Guide For Clinics
The CMx Workmed user guide for clinics.
User Guide for Clinics
The user guide is split up into sections below. Note that as different users can have different roles, not all staff and practitioners need to read this whole guide.
The initial setup tasks are things that only need to be done once such as setting up your clinic details and staff accounts, or done occasionally such as adding clients. Completing these tasks will allow CMx Workmed's automation to take over and make routine actions a breeze.
Registering Your Clinic
To get started with CMx Workmed you must first register your clinic. This is done from the Register page and begins by asking you to create an account for yourself as the Clinic Administrator. Your account will have complete permissions to manage your clinic on CMx Workmed going forward, though this can be changed later.
Once registered, you will be sent an activation email containing a link which you must follow to activate your account. Once activated, your 30-day free trial will begin and you can get started! The very first thing to do is to fill in your clinic's details. Bookings cannot be made until the email address, phone number and street address have been added to the My Clinic page.
Note that the My Clinic page can only be accessed by user accounts with Clinic Administrator permissions. The details entered on this page are sent to each candidate booked in for medical assessments, so it is important to ensure they are correct. The clinic email address may be different to the one you used to register your own account. The best email to use is the one for your reception (for small clinics) or the person/team responsible for workplace and pre-employment medicals (for larger clinics).
User Profiles
Users can edit their own profile at any time from the My Profile page. Each user can set their display name, and can also add any appropriate medical title such as Dr or Prof. These will appear on the generated PDF reports that are given to clients where the user is the listed assessor.
Users with Clinic Administrator or Clinical Assessor permission levels can also add an electronic signature which is appended to medical reports (see the sample report to get an idea). This is achieved using a QR code, so that it can be done on a touch screen smartphone.
User Accounts & Roles
A Clinic Administrator can create new staff and practitioner accounts for users at their clinic. This is done from the My Staff page, which only administrators can access. Each user's basic details can also be edited if needed, but they can usually do this themselves from their own profile page.
When you create a new staff account, the user will be emailed a link where they can set a password and then log in. This link will expire after a few days for security. If a user does not set a password within the link's expiry window, you will need to delete and recreate their account.
There are four different roles for clinic users on CMx Workmed, each with its own set of permissions to ensure candidate privacy and data integrity:
Whether you need to use each role will depend on the size and structure of your clinic. A small clinic may wish to just give administrative permissions to all users to simplify use and share workload. Once assigned, you should ask the users to add https://cmxworkmed.com.au as a bookmark in their web browser, or add a shortcut on their desktop for easy access.
There are four different roles for clinic users on CMx Workmed, each with its own set of permissions to ensure candidate privacy and data integrity:
Clinic Administrator:
At least one administrator account is required to maintain an account on CMx Workmed. This may be the principal doctor, head receptionist, practice manager, or workplace health team member. Clinic Administrators can manage clinic user accounts, client accounts, finalise medical reports, upload extra files, and manage the clinic's CMx Workmed subscription on top of all of the other abilities in the roles below.Clinical Assessor:
Usually a doctor, a Clinical Assessor is the only role aside from an administrator who can add an electronic signature and thus complete a clinical assessment for a candidate. They will often also do the basic physical portion of a candidate checklist, and may also enter observation data in smaller clinics without nursing staff.Clinical Observer:
Usually a nurse, a Clinical Observer is able to enter clinical observations for the candidate checklist, as well as view all medical information that the candidate has submitted via the online health survey. They can also perform the basic physical, but not the final clinical assessment.Clinic Staff:
Usually a receptionist, clinic staff are the lowest permission level in CMx Workmed. They can only view basic information about a candidate such as their booking date/time, birth date, and contact details. They can check photo ID if this is required at the front desk, but cannot view any medical information.
Whether you need to use each role will depend on the size and structure of your clinic. A small clinic may wish to just give administrative permissions to all users to simplify use and share workload. Once assigned, you should ask the users to add https://cmxworkmed.com.au as a bookmark in their web browser, or add a shortcut on their desktop for easy access.
Adding a Client / Employer
Each candidate booking on CMx Workmed is assigned to a client. While there is an option to set the client to "Themself / My Clinic" for situations where the candidate or clinic has booked the medical themselves, most bookings are made by employers who wish for their (prospective) employees to undergo a medical assessment.
Each employer therefore needs a client account. To create a client account, a Clinic Administrator can go to the My Clients page. User accounts can be created with a name and email address, with each one being assigned either to an existing company or to a new company whose name can be specified.
Each employer therefore needs a client account. To create a client account, a Clinic Administrator can go to the My Clients page. User accounts can be created with a name and email address, with each one being assigned either to an existing company or to a new company whose name can be specified.
It is strongly recommended that you let the client know before creating an account for them on CMx Workmed. This is so they know to expect an email about their account creation, and understand what is going on. You may wish to link them to our Employers Quick Guide, or send them information flyer.
Once an account has been made, they will receive an email containing a link for them to set a password and log in. The clients you create will each appear as a selectable option when booking in a new candidate, so the employee-employer association is made in the system. A client will receive email notifications whenever:
Once an account has been made, they will receive an email containing a link for them to set a password and log in. The clients you create will each appear as a selectable option when booking in a new candidate, so the employee-employer association is made in the system. A client will receive email notifications whenever:
- A new medical assessment is booked for their candidate at your clinic
- An assessment is rescheduled or cancelled by your clinic
- A finalised medical report is ready for download
- Any other files uploaded by your clinic are available to download
Creating a Checklist
Every booking on CMx Workmed can involve the following processes:
Some of the above steps are optional, while some happen for every medical. Rather than specifying which parts to include for every single candidate, CMx Workmed utilises checklists which can be pre-configured and then quickly selected for suitable candidates when bookings are made.
Each checklist has a name (which your clinic users see), and a Report Title which is put on the final medical report for the client to see. While the former may be shorthand for your clinic, the latter is a formal title. The Description field is for internal clinic reference only, and is not seen by clients or candidates.
- Candidate fills in their personal details and employment history
- Candidate fills in their online health survey
- Candidate signs a declaration
- Clinic staff check the candidate's photo ID on arrival
- Clinic staff or practitioners enter observation data
- Clinic staff or practitioners enter basic physical data
- Clinic staff upload any attachments such as device readouts or test results
- A practitioner fills in the clinical assessment using all the above information
- A clinic administrator finalises the assessment for the client to download
Some of the above steps are optional, while some happen for every medical. Rather than specifying which parts to include for every single candidate, CMx Workmed utilises checklists which can be pre-configured and then quickly selected for suitable candidates when bookings are made.
Each checklist has a name (which your clinic users see), and a Report Title which is put on the final medical report for the client to see. While the former may be shorthand for your clinic, the latter is a formal title. The Description field is for internal clinic reference only, and is not seen by clients or candidates.
When creating a checklist, you can select which modules to include. Some modules such as the candidate's personal details, employment history, and declaration are included in every checklist. Other modules are optional such as the health survey, photo ID check, observations, and basic physical.
Beyond this, you can select the individual components of each module that is included. For example, you can select which individual questions to include in the health survey. You can select which specific observations you wish clinicians to complete, and you can select which tests to include in the basic physical. This allows you to create checklists which are individualised for the needs of particular clients, or just set standards for your own clinic.
Beyond this, you can select the individual components of each module that is included. For example, you can select which individual questions to include in the health survey. You can select which specific observations you wish clinicians to complete, and you can select which tests to include in the basic physical. This allows you to create checklists which are individualised for the needs of particular clients, or just set standards for your own clinic.
The always-available CMx Workmed Default Checklist contains the same default modules and components that are included when you create a new checklist to help you get started quickly. Once you have a checklist you feel is suitable, you are ready to start booking candidates in for medical assessments!
Booking a Candidate
Candidate bookings are the core of CMx Workmed . For logged-in users, the dashboard will show all current candidate bookings and where they are up to - from "just booked" to "completed and downloaded by the client". The dashboard automatically refreshes itself periodically, so it is always up to date.
When a client contacts your clinic to book in a workplace or pre-employment medical assessment, you should proceed with your usual booking routine. This may involve adding the appointment to your practice management system (eg: Best Practive, Medical Director) and assigning it to a certain clinician this way. CMx Workmed is not integrated with these systems however, so you will also want to:
To add a booking into CMx Workmed , simply head to the New Booking page and start entering their details. You will need to have added the employer previously for them to be selectable on this page.
As well as selecting the checklist you'd like to use, you can also add any particular attachments that need to be appended to this report. These may be device readouts or other reports relevant to the assessment, and will become part of this candidate's checklist. Finally, you can also add any additional notes which all staff can see on this candidate's page.
- Obtain the mobile number and date of birth of the candidate
- Add a note to the appointment in the system that this medical will be done using CMx Workmed .
- Add the candidate booking into CMx Workmed .
To add a booking into CMx Workmed , simply head to the New Booking page and start entering their details. You will need to have added the employer previously for them to be selectable on this page.
As well as selecting the checklist you'd like to use, you can also add any particular attachments that need to be appended to this report. These may be device readouts or other reports relevant to the assessment, and will become part of this candidate's checklist. Finally, you can also add any additional notes which all staff can see on this candidate's page.
Once booked, the candidate will immediately be sent an SMS (or email, if you chose that) with information about the booking. It will include the name of your medical centre, the address, phone number, plus the date and time of the booking. Importantly, it will also include a link to their online health survey with instructions to fill it in before attending the clinic.
If a client was selected, the contact(s) at that employer will also be emailed a notification advising them of the booking. If you cancel a booking, you can choose whether the candidate or client (or both) are notified, using the designated contact methods (SMS or email).
If you make a mistake with a candidate's mobile number or email, you can edit their booking and change these - a new notification will be sent to the candidate. If you change the date or time on an existing booking, the candidate and client will also be notified of the change automatically.
The Clinic Administrator can view all outgoing SMS and email communications to candidates and clients via the Comms Log page.
If a client was selected, the contact(s) at that employer will also be emailed a notification advising them of the booking. If you cancel a booking, you can choose whether the candidate or client (or both) are notified, using the designated contact methods (SMS or email).
If you make a mistake with a candidate's mobile number or email, you can edit their booking and change these - a new notification will be sent to the candidate. If you change the date or time on an existing booking, the candidate and client will also be notified of the change automatically.
The Clinic Administrator can view all outgoing SMS and email communications to candidates and clients via the Comms Log page.
Processing a Medical
Every booking on CMx Workmed can involve the following processes:
While the dashboard gives an overview of the clinic as a whole, clicking on a single booking entry will show what that booking is up to as part of the above process. Completed sections will be marked with a green tick.
- Candidate fills in their personal details and employment history
- Candidate fills in their online health survey
- Candidate signs a declaration
- Clinic staff check the candidate's photo ID on arrival
- Clinic staff or practitioners enter observation data
- Clinic staff or practitioners enter basic physical data
- Clinic staff upload any attachments such as device readouts or test results
- A practitioner fills in the clinical assessment using all the above information
- A clinic administrator finalises the assessment for the client to download
While the dashboard gives an overview of the clinic as a whole, clicking on a single booking entry will show what that booking is up to as part of the above process. Completed sections will be marked with a green tick.
Each section can be reviewed and data entered depending on the permission level of the user viewing the page. Some sections remain greyed out and unavailable until prior sections have been completed.For example, the final clinical assessment cannot be completed until all prior sections are done. One exception is the adding of attachments - this can be done later if required, to maintain flexibility.
An attachment is a single PDF file which can be uploaded, and will be automatically viewable by the assessing clinician and appended to the final report for the client to download. As well as regular attachments, each medical allows for one optional "Any Extra Paperwork" upload, for anything that might need adding - such as role descriptions from the employer.
How your clinic chooses to process a candidate's medical using the checklist is up to you, including how you assign staff and practitioners. CMx Workmed gives a wide berth for clinics to do things their way.
How your clinic chooses to process a candidate's medical using the checklist is up to you, including how you assign staff and practitioners. CMx Workmed gives a wide berth for clinics to do things their way.
Clinical Assessments
The last stage of a candidate's medical is the Clinical Assessment which is usually performed by a doctor. This section of the candidate's checklist is different from the others, in that it displays all of the prior information from the candidate's responses, observation and basic physical results, and any attachments that were added. It allows the assessor to view everything in one place for making their final assessment.
To complete an assessment, the assessor enters 3 findings after reviewing the information:
The risk level system provides clarity to the employer while reducing liability and potential complaints to the clinic. It does this by avoiding any wording that specifically identifies the candidate as being unsuitable for a role, leaving that particular decision very clearly with the employer.
To complete an assessment, the assessor enters 3 findings after reviewing the information:
- The overall degree of physical fitness for the candidate
- The overall risk level of the candidate for the work/position
- Any other final remarks (optional)
The risk level system provides clarity to the employer while reducing liability and potential complaints to the clinic. It does this by avoiding any wording that specifically identifies the candidate as being unsuitable for a role, leaving that particular decision very clearly with the employer.
Once assessed, a candidate's medical is considered "complete". At this point, the candidate's online health survey link will no longer work, so they cannot amend any of their own information. A completed medical can be amended, in case the assessor wishes to make any changes. Doing so will update the assessment date of the medical. If a different assessor makes the amendment, their electronic signature will also replace the existing one.
A completed medical assessment is now ready to be finalised by the Clinic Administrator so that it can be prepared for downloading by the client.
A completed medical assessment is now ready to be finalised by the Clinic Administrator so that it can be prepared for downloading by the client.
Finalised Reports
On the Finalisation page you can preview the final report along with any uploaded attachments. This allows you to check for any mistakes or oddities which need rectification. Once you are satisfied that all is well, you can hit the "Generate Report" button and a PDF file will be created that merges the report with any attachments.
Once the PDF report has been generated, you can view it in-browser or download a copy. You should always download and save a copy for your own records as CMx Workmed does not store these reports permanently. Note that the PDF report is "set", meaning that it cannot be edited. If anything needs changing, the report will need to be regenerated after the changes are made.
The final step in the process is to finalise the report. By pressing the Mark Report as Finalised button, the PDF will become available as a download for the client. They will be immediately emailed a notification asking them to download the file for their records.
The final step in the process is to finalise the report. By pressing the Mark Report as Finalised button, the PDF will become available as a download for the client. They will be immediately emailed a notification asking them to download the file for their records.
A finalised report cannot be changed. Observations, attachments etc. cannot be edited. If you notice anything is wrong after finalisation, you can Retract the report - this de-finalises it, and removes it from the client's download portal. Once you have made any required changes, you can re-generate the PDF and finalise the report once more.