The Medical Certificates product allows practitioners to be able to review, approve or reject medical certificates
Before you start: Setting Permissions for Medical Certificate Request
In order to action a Medical Certificate, the Action Medical Requests permission needs to be assigned to the relevant account. This is to ensure that only users who can action medical certificate requests are able to do so. All staff are able to see the Medical Certificates overview page, but only certain users can approve or reject them.
If you need to create a new user account, there is a section in Practice Admin > Logins and Permissions where you can add the email address for the new user, and they will be prompted to set up an account with your Practice on Healthengine.
To set the permission, go to Practice Admin > Logins and Permissions and find the relevant user you wish to assign the permission too. Tick the Action Medical Requests checkbox, and wait for the page to sync. Once completed, this user will have the ability to review and action Medical Certificates. We recommend that only practitioners have this permission selected.
Before you start: Notification of a new Medical Certificate Request
Practices can choose to receive an email notification anytime a new request is made.
This email preference can be managed in the Account > Notifications section of Practice Admin. Once the relevant email address is found or added, you can then set which type of notifications you wish to receive by clicking the pencil edit button, and ensuring Medical Certificates is toggled to ON.
You can reach the Medical Certificates page by either clicking the "View requests" button in the notification email, or going to Practice Admin > Medical Certificates.
Filtering for New Medical Certificate Requests
Once in the Medical Certificates page in Practice Admin, you can see all the Medical Certificate requests. In order to see pending requests, you can use the filter button to filter by status and "Not Actioned".
You can also action by practitioner if you want to see the practitioner the patient requested to review their Medical Certificate.
Viewing a New Medical Certificate Request
In order to view a Medical Certificate, you first need to select your practitioner details. This is to ensure that the approving practitioner details are correctly shown on the Medical Certificate. If you try and review a Medical Certificate request without selecting the details, you will be shown an error message
To select your practitioner details, you need to select your option from the dropdown menu to action as.
Once the option has been selected, you can then click "Review" to view the pending action.
Actioning a New Medical Certificate Request
Once you have selected "Review", a new window appears with all the relevant Medical Certificate information associated with that request. That includes patient details and their form answers.
You can also see the practitioner declaration at the bottom with your practitioner details included. You can then choose to either Reject or Approve the request. Patient details are included in this request so if you wish to contact the patient and confirm their request, you are able to do so prior to approving or rejecting the request.
The window then closes, and the status is updated to reflect the action. A record is kept of which practitioner approved which request for future reference.
If rejected, the patient is sent an email to inform them that their request has been rejected, and are told to contact the practice to make a booking.
If approved, the patient is then charged based on the payment details they entered when making the request. The Medical Certificate is only sent to a patient if the payment is taken successfully. You are only able to attempt to charge the patients card on file 3 times. If the card cannot be charged correctly, we recommend you contact the patient directly.
Viewing the history of Medical Certificate Requests
Medical Certificate Requests are retained for 4 years within Healthengine, with records kept in the PMS beyond that for your records. All the records are kept in chronological order in Practice Admin.
Your PMS and Medical Certificates
When a patients request has been approved, the patient is emailed a copy of the Medical Certificate. Healthengine also inserts a record of the Medical Certificate into your PMS (Medical Director PracSoft and Best Practice only at this stage) under the "Correspondence in" heading.