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.