Note: This video contains some functionality which is new or no longer available in the RIW System. This includes:

• The ability to delete medical files. For more information, refer to How does a Medical Provider User delete a medical file.
• Additional Medical Information, as detailed in How does a Medical Provider record an Additional Medical Information item?

This article provides an overview of the Medical Provider User Main Dashboard in the RIW System.

Medical Provider Users (Authorised Health Professionals) can view and record rail health (medical) assessments, drug & alcohol (D&A) test results, and additional medical information for Rail Industry Workers. 

Historic results recorded by the medical provider (clinic) can also be viewed.

Medical records cannot be deleted from the RIW System by a Medical Provider User. Please refer to How does a Medical Provider User delete a medical assessment from the RIW System uploaded in error?

This instruction applies to the following user roles:

• Medical Provider User

1	Go to https://app.riw.net.au and log in using your credentials.
2	The Medical Provider User Main Dashboard will display.   The tabs, highlighted by the red box below, are menus that you can access. Each tab represents a main area of the system that you can edit or view. In the top right of the screen you will find your username, clinic name and user permission. From here you can: Record Medical Result View Medical Certificate Record Additional Medical Information View Additional Medical Information Record Drug & Alcohol (D&A) Result View Drug & Alcohol (D&A) Certificate On the My Accountmenu, you can: Update your contact details Change your password Manage colleague logins Set up the Authenticator App for two-factor authentication.
3	Clicking on the Help button on the bottom left of the screen will bring up the Resource Centre. The Resource Centre contains: A search to find relevant RIW Knowledge Centre articles How to get help A direct link to the RIW Knowledge Centre A direct link to the RIW Business Rules Links to relevant service requests (based on your permission) Video Walkthroughs Guided Walkthroughs Community of Practice Webinars and event registration

Article link:

https://support.riw.net.au/support/solutions/articles/51000153470

This article details how a Medical Provider User (Authorised Health Professional) can record a medical result in the RIW System for a RIW cardholder.

This instruction applies to the following RIW System User Roles:

• Medical Provider User

Step 1: Log in to the RIW System

Go to https://app.riw.net.au and log in to the RIW System using your Medical Provider credentials. 

Step 2: Record medical result

Click the Record Medical Result button in the Medicals shortcut box on the Main Dashboard to display the following screen:

Step 3: Search for cardholder

To search for a cardholder enter the cardholders surname, RIW number and date of birth.  

Note: All three key pieces of information must be entered correctly to access the RIW cardholders profile.

Click Search to display the cardholder details.

Step 4: Select cardholder

Highlight the cardholder and click Select to access the cardholders profile and record the medical result.

Step 5: Record medical result

When the cardholders profile displays, click on the Medicals tab on the left hand side menu, and then Record Medical Result icon.

Step 6: Record medical result details

The Record Medical Results screen will display. Enter all mandatory data fields marked with a red asterisk (*).

The cardholder’s details and name of the logged in Medical Provider User and their organisation will be automatically populated on the form, as well as today’s date for the Examination Date and the appropriate Expiry Date. This is calculated based on the age of the cardholder and on the examination date, which is detailed in our RIW Knowledge Centre article What are the medical categories and expiry calculations used in the RIW System?. If the examination date was earlier than today, it can be amended, and the auto-calculated Expiry Date will be updated accordingly.

Enter all the remaining relevant information into the appropriate fields, selecting the Type of Medical, Result and Medical Level and Colour Vision from the dropdown lists presented. Be sure to complete all the mandatory fields marked with a red asterisk (*). 

If it is appropriate to specify one or more Work Restrictions, tick the relevant checkbox(es). If Must Be Accompanied is ticked, the user will be prompted “Have you discussed with your CMO?”, which is a prompt for the AHP to contact the Chief Medical Officer to discuss if any notes needed to be included with the work restriction.

The list of Work Restrictions can be updated after submission if required by contacting the RIW Service Desk on info@riw.net.au

Add any Notes (not clinical information) by typing in the text box provided.

Supporting documentation (maximum file size 10Mb) must also be attached to the record in the following formats: PDF, JPG, JPEG or PNG.  Medical Provider Users can drag and drop the required files onto the Select Files screen, or Click to Add Files.  Click OK when all files have been added.

Note: The medical result will not be valid until an attachment has been added. Until then, any previous medical will apply when determining competency or role validity.

Note: The Medical Level selected can impact the cardholder’s competency and job role validity.

When all the information has been entered correctly, click the Save button and confirm the result, when prompted.   

The medical assessment has now been uploaded.

RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000077499

If a medical file has been uploaded in error, a Medical Provider User (Authorised Health Professional or AHP) can request deletion of the medical by submitting a Service Request on the RIW website.

This includes:

• A rail health (medical) assessment
• A drug & alcohol test result
• An Additional Medical Information item

Please go to https://www.riw.net.au/contact-us/request-a-service/ and select category & sub-category mentioned in the below screenshot:

Most items on the form are mandatory, and reason for deletion of the medical must be provided.  The request will be sent to the RIW Service Desk for action, and the requester will be advised when the medical has been deleted.

Article Link:

https://support.riw.net.au/support/solutions/articles/51000125423

The article details how a Medical Provider User (Authorised Health Professional) can record a Drug & Alcohol result in the RIW System.

A drug or alcohol result must be recorded independently.

This instruction applies to the following user roles:

• Medical Provider User

1	Go to https://app.riw.net.au and log in to the RIW System using your credentials.
2	Click on Record D&A Result.
3	On the Select Individual pop-up you will need to enter the cardholders Surname, RIW Number and Date of Birth to access the record. Click Search. Note: all three key pieces of information must be entered correctly to access the cardholder's profile. When the details appear, click on the cardholder row and click Select.
4	The cardholder's profile will display on the D&A Screenings tab. If a previous result has been recorded, you will be able to view the record. To add a new record, click on Record D&A Result.
5	The Drugs and Alcohol Results screen will display. Enter all mandatory data fields marked with a red asterisk (*). The cardholder’s details and name of the logged in Medical Provider User and their organisation will be automatically populated on the form. The Examination Date will default to today's date, which can be amended if required. Enter all the remaining relevant information into the appropriate fields, selecting the Test Type, Test Reason, Drug Test Result and Alcohol Test Result from the drop down lists presented. Be sure to complete all the mandatory fields marked with a red asterisk (*). Record any relevant Notes (not clinical information) as required. NOTE: If the Test Type is an Alcohol result, only the Alcohol Test Result should be recorded. For the Drug Test Result record No Test Required. You will then need to follow this process again to record the Drug Test Result independently.
6	Upload supporting documentation (maximum file size 10Mb) to the record in the following formats: PDF, JPG, JPEG or PNG.  Click on Select Files to begin. Drag and drop the required files onto the Select Files screen, or Click to Add Files to add them from the computer.  Click OK when all files have been added.
7	When all the information has been entered correctly, click Save  on the Drug and Alcohol Results screen and confirm you are sure to record the result by clicking OK.
8	The result will now be added to the cardholder's profile.

Article link:

https://support.riw.net.au/support/solutions/articles/51000129041

This article details how a Medical Provider User (Authorised Health Professional) can view a Drug & Alcohol (D&A certificate. D&A certificates can only be viewed using this instruction for certificates issued by the Medical Provider Clinic.

This instruction applies to the following user roles:

• Medical Provider User

1	Go to https://app.riw.net.au and log in using your credentials.
2	On the Main Dashboard, click on View D&A Certificates.
3	On the Drug and Alcohol Results screen you will find all drug and alcohol tests conducted by the Medical Provider Clinic. You will not be able to view other tests of other Rail Industry Workers. You can use the search filters to drill down the data as required. When you have located the record, click on the Rail Industry Worker and then View.
4	On the Drug and Alcohol Certificate screen, a summary view of the record is displayed. You can also click on View Files to view the original attachment, which will open in a new browser window (pop-ups must be enabled). You can Print a summary view of the record, and also View Individual, which will take you to the Rail Industry Worker's profile.

Article link:

https://support.riw.net.au/support/solutions/articles/51000313117

This article details how a Medical Provider User (Authorised Health Professional) can view a medical certificate. Medical certificates can only be viewed using this instruction for certificates issued by the Medical Provider Clinic.

This instruction applies to the following user roles:

• Medical Provider User

1	Go to https://app.riw.net.au and log in using your credentials.
2	On the Main Dashboard, click on View Medical Certificates.
3	On the Medical Results screen you will find all rail health (medical) assessments conducted by the Medical Provider Clinic. You will not be able to view other assessments of other Rail Industry Workers. You can use the search filters to drill down the data as required. When you have located the record, click on the Rail Industry Worker and then View.
4	On the Medical Certificate screen, a summary view of the medical record is displayed. You can also click on the View Files to view the original attachment, which will open in a new browser window (pop-ups must be enabled). You can Print a summary view of the record, and also View Individual, which will take you to the Rail Industry Worker's profile.

Article link:

https://support.riw.net.au/support/solutions/articles/51000129059

Medical Provider Users (Authorised Health Professionals, or AHP's) can request additional Medical Provider logins to assist in the lodging of medical results in their practice by administrative staff. These additional Medical Provider Users have the same access as a Medical Provider login.

To create an additional Medical Provider User, an AHP Management Service Request needs to be raised with the RIW Service Desk at https://www.riw.net.au/contact-us/request-a-service/ by selecting category & sub-category mentioned in the below screenshot:

PLEASE NOTE: The Service Request has to be raised by the AHP so that it can be clarified that the new login is authorised.

Before starting the Service Request, have the following information to hand:

1. Full name of the new Medical Provider User
2. Unique email address of new Medical Provider User

All fields marked with an asterisk (*) are mandatory.  Please make it clear that you are an AHP and are requesting a login for one of your staff.

Please add the full name and email address for the new login in the Comments field.

Check that all the information is correct and click Send.

The request will be processed by the RIW Service Desk and a login will be sent to the new Medical Provider User.

RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000129310

This article details the RIW System behaviour that results from a rail health (medical) assessment or drug & alcohol assessment result submitted by an Authorised Health Professional (AHP).

This instruction applies to the following user roles:

• Helpdesk
• Medical Provider User (AHP)

Medical Result

A rail health (medical) assessment result recorded as either Temporarily Unfit or Permanently Unfit may change the validity of certain competencies and/or job roles the Rail Industry Worker holds, which may impact their authority to work.

Drug & Alcohol Result

Where a drug and/or alcohol assessment is required as part of the Rail Industry Worker's rail health (medical) assessment, that is, a new assessment, change of medical category etc., the AHP can record the outcome. 

The following table shows the RIW System outcome for the result submitted by the AHP. 

If either of the separate drug and/or alcohol test results are recorded as Fail, it will affect the Rail Industry Worker's authority to work as an immediate and an automatic National Block will be imposed. 

This means the cardholder will not be able work on participating RIW Program rail networks. 

However, each network can decide independently whether the block can be lifted for their network alone. 

Random, post-incident and show cause D&A tests
These types of D&A tests are not managed via a Medical Provider (AHP) login.  Where a Network Operator conducts D&A testing under their Drug and Alcohol Management Program, any confirmed positives or failures will be managed via the RIW Program Blocks and Suspension Rules.

Breathalyser Results
For more information about how breathalyser results are treated in the RIW System, refer to How are breathalyser tests recorded in the RIW System?

Article link:

https://support.riw.net.au/support/solutions/articles/51000140060

Medical categories as recorded in the RIW System are defined below.  

Expiry dates - with the exception of category 4 health assessments - are automatically calculated by the RIW System from the cardholder’s date of birth and date of assessment, as outlined below:

Category 1 and 2 health assessments

• At time of commencement
• Up to 50 years old: 5 yearly
• If aged 45 and 46: 5 yearly
• Ages 47, 48 and 49: the expiry would be set as their 52nd birthday
• Age 50-60: every 2 years
• From age 60: renewed annually

Note: the cardholder must have a health assessment conducted within 2 years after turning 50 years of age, and within 1 year after turning 60 years of age.

Category 3 health assessments

• At time of commencement - 
• Up to 40 years old: expires on the worker's 40th birthday
• From age 40: every five years

Note: Category 3 cardholders who have had a full health assessment less than 5 years before turning 40 will have their next periodic assessment scheduled 5 years from that date.

IMPORTANT NOTE: Transport for NSW (TfNSW) requires category 3 medicals to expire every 5 years, irrespective of the cardholder’s age. Therefore, where a cardholder holds a TfNSW role, the expiration of that role will be set to 5 years from the date of the medical. This will apply to the job role, regardless of whether the medical expiry date on the worker's profile is longer or not.

Where a cardholder holds a non-TfNSW role requiring a category 3 medical and a TfNSW role, the expiration of those roles will be set based on the separate requirements; one to the National Health Standard, and one to TfNSW requirements.  

Category 4 health assessments

• These are a ‘once only’ pre-screen medical done at time of commencement;
• The expiry date of the medical is set by the doctor.

Unfit for category 1, but fit for 2 & 3 (in effect category 2)

The AHP has determined that the cardholder does not meet the requirements to fulfill a Category 1 medical, but is fit for Category 2 and 3. This could mean the cardholder may require further testing, or the cardholder could have permanent requirements that could not be met. These should be indicated on the results page. Expiry of the medical would be similar to a category 2 assessment, or pending re-evaluation as determined by the AHP.

Unfit for categories 1 and 2, but fit for 3 (in effect category 3)

The AHP has determined that the cardholder does not meet the requirements to fulfill a Category 1 or 2 medical, but is fit for category 3. This could mean the cardholder may require further testing, or the cardholder could have permanent requirements that could not be met. These should be indicated on the results page. Expiry of the medical would be similar to a category 3 assessment, or pending re-evaluation as determined by the AHP.

Unfit for categories 1, 2 & 3, but fit for work outside the Danger Zone (in effect category 4)

The AHP has determined that the cardholder does not meet the requirements to fulfill a Category 1, 2 or 3 medical, but is fit for category 4. This could mean the cardholder may require further testing, or the cardholder could have permanent requirements that could not be met. These should be indicated on the results page. Expiry of the medical would be similar to a category 4 assessment, or pending re-evaluation as determined by the AHP.

With the exception of category 4 health assessments, a calculated expiry date cannot be extended beyond the calculated date shown, however expiry dates can be reduced.

For further details, please refer to the National Business Rules regarding expiry dates of specific medical assessments here.

RIW Knowledge Centre Link:

https://support.riw.net.au/support/solutions/articles/51000129340

Cardholders may hold multiple medicals at any given time, and roles/competencies managed as per the requirements detailed in What are the medical categories and expiry calculations used in the RIW System?

For example: a cardholder can hold valid Category 1 and Category 3 Medicals simultaneously, with the respective expiry dates based on the National Standard or TfNSW’s Category 3 requirement - i.e. the expiration is independent of each other. 

However, the interaction between the medicals may be impacted upon at the next medical, for example:

• If the cardholder is due for their Category 3 Medical, and the Medical Provider (AHP) deems the cardholder as Unfit for Duty, the RIW System will treat the cardholder as unfit for both Category 1 and the Category 3 medicals.

• If the cardholder is due for their Category 1 Medical and the AHP deems the cardholder as unfit for duty for the category 1, the Category 3 medical will not be affected.

If the cardholder is due to renew their Category 1 Medical, the AHP may deem the cardholder as Unfit for Duty for the Category 1, and may record the outcome as ‘Unfit for Categories 1 and 2, but fit for 3’ (in effect Category 3). Consequently, the RIW System will treat this as a Category 3 Medical and set the new expiry date accordingly.

Work Restrictions and Multiple Medicals

Where multiple medicals are held by a cardholder, the work restrictions set by the most recent Medical Assessment will be used on the cardholder’s profile.

RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000153463

Authorised Health Professionals can now use the Health Assessment Report and Triggered Health Assessment Report when completing a Rail Safety Worker Health Assessment.  This form replaces the Part B of the Request and Report Form (Fit Slip), which is returned to the Rail Transport Operator / Employer.

The Health Assessment Report page can be used for pre-employment, periodic and change of category medical assessments.

The Triggered Health Assessment Report page can be used when a medical assessment has been triggered. It is important to note that the additional Triggered Health Assessment Report includes an important field to capture the last periodic medical, which is used to ensure the correct medical assessment expiry is set in the RIW System.

NOTE: The RIW Service Desk has been instructed to continue accepting old fit slips (Request and Report Form). After the roll-out of the National Fit Slip, all Rail Safety Worker Health Assessments must be completed on either of the above forms. TfNSW will continue to use separate forms for their employees.

RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000179809

This article describes how an Authorised Health Professional updates their email, phone, address details for their practice or clinic.

This instruction applies to the following RIW System User Roles:

• Authorised Health Professionals
  

Step 1: Raise a service request

Go to https://www.riw.net.au/contact-us/request-a-service/ and select the AHP Management category.

Step 2: Complete the form

In the drop down selection in the Request Category field, select Update.  Complete the form with your current details and make sure that your new details are clearly outlined in the Comments field.

Step 3: Submit the service request

Click the Send button on the form to submit your request.

RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000209268

The article details how a Medical Provider User (Authorised Health Professional) can record an Additional Medical Information item in the RIW System.

For more information, please refer to What is additional medical information?

This instruction applies to the following user roles:

• Medical Provider User

1	Go to https://app.riw.net.au and log in with your credentials.
2	On the main dashboard, click on Record Additional Medical Information.
3	On the Select Individual pop-up you will need to enter the cardholder's Surname, RIW Number and Date of Birth to access the record. Click Search. Note: all three key pieces of information must be entered correctly to access the cardholder's profile. When the details appear, click on the cardholder row and click Select.
4	The cardholder's profile will display on the Additional Medical Information tab. If a previous result has been recorded, you will be able to view the record. To add a new record, click on Record Additional Medical Information.
5	The Record Additional Medical Information screen will display. Enter all mandatory data fields marked with a red asterisk (*). The Rail Industry Worker details and name of the logged in Medical Provider User and their organisation will be automatically populated on the form.  You must enter: Event Record Date  Authorised Health Professional Name Type of Additional Medical Information (select from the available drop-down options) Reason (select from the available drop-down options) Expiry date (if required) Notes (if required) Upload supporting documentation (maximum file size 10Mb) to the record in the following formats: PDF, JPG, JPEG or PNG.  Click on Select Files to begin. Drag and drop the required files onto the Select Files screen, or Click to Add Files to add them from the computer.  Click OK when all files have been added. Once all details and pertinent records have been added, click Save.   A pop-up will confirm if you wish to record the additional medical information. Click OK.
6	The result will now display on the Rail Industry Worker's profile.

Article link:

https://support.riw.net.au/support/solutions/articles/51000311885

This article details how a Medical Provider User (Authorised Health Professional) can view additional medical information. This can only be viewed for certificates issued by the Medical Provider Clinic.

This instruction applies to the following user roles:

• Medical Provider User

1	Go to https://app.riw.net.au and log in using your credentials.
2	On the Main Dashboard, click on View Additional Medical Information.
3	On the Additional Medical Information screen you will find all additional medical information items entered by the Medical Provider Clinic. You will not be able to view other items of other cardholders. You can use the search filters to drill down the data as required. When you have located the record, click on the Rail Industry Worker and then View.
4	On the Additional Medical Information screen, a summary view of the record is displayed. You can also click on the View Files to view the original attachment, which will open in a new browser window (pop-ups must be enabled). You can Print a summary view of the record, and also View Individual, which will take you to the Rail Industry Worker's profile.

Article link:

https://support.riw.net.au/support/solutions/articles/51000313119