Oh Occupational Health and Wellbeing

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Online Pre-employment

Oh Occupational Health and Wellbeing (OH) are carrying out a service improvement project to digitalise the current paper/word document based Immunisation Screening Questionnaire (ISQ) and Health Declaration (HD) that is completed by all staff who are being recruited to a position at Cambridge University NHS Foundation Hospitals (CUH).

The online pre-employment process will be utilising the new pre-employment module capability within the patient note system used by OH called Cority. This module is called MyCority and is a new system function that gives OH the capability to provide recruiters and applicants offered positions within the Trust with a login to an online module that allows them to complete online questionnaires and send over evidence all at once.

Recruiters will create the record and send a direct link by email to an online pre-employment questionnaire for applicants to complete in MyCority. This new system capability will allow recruiters to gain real time updates on the clearance status and delay reasons of all applicants by logging into MyCority to

Support the recruitment process. The online will also supporting applicants with being able to log in and complete their questionnaire online using MyCority through their mobile phone, laptop or computer and save their progress and upload evidence.

The online questionnaire will ensure mandatory information is captured, and submitted electronically, and subject to the individual’s answers, automated clearance may be provided to eliminate manual intervention for those not needing clinical review. The online questionnaire will also help facilitate a paperless environment, process and operation. Online pre-employment questionnaires have been successfully implemented by other Occupational Health organisations to provide efficient paper free screening and OH wish to implement this module to

realise the full benefits of the Cority system to support the pre-employment process for recruitment, new starters and departments carrying out recruitment.

Benefits for applicants:

  • Applicants will be able to submit their questionnaire online through a link to the MyCority portal, instead of completing a word document and sending it to OH.
  • The ability to upload all evidence electronically within the submission of the questionnaire and save progress and return to it once evidence is gained and uploaded.
  • There will be no paper forms or emails required for the process and your record will be directly updated.
  • The possibility of auto clearance and letter sent the next day, if parameters are met, will speed up the process for those that do not need clinical screening or a health declaration discussion.
  • MyCority questionnaires will work with accessibility applications and the user can use a ‘speech to text’ app if required to fill in MyCority forms.
  • Health Declarations will now be owned by OH instead of Recruitment and Managers, meaning any Health Declaration details given will be received and discussed with OH from the start; to allow for improved confidentiality and control on what health information is disclosed to the manager and speed up the process for Health Declarations.
  • ‘Parent and Child’ questions have been built into the online questionnaire meaning that when answered correctly applicants will only have to read and answer questions needed for their role, based on their prior answer. This will reduce the time needed to complete the questionnaire compared to the current paper form where all questions are shown.

Changes to be aware of for applicants:

  • New starters will not be able to submit a questionnaire unless all mandatory fields are completed. This should help to speed up clearance as all answers will be provided in the initial submission and not missed which can often occur with the paper form.
  • New starters will need to access the questionnaire through an email link to an online portal and will need to be able to access the internet on a device such as a smart phone, laptop, computer or tablet. Those with accessibility needs will always be accommodated and we ask that you inform your recruiting manager and recruiter of any adjustments needed so we can provide an alternative method for completion if required.

Please see the guide we have created to support you in completing your online questionnaire through MyCority available here. There is also a link to the right hand side of this page to the Completing your pre-employment Occupational Health Questionnaire through MyCority guide.

Please reach out to the recruitment team if you have not received your email with your log in details and link to the system. You password will be sent in a separate email. Please check your junk email as the password and link may have been placed in junk.

If you having issues with completing your Questionnaire through MyCority please see our Frequently Asked Questions (FAQs) available below.

If you have any issues completing your questionnaire after reviewing the guidance and FAQs please reach out to the OH team. Just email: add-tr.ohhelpline@nhs.net with the subject MyCority.

Frequently Asked Questions (FAQs)

What does this change mean for managers?

What does this mean for managers?

Health Declarations will no longer be owned by Recruitment instead OH will own this aspect of the pre-employment process. The questions will now sit within the pre-employment online combined form and as such will replace the existing paper ISQ and the recruitment HD form. We will review the answers from new starters and if they disclose a health condition we will organise for an appointment to be carried out with our nursing team as soon as possible. OH will update the clearance status on Trac under OH section to keep recruitment and the manager informed. If there is the need for a health declaration discussion this will be mentioned in the comments section under the existing OH checks section instead of the separate HD section on Trac. The OH nurse will write and share an OH report with advisements and recommended adjustments to the manager as soon as possible after the appointment has occurred.

The online form will be completed through an online portal called MyCority by all new starters regardless of their role to ensure they have registered as a new starter and to access OH services. They will either receive an external or an internal pre-employment questionnaire. Those not working with or around patients that say no to the Health Declaration questions will automatically cleared to ensure there is not a delay in the clearance process for those that do not currently receive or need to complete an ISQ. All auto clearances will be checked and retracted were individuals have answered incorrectly. There will also be an audit process to mitigate any risk.

I cannot find my emails to register and complete my survey what should I do?

Please ensure you check your junk email. Your emails will be sent to you by ohhelplineNOREPLY@cority.com. You will receive one email with your password and another with your username and link to complete your questionnaire. Follow the guidance in your emails to log in and complete your questionnaire. There is also a guide available here to support you with completing your questionnaire.

I have not received one or both of my online registration emails what should I do?

Always check your junk email inbox to ensure the emails are not in there. If they are in your junk mail folder please move them to your main inbox to access the email content. If you cannot find your email after checking your junk folder please contact recruitment who will resend you your registration email.

I’ve forgotten my password for MyCority login what should I do?

If you have forgotten your email please click the forgotten password link on the MyCority login screen and carry out the actions provided to reset your password using your email. You will receive a link to reset your password. Please check your junk email folder for your password reset link. Once you have set a new password do not try to log in again to the same web page. Instead click on the questionnaire link from your original email this will take you to your questionnaire. Just use your username and newly created password. More support on how to complete your questionnaire can be found here.

I cannot remember my username, where can I find it?

Check your registration email it will have your username in it. Your username will begin with E followed by numbers for example ‘E1234’. If you cannot find your email your recruitment team will be able to provide this for you and so will the Occupational Health team.

I do not have access to a computer can I still do my questionnaire online?

You can use a smart phone, tablet, laptop or desk top to complete the form. You will need to have an email address to receive your log in details and questionnaire link. This can be a personal email and will be the one you have provided recruitment to carry out the recruitment process. You can use any device that can access the internet and any browser. If you do not have a device or internet access please speak to recruitment and your appointing manager who may be able to provide you with a device to use and access to the free visitor Wi-Fi available on site. If you do not have an email account please speak to recruitment about an alternative method to complete your questionnaire.

I have accessibility needs that mean I cannot complete online forms is there another way for me to complete the form?

Yes, there are alternative methods to help you complete your form such as through an appointment with our assurance team who can read out the questions on a telephone call or sit down with you face to face or remotely on teams. They will share the questions with you so they can be answered verbally and recorded on your record. If you need accessibility support please inform recruitment of this so arrangements can be made to follow an alternative method to the online form.

I do not have evidence of my vaccinations right now should I wait or submit my form without it?

You should wait until you obtain your evidence of screening to support with a faster screening process. If you submit without this information you will asked to provide evidence or come in for a screening appointment. You can save your progress on your answers to the online form without submitting. Once your evidence is available you can upload this as a word document, PDF or image directly onto your questionnaire and submit when you are ready to. Please note you will prompted based on your answers on whether you need to provide any evidence when completing the form, if you are asked for evidence you will not be able to submit until uploaded. Please see the guide available for here for more guidance on uploading evidence.

I have answered my questionnaire incorrectly what should I do?

If you have submitted your questionnaire with incorrect answers please contact recruitment to inform them of this, they will be able to send you the questionnaire again so you can resubmit your questionnaire with the correct answers. For data protection and confidentiality OH cannot override or edit your answers to questionnaires submitted so a new one will be required, as such we ask individual read carefully and take their time to answer the questions presented before submitting.

I have been auto cleared but it says in the clearance letter that I am only cleared for non-patient facing work or if I am an internal mover with no change to screening needs which is not the case for me what should I do?

Please note that if you have stated that you do not work with or around patients on your questionnaire that you may be auto cleared if you meet the requirements for not needing further screening such as being an internal mover with correct level of clearance. Please note if you accidently answer no to being patent facing or working with patients when in fact you should have said yes, you may get auto clearance for a non-patient facing role. Please be aware that we review all questionnaires and will be in contact with yourself and recruitment if you are in fact known to be patient facing and will ask you to submit a new questionnaire answering yes to patient facing so further screening can be given for clearance for a patient facing role.

Why do I have to complete the form when I am not patient facing?

The online pre-employment form combines the immunisation screening questionnaire used to screen staff working with or around patients and the health declaration form that legally has to be completed by all employees when they start. As such all staff complete the form but only those that work with patients or around them will be asked to complete the immunisation screening questions. The online form is also how you are registered with Occupational Health and wellbeing ensuring you have access to all the services available to you as an employee.

Why do I have to complete the form when I am an internal staff member?

Internal staff who are moving within the same organisation will receive a shorter form that mirrors the current internal mover form that was owned by recruitment. The form includes the Health declaration questions as well as employee registration details to create you an OH patient record. If you meet the parameters for not needing further screening with your answers you may be auto cleared straight away.

Why do I have to complete the paper form when my colleague is getting to complete the new online process?

We are staggering our role out of the new online process to allow for improvements and support, as such we will be implementing it in stages depending on the role you applied for and when you applied. We will be looking to roll out the online process to all areas as soon as possible.

My MyCority account is locked what should I do?

Please email add-tr.ohhelpline@nhs.net requesting your MyCority account be unlocked. The team will then unlock your account for you as soon as they are able to do so. Please make sure you know your password and if you have forgotten it please use the link on the log in page to reset and change it. Check your junk email for your reset link.

Why can I not submit my questionnaire?

When you go to submit your questionnaire if you have missed out a mandatory question you will see a red banner at the top of the screening telling you which fields have been missed.

You can then go through and complete the missing answers - the fields will also flag as red

Once you have completed the missing field they will disappear from the red banner. We recommend saving as you go along to avoid losing previous answers if you are not able to complete the questionnaire from start to finish or have distractions around you.

Once all missing fields are complete the banner will completely disappear and you will be ready to click the submit button once again.

Once you click the submit button the page will buffer. Once successfully sent a window will pop up showing success in submitting your questionnaire.

More support can be found on our page Completing your pre-employment Occupational Health Questionnaire through MyCority.