How to Set Up Surveillance Profiles

Before you set up Surveillance Profiles, please be sure to read the Surveillance Profile Overview.

If your profiles are already set up, but you want to change them in some way, see How to Change the Surveillance Profile. You do not need to read the rest of this topic if you just want to change the Profiles that are already in your software, but you should definitely read the Surveillance Profile Overview.

Surveillance Profiles may be set up at three different levels:

The Universal Surveillance Profile is a master template. If you track pretty much the same things for everybody in your organization, you should simply set up the Universal Profile and be done with it. You don't need to set up anything else.

If you you need to track different items for a single company it is possible to set up a company specific surveillance profile.

If you have one or more jobs or locations for which you track items that are different from the Universal or Company profile that is already set up, OR if you want to see a certain set or subset of items together on the same screen for a particular job class, you might want to set up a Job Surveillance Profile.

Prior to setting up any of the Profiles, you must first have all your medical codes established on the appropriate tables. Otherwise, you will not be able to add them to your lists. Please read Introduction to Using Codes and Medical Activity Codes and Results Overview if you are not familiar with codes.
If you Delete an item from a Surveillance Profile, all your data for this item is still intact: deleting from the Profile simply removes the item from the display list. You can always add it back as well (just in case you accidentally delete it!)

Surveillance Profiles are typically set up in a "cascading" manner -- that is, first you set up the Universal Profile, then the Companies, then the Job/Location Profile, so that you can copy from one to the other, if desired. The steps taken to set up the different profiles are almost identical, so read carefully!

What Do You Want To Do?

Set Up the Universal Surveillance Profile

If you set up the Universal Profile first, when you go to set up other types of profiles (Company or Job/Location), the program will give you the option of copying from the Universal Profile as a starting point. This can save you a substantial amount of time, particularly if you have a lot of different profiles to set up.

To set up your Universal Surveillance Profile, complete the steps below:

On the Home Nav Bar click Setup/Admin.
Click Clinical Setup.
Click the Universal Surveillance Profile button.
Click the tab for the list you want to create (Activities, Conditions, Wellness, Exposures.)
To add an activity, click Add.
Search for and select the item you wish to put on the profile. The [Enter Template Activity] window will appear.

Do not click the SURVEILLANCE RULES tab, to override the medical activity rules Rules that define the basis upon which the medical activity is routinely administered or repeated. For example, PPDs are repeated in some organizations based on the hire date anniversary, while other organizations base the repeat on the employee's birth date. that were established for this activity when it was initially set up on the table from which you are selecting it.

When the medical activity code was set up, rules for repeating the activity were established (assuming it is an activity that is routinely repeated, of course!). The rules established with the code setup are the defaults that the program will use unless you override them at this point. If you do override the default rules, the override on the Universal Surveillance Profile will apply to all employees. Therefore, it would be better to override the rules in the medical activity code itself, than to override the rules in the Universal Surveillance Profile: down the road, no one will remember that the rules were overridden in the Universal Surveillance Profile! Instead, you will look at the medical activity itself and will see different rules. You will then be convinced there is a bug! So, if the rules for this medical activity are not correct, change them in the medical activity setup, not on the Universal Surveillance Profile! See Medical Activity Rules for more information.

Click OK to add the item to the list. You can use the up and down arrows to move the items up or down the list.
Repeat from Step 3 to add other items.
Click Close to close the window.

Set Up A Company Profile

To set up a Company Surveillance Profile, complete the steps below:

From the Home Nav Bar, click the Company button.
Select the company for which you want to set up a profile. The program will verify which Company has been selected.
On the Home Nav Bar click Setup/Admin.
Click Clinical Setup.
Click the CompanySurveillance Profile button. The program will give you a message asking if you want to copy from the Universal Surveillance Profile.
Click Yes or No, as desired. If you click Yes, the program will copy all the items from the Universal Surveillance Profile to this Company Profile, which may take a few moments, depending on the speed of your computer.
Click the tab for the list you want to create (Activities, Conditions, Wellness, Exposures.)
To add an activity, click Add. (To alter what is already there, see How to Alter the Surveillance Profile, and stop the current process.)
Search for and select the item you wish to put on the profile. The [Enter Template Activity] window will appear.
If needed, click the SURVEILLANCE RULES tab, to override the Medical Activity Rules that were established for this activity when it was initially set up on the table from which you are selecting it.

If, when the medical activity code was set up, rules for repeating the activity were established (if it is an activity that is repeated, of course!). The rules established with the code setup are the defaults that the program will use for this Company, unless you override them at this point.
Click OK to add the item to the list. You can use the up and down arrows to move the items up or down the list.
Repeat from Step 3 to add or change other items.
Click Close to close the window.

You can only view a Company's Profile when that company is selected on the right side of the screen, as in Step 1 above.

If you want to delete a Profile, use the button marked REM to remove it.

Set Up A Job/Location Profile

To set up a Job/Location Surveillance Profile, complete the steps below:

From the Home Nav Bar, click the Company button.
Select the company for which you want to set up a profile. The program will verify which Company has been selected.
On the Home Nav Bar click Setup/Admin.
Click Clinical Setup.
Click the Job/Location Surveillance Profile button.
A locator list for job classes will appear. If you are entering a profile for a job class, select it here. Otherwise, click Close.
A locator list for department units will pop-up. If you are entering a profile for a department, select it here. Otherwise, click Close.
You may set up a profile for a job class within a department by selecting both a job class and a department, but you must select at least one of them. If you select both, this Job/Location profile will apply only to the people who are in this job class in this department. It will not be displayed for others in this job class who are in a different department.
Type an easily recognizable name for this surveillance profile into the field labeled Description and click OK.

the program will give you a message asking if you want to copy from the Universal Surveillance Profile.
Click Yes or No, as desired. If you click Yes, the program will copy all the items from the Universal Surveillance Profile to this Job/Location Profile, which may take a few moments, depending on the speed of your computer. In either case, the new surveillance profile will be displayed in the [Job/Location Surveillance Profile] window.
Click the tab for the list you want to create (Activities, Conditions, Wellness, Exposures.)
To add an activity, click Add. (If you simply want to change what is already there, see How to Alter the Surveillance Profile, and stop the current procedure.)
Search for and select the item you wish to put on the profile. The [Enter Template Activity] window will appear.
If needed, click the SURVEILLANCE RULES tab, to override the Medical Activity Rules that were established for this activity when it was initially set up on the table from which you are selecting it.

When the medical activity code was set up, rules for repeating the activity were established (if it is an activity that is repeated, of course!). The rules established with the code setup are the defaults that the program will use for this profile, unless you override them at this point.
Click OK to add the item to the list. You can use the up and down arrows to move the items up or down the list.
Repeat from Step 8 to add other items.
Click Closeto close the window.