the referral process (if enabled and preferences stated) 13. When a report becomes available, an notification will ask the referring manager to log in to the system to view the report 14. The report will be accessible in the referral record under Documents but can also be accessed from Referral Interventions (report highlighted in blue) Tracking a Referral & Obtaining a Report v3 2 of 2

26 Uploading a Document to an Open Referral A step by step guide to uploading a document to an open Referral If you know the referral ID and the service line the employee was referred for: 1. Log in to with your current Username, Password and 2 digits from your 6 digit PIN number 2. Go to Records - Every referral you have made or are associated with can be located in records 3. Select the service line you require i.e. Performance & Attendance Management Referrals 4. Using the search facility available, type in the Referral ID and Enter or select the referral from the list presented 5. The referral will be displayed 6. Select the Referral ID highlighted in blue -N.B. this will take you to the Referral Summary Screen 7. Select Documents from the menu to the left of the screen 8. Select Manage Documents situated to the right of the screen. Select Add and Add New Document 9. Select Choose File and navigate to the document you wish to upload, then select Open - N.B. The document you wish to upload must have been previously saved with the title that you would like to see displayed in the system 10. Select Document Type from the drop down menu 11. Select Add, then Yes 12. Select Finish Uploading a Document to an Open Referral v3 1 of 2

27 Uploading a Document to an Open Referral If the Employee name is known but the Referral ID and Referral Type is not known: 13. Log in to with your current Username, Password and 2 digits from your 6 digit PIN number 14. Select Records 15. Select Referral Interventions 16. Using the search facility available, type in the Employee Name/Referral ID and press Enter, the referral details will be displayed 17. Select Referral ID highlighted in blue - this will take you to the Referral Summary Screen 18. From the menu to the left of the screen select Documents 19. Select Manage Documents 20. Select Add, then Add New Document 21. Select Choose File, Select Document to upload, then select Open - N.B. The document you wish to upload must have been previously saved with the title that you would like to see displayed in the system 22. Select the Document Type from the drop down menu 23. Select Add, then Finish 24. The document will now be stored against the referral Uploading a Document to an Open Referral v3 2 of 2

myohportal FAQ 07 September 2017 How do I access myohportal? How do I create an account on myohportal?

myohportal FAQ 07 September 2017 This document provides advice to managers using the new myohportal, on how to interact with OH Assist to submit OH referrals, receive reports and track progress of cases.