Record medical history

You can record a person's immunization, physical exams, and physical restrictions as part of their personnel record. You can also view a person's injury and exposure information recorded in other ESO Suite modules through the person's medical history in the PM module.

Note: You must have the full version of PM to record medical history for a person.

For information on upgrading to the full version of PM, go to https://www.eso.com/pm-demo/ and fill out the fields to request a demonstration and speak with a sales representative.

Understand how immunizations, physical types, and physical restrictions defined on the Settings screen appear as menu options in the PM module.

The immunization options you define and enable on the Settings screen, under Medical Lists > Immunizations, screen appear when you click the Immunization Type field elsewhere in the module.

Example: When adding medical information to a person's record, you may need immunization options such as Hepatitis B, Hepatitis C, Influenza H1N1, Tetanus, Tuberculosis, and so forth. Your PM module administrator must add corresponding ADL items on the Settings screen, under Medical Lists > Immunizations, for these items to appear as menu choices in the Immunization Type menu extension.

Similarly, you need to define the types of physicals your agency or department tracks for its personnel, and the list of physical restrictions an individual may have, on the Settings screen under Medical Lists > Physical Types and Physical Restrictions. These physical types and restrictions appear as menu options on a person's individual record, on the Medical page, in the Physicals section.

If no options appear, or if the menu does not have an option that meets your needs, contact your PM module administrator and ask them to add the necessary menu choices. You will need to work closely with your administrator to create and maintain these lists, as your department's needs evolve over time.

Information on creating an immunizations list is available in Build the immunizations list. Information on creating a physical types list and a physical restrictions list is available in Build the physical types list and Build the physical restrictions list, respectively.

(If you have not done so already) Access the PM or PM Basic module in the ESO Suite.

Which version of the module opens depends on whether your agency or department has purchased the PM Basic or full version of the PM module.

Do one of the following.

(If you are already working in the ESO Suite) Click the Home icon in the upper left corner of the screen.

(If you have not yet logged in) Log in to the ESO Suite.

In a web browser, go to https://www.esosuite.net/EsoSuite.

The ESO Suite login screen appears.

Enter your user name, password, and agency name, then click Let's Go.

If MFA is enabled, the Multi-factor authentication dialog box appears, displaying one or more methods you can use to verify your login credentials. The number of methods that appear in the dialog box depends on what MFA methods your ESO Suite administrators enabled in the Admin module.

Click graphics
to open them.

Information on enabling MFA and specific MFA methods is available in the Admin module online help, in Configure multiple-factor authentication.

Note: If your ESO Suite administrators have disabled MFA ("opted-out"), this dialog does not appear.

(If the Multi-factor authentication dialog box appears) Depending on which buttons appear in the dialog box, verify your login in one of the following ways.
With an authenticator application.
1. Click MFA verification via authenticator app.
  
  The dialog box updates with boxes for entering the numbers of the authentication code, and the ESO Suite sends an authentication code to the authenticator application installed on your device.
2. Open your authenticator application and note the authentication code currently displayed.
3. Enter the authentication code displayed in the authenticator application.
4. Click Log In.
With a text message (SMS ).
1. Click MFA verification via SMS.
  
  The dialog box updates with boxes for entering the numbers of the authentication code, and the ESO Suite sends an authentication code to the phone number recorded in your PM records and identified with MFA codes.
2. Enter the authentication code sent to your MFA-registered phone number.
3. Click Log In.
With an email message.
1. Click MFA verification via email.
  
  The dialog box updates with boxes for entering the numbers of the authentication code, and the ESO Suite sends an authentication code to your agency or department email address, recorded in your PM records.
2. Enter the authentication code sent to your agency or department email address.
3. Click Log In.

The ESO Suite landing screen appears.

Click graphics
to open them.

Note: If MFA is enabled, you can access and manage your MFA options through the PM module, on the Settings > Account page, as described in Manage a user account. If your agency or department has enabled MFA but has not purchased the full-featured version of the PM module, you can access your own MFA settings by clicking Change my Multi-Factor Authentication settings on the landing screen, then using the Settings > Account page that appears. If your agency has not enabled MFA, the Change my Multi-Factor Authentication settings link does not appear on the landing screen.

On the top side of the home screen, click PM.

Tip: If your screen or browser window is too narrow to display all your agency's ESO Suite module icons, an options icon appears on the right side of the icon bar. If you click the options icon, a menu appears containing additional module icons.

A list of all the personnel in the PM module appears, displayed in a grid format.

PM (full version)	PM Basic

Note: If you can access the full-featured PM module, you can view all your own information in it. The amount of information you can edit in the PM module depends on what roles and permissions your ESO Suite administrator assigned to your user account.

Information on user accounts, roles, and permissions is available in Manage a user account.

(If you have not done so already) Open the record of the person you want to work with, as described in Display, filter, and export personnel lists.

The personnel record opens and displays the page relevant to the list you were working with.
Click the Medical page.

The contents of the Medical page appear, with the Immunizations section appearing at the top.

Do any of the following.

Work with injury and exposure information for the person.

An injury is damage to the body, typically caused by accidents, falls, hits, weapons, surgical sutures, and so forth.

Exposure occurs through inhalation of airborne contaminants or through physical contact with substances. Airborne exposure results from smoke or hazardous material inhalation, which may have cancer-causing contaminants. Contact exposure results from coming into contact with blood, body fluids, feces and/or respiratory secretions that may transmit dangerous communicable diseases. Exposure results from needle sticks, eye splashes, mucous membrane exposures, non-intact skin, intact skin, and respiratory expulsions.

The PM module links to data recorded in the ESO Fire Incidents and EHR modules, and displays a summary of the injury or exposure information in the PM module. If you have the necessary permissions to view records in these modules, a link to more detailed information appears for each listing under Injuries & Exposures in the PM module

On the left, click the Injuries & Exposures bookmark.

The right side scrolls down to the Injuries & Exposures section of Medical page.
(If it the link appears) In the listing for the injury or exposure record you want to view, click Open Record.

A new browser tab opens, and the module containing the detailed data appears, set to the best place in the module to find the information.

Record physicals for the person.

A physical is a routine test in which a healthcare professional inspects, feels, or listens to different parts a person's body. A thorough physical examination covers head to toe and measures important vital signs (temperature, blood pressure, and heart rate). It also evaluates your body using observation, palpation (feeling body parts with the fingers or hands), percussion (tapping body parts with fingers, hands, or small instruments), and auscultation (listening to sounds from the heart, lungs, or other organs, typically with a stethoscope).

There are several different types of physical that a person can have, one or more of which may be required for a specific role or task the individuals in your agency or department perform, or license they hold.

Your PM module administrator can add additional physicals types your agency or department tracks.

Information on adding and modifying physical types is available in Build the physical types list.

For physicals, you can build a collection of that person's physicals records. A collection consists of the most-recent record and all the previous records for that item.

Example: If you add Annual as a type of physical to the person's record, the initial addition is the first record in their physicals collection. Each time you add another annual physical, another record is added to their annual physicals collection, creating a history for that particular physicals type.

Note: The annual physical is only listed once on the Medical page, regardless of how many records exist in the annual physicals collection.

To see all the records in the collection, you can view the collection's history. If necessary, you can edit or delete any of the individual records in a collection.

You can build and maintain a list of the various physicals the person has received.

Do any of the following.

Add a new physical.

On the left, click the Physicals bookmark.

The right side scrolls down to the Physicals section of Medical page.
On the right side of the Physicals section, click Add.

The Add Physical dialog box appears on the right, set to the General section.
Specify general information about the physical.
1. For Physical Type, click the field or the list icon to the right of the field, then select the appropriate single option from the menu that appears to select the type of physical the individual received.
2. For Exam Date and Next Due Date, click the calendar icon on the right end of the field and select the appropriate date from the calendar that appears.
  
  If a duration period was specified when the physical type was defined, then the PM module automatically calculates the next physical date, based on the duration period.
  
  Information on specifying a physical's duration period is available in Build the physical types list.
  
  If a next-due date is not calculated for you, and if you do not manually enter one, the physical does not appear in the Physicals Due report in the Personnel pages of the PM module.
3. For Results, click the field or the list icon to the right of the field, then select the appropriate single option from the menu that appears to indicate the examiner's decision on the individual's ability to work.
  
  If you choose May work with restriction, the Restrictions bookmark appears in the left pane of the dialog box, and the Restrictions section appears in the right pane.
4. (If it appears) In the Restrictions section appears, for Has been assigned the following restrictions, click the list icon to the right of the field, select all the appropriate options from the menu that appears, then click OK or click outside the menu to list the restrictions the individual has after this physical.

Identify the areas of performance tested by the physical.

On the left, click the Physical Performance bookmark.

The right side scrolls down to the Physical Performance section of the dialog box.

For any of the following fields, click Meets, Area of Improvement, or N/A to indicate whether the provider tested that item during the physical, and what the provider's determination was.

These are based on the NFPA 1580 requirements.

Performance area	Tests for
Aerobic Capacity	The ability of the heart and lungs to provide the body with oxygen for exercise.
Cardiorespiratory Endurance	How well the heart, lungs, and muscles perform during moderate to high-intensity exercise.
Body Composition	The percentage of body mass that is fat compared to muscle.
Grip Strength	The muscular strength or the maximum force/tension generated by one's forearm muscles.
Leg Strength	The amount of force the leg muscles can produce when holding a position against resistance.
Arm Strength	The amount of force the arm muscles can produce when holding a position against resistance.
Muscular Endurance	How well muscles can sustain repeated contractions against resistance for an extended period of time.
Flexibility	The ability of muscles to lengthen, or stretch, and joint range of motion.

Identify the tests and screenings performed during the medical exam.

On the left, click the Medical Exam bookmark.

The right side scrolls down to the Medical Exam section of the dialog box.

For any of the following fields, click Completed, Not Completed, or Not Required to indicate whether the provider ordered lab testing for that item, and whether the testing was performed.

These are based on the NFPA 1580 requirements.

Performance area	Tests for
Blood Analysis	The physical and chemical properties of the cells, chemicals, proteins, or other substances in the blood.
Urinalysis	The appearance, concentration and content of urine.
Pulmonary Function Test	How well the lungs are working.
Chest X-Ray (Due Every 5 Years)	The condition of the lungs, heart and chest wall.
EKG	The electrical signal from the heart to check for different heart conditions.
Infectious Disease Screening	Infections before they develop complications and before they spread disease to others.
Cancer Screening	Early signs of cancer, before symptoms appear, when cancer may be easier to treat.
Audiometric Exam	The ability to hear sounds. Sounds vary, based on their loudness (intensity) and the speed of sound wave vibrations (tone).
Vision Testing	How well you can see things up close and far away.

Add any notes relevant to the physical.
1. In the left pane, click the Notes bookmark.
  
  The right pane scrolls down to the Notes section of the dialog box.
2. In Notes, type any additional information regarding the physical.
Click Save.

The information you entered appears as a summary in the Physicals section on the Medical page.

View a physical's history.

In the listing for the physical you want to review the history for, click History.

The Physical History dialog box appears.
View the summary information under Most Recent and Previous.
(Optional) Do any of the following.
Renew the physical.
1. Under Most Recent, click Next Exam.
  
  The Renew Physical dialog box appears.
  
  Renewing a physical from the Physical History dialog box is the same as renewing it from the Medical page.
2. Under step 4, Record physicals for the person. (above), follow the directions in step b, Renew a physical, for information on completing this process.
Edit the information for a record in the physical collection.
1. In the listing for the physical record you want to edit, click Edit.
  
  The Edit Physical dialog box appears, displaying the information already specified for the physical.
2. Change the information in the fields as needed.
3. Click Save.
Delete a record from the physical collection.
1. In the listing for the physical you want to delete, click Delete.
  
  A confirmation dialog box appears.
2. Click Yes.
  Note: Deleting a record from the Previous section of the dialog box deletes only that record. However, if there is only one record in the collection and you delete that record, then the module deletes the physical listing from the Medical page.
Click Done.

Add attachments to an existing physical.

If you have already added a physical to the personnel record, but have not yet attached supporting documentation for it, a paperclip icon with a plus sign beside it appears.

If this icon appears, you can still attach electronic copies of images and documents the person has received, as part of their record collection.

In the Physicals section, to the left of the listing for the physical you want to add an attachment to, click the paperclip icon with a plus sign.

The Edit Physical dialog box appears, with the Add Attachment dialog box over it.
For File, click the paperclip () icon on the right side of the field, then use the file browser that appears to find and select the file you want to attach to the physical's record.
In Description, type a short description of the contents of the file you are attaching.
Click OK.

The module attaches the file to the personnel record, and a listing of the file appears in the Attachments section of the dialog box.

If the attachment is an image file, a thumbnail image appears on the left side of the attachment listing. If the attachment is not an image, a simple file icon appears instead. If there are multiple attachments, a simple file icon appears, with a file number label across the bottom of the icon.
(Optional) Work with the added attachments while still in the Edit Physical dialog box.

You can view the attachment itself, view information about the attachment, download it, print it, and more.

Information on working with attachments is available under Add a new physical. (above), step e, Attach any supporting documentation needed for the physical., step vi, (Optional) Work with the attachment in any of the following ways.
Click Save.

The icon image to the left of the physical's listing updates to reflect the type and/or number of the files you attached.

Work with physical attachments.

You can work with a physical's attachments even after you create the physical.

View a physical's attachments.

To the left of the physical's listing, click the attachment thumbnail icon.