Flight Crew Licensing Medical Users Guide

Transcription

1 EMPIC-EAP European Aviation Processing System The Standard Software for Aviation Authorities Manual Release V6.2-b, Document Date EMPIC GmbH Werner-von-Siemens-Str Erlangen Germany Phone:

2 Document Information / History Title Document Type File Name Release Document Date Status Key Words Note Manual V6.2-b released All rights reserved by EMPIC GmbH. Copying of this document and giving it to others and the use or communication of the contents thereof, are forbidden without express authority. Offenders are liable to the payment of damages. Names of companies or products mentioned in this documentation may be trademarks of the respective holder of the right. IN NO EVENT SHALL EMPIC GmbH BE LIABLE FOR ANY DIRECT, INDIRECT, INCIDENTAL, SPECIAL, EXEMPLARY, OR CONSEQUENTIAL DAMAGES (INCLUDING, BUT NOT LIMITED TO, PROCUREMENT OF SUBSTITUTE GOODS OR SERVICES; LOSS OF USE, DATA, OR PROFITS; OR BUSINESS INTERRUPTION) HOWEVER CAUSED AND ON ANY THEORY OF LIAB- ILITY, WHETHER IN CONTRACT, STRICT LIABILITY, OR TORT (INCLUDING NEGLIGENCE OR OTHERWISE) ARISING IN ANY WAY OUT OF THE USE OF ANY ADVICE GIVEN IN THIS DOCUMENTATION, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGE.

3 Table of Contents 1. Getting Started Introduction Start FCL MEDICAL Main Window General Procedures Examination of a New Applicant Examination of a Known Applicant Declare an Applicant Unfit Change the Medical Status of an Applicant Expert Examination Expert Consultation before Examination Expert Consultation during Examination Examination of a Rejected Applicant Manage Applicants Search for an Applicant Add an Examination to an Applicant Add an Expert Examination to an Applicant Add an Assessment to an Applicant Determine Required Examinations Change an Applicant's Data Add a New Applicant Delete an Applicant Refer Applicant to Specialist Grant Access to Another AME Change the Examination Content Select AME for Vacation Replacement Print Functions Application Form Work List Medical Examination Report Ophthalmology Report Otorhinolaryngology Report Attach Document to Examination Examination Viewer Read Access to Examinations of Other AMEs Check for Unfit or Suspicious Values Refer an Applicant to an Expert Examine Applicant as an Expert Print Examination Documents and Certificates Release Applicant to AMS Release as Fit or Partially Fit Release as Unfit Release after Assessment Examine a Rejected Applicant Search Applicant Data Change Password Document Folder Index iii

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5 1. Getting Started 1.1. Introduction EMPIC MEDICAL is an electronic system for documenting aeromedical examinations, enforcing the requirements of the applicable regulations. Collecting all medical data at a central place is a major issue demanded by the main authority. All participating parties are supported: AMEs, AMCs and the AMS. The goal of EMPIC MEDICAL is to help AMEs, AMCs and the AMS to work more efficiently and in accordance with the applicable regulations.various workflows are used within EMPIC MEDICAL to guide the user through examinations and evaluations. All examinations and decisions are documented using electronic forms. Paper documents can be attached to an applicant's examination by scanning or file import. Another important goal of EMPIC MEDICAL is to avoid and to detect mistakes, thus ensuring a high standard with respect to the quality of medical data. To ease the work of all participating parties, the system performs as many automatic calculations as possible and reuses already available data Start FCL MEDICAL To start the application, start the JNLP file provided to you. If the JNLP file is sent to you by as an attachment, you can save it on your hard disc and create a link on the desktop. Double-click the desktop icon to start. Figure 1.1. Start icon If you got a link to a web site click the link to start the application. In both cases the application will start downloading. If you started from a web site you may see a warning about the certificate of the web site providing the application. Because in this case EMPIC is the trustworthy provider of the certificate you can confirm the message with Yes to continue. The JAVA runtime starts. At the initial download of the application the download process is displayed. After the inital download, the application is locally cached on your PC and the download process is not necessary until a new software update is provided to you by the supplier. When the download is complete, the login window appears: 1

6 Start FCL MEDICAL Figure 1.2. Login window Enter your Username and Password and select the Language of the user interface. Click Login to log in to the application. The Change Password button directly enables you to change your password. After the login a System Messages window may appear, if the AMS has new messages for you. Figure 1.3. System Messages If a confirmation is required for an important message, click the button Mark message as read to continue. If a file or a link has been added to the Document Folder, you first have to view the attachment by clicking the Show File button before the message can be confirmed. 2

7 Main Window After the Welcome screen with the version information the main window opens with the buttons to access the different modules Main Window After starting the application, the main window is displayed. You must be given appropriate rights to access each module. Figure 1.4. Main Window Manage Applicant Application Form Work List Ophthalmology In this module the AME can administer the personal data of applicants, add new examinations to applicants, refer applicants to expert examinations and more. The current applicant enters his medical history in the application form for the aviation medical certificate either himself or assisted by the medical examiner. The work list gives an overview of all running examinations of the user currently logged in. Select an applicant from the work list to enter any examination data. The selected applicant is displayed in the main window in the Current Applicant field. In case a special ophthalmological examination is necessary, the examination data is entered in this module. 3

8 Main Window Otorhinolaryngology Decide Examination Examination Report Interim Assessment Examination Viewer Attach Document Document Folder Administration In case a special otorhinolaryngological examination is necessary, the examination data is entered in this module. The decision browser supports the national aeromedical section to review the examinations of an applicant and to declare him fit or unfit or to reject him for further examination. Here the examiner enters the results of the general medical examination for the current applicant. With the assessment workflow the medical status of an applicant can be changed, for example, to decide him temporary unfit. The examination viewer gives the examiner an overview of all examinations of the current applicant. When an examination is finished it is checked and closed here and the applicant will be released to the AMS for further decision. Using this function an examiner or his assistant can add any external documents to the applicant's examination, for example, an X-Ray. In the document folder any documents, internet links etc. can be filed, that may be of any interest for the users. In the administration module a user with administrative rights is able to manage users and their access rights, define templates, manage exchange keys for data encryption and more. Use the Logout button to exit the application, to change the user currently logged in, or to change your password. 4

9 2. General Procedures In this chapter you will find the general procedures for handling applicants in EMPIC MEDICAL. For detailed description of the single steps to perform please refer to the according sections in this manual that describe the work in the different modules. The general procedures in EMPIC MEDICAL are: Examination of a new applicant Examination of a known applicant Declaring an applicant unfit Changing the medical status of an applicant, i.e. declaring him temporarily unfit Expert examination of an applicant Examination of a rejected applicant New Applicant Registered Applicant AME Manage Applicant: New Applicant Manage Applicant: Search Applicant Extent of Examination & Authentication Number Manage Applicant: New Examination Status: blocked Added to Work List AME/Applicant Application Form AME Select from Work List Examination Report Ophthalmology Otorhinolaryngology Attach Document Medical Certificates AME Examination Viewer referral Worklist of AME 2 Medical Certificates AMS referral Decision Browser reject applicant to AME for further examination unfit fit release applicant for new examination Worklist of AME 2 Figure 2.1. Workflow 5

10 Examination of a New Applicant 2.1. Examination of a New Applicant Adding a new applicant who is unknown to the system because he is new includes the following steps: 1. Add a new applicant in the Manage Applicant module. 2. If an expert consulation is necessary before the regular examination you can first add an expert examination to the applicant in the Manage Applicant module. After the expert examination is finished, the regular examination can be added. 3. Create a new examination for the applicant. When the new examination has been saved, the applicant is automatically marked as blocked for further examinations and is added to the examiner's work list. A new examination can only be performed after the current examination has been completed. 4. Select the applicant in the Work List. 5. The applicant has to fill in the Application Form either by himself or with the examiner's assistance. 6. Fill in the medical Examination Forms. 7. Attach any additional documents if necessary. 8. Check the examination content in the Examination Viewer, print and sign the medical certificates and release the applicant to the AMS for final decision. In case an expert examination is necessary during the examination, you can refer the applicant for a sub-examination to an expert Examination of a Known Applicant If an applicant is already known to the system and returns, for example, for an extension of his medical certificate, perform the following steps: 1. If the last examination was done by another AME, he can grant you access to the previous examinations in the Manage Applicant module. 2. If an expert consultation is necessary before the regular examination you can first add an expert examination to the applicant in the Manage Applicant module. After the expert examination is finished, the regular examination can be added. 3. Search the applicant in the Manage Applicant module and add a new examination. To add a new examination, the status of the applied class must be fit. When adding a new examination, the data of the previous examination is automatically filled in by the system. 4. Select the applicant in the Work List. 5. The applicant has to fill in the Application Form either by himself or with the examiner's assistance. 6. Fill in the medical Examination Forms. 7. Attach any additional documents if necessary. 8. Check the examination content in the Examination Viewer, print and sign the medical certificates and release the applicant to the AMS for final decision. In case an expert examination is necessary during the examination, you can refer the applicant for a sub-examination to an expert. 6

11 Declare an Applicant Unfit 2.3. Declare an Applicant Unfit If an applicant is unfit for an applied class, proceed as follows: 1. Add an examination for the applicant. 2. The applicant has to fill in the Application Form. 3. In the Examination Report, fill in at least the values that are the reason for unfitness and save the form without completeness check. 4. In the Examination Viewer, print a letter of denial (optional). 5. Select the Release and Declare "unfit" option to declare the applicant unfit and to release him to the AMS for further decision Change the Medical Status of an Applicant An applicant has, for example, broken an arm. In this case he has to go to the AME for an interim assessment to attest his temporary unfitness, i.e. his medical status has to be changed. His certificate will remain untouched, but he will temporarily not be allowed to fly. Or an applicant changes from commercial to private licence, because he is (maybe because of his age) unfit for class 1, but still fit for class 2. In this case an interim assessment is performed to change his medical status for class 1 to "unfit". 1. Add a New Interim Assessment in the Manage Applicant module and search for the applicant. A new interim assessment can only be added for applicants currently not under examination and with status fit. 2. Select the applicant to open the Assessment dialogue. 3. Select the class that is affected by the changed status and save. The applicant is added to the worklist and marked with Assessment in the Remark column. 4. Select the applicant in the Work List. 5. Open the Interim Assessment in the main window to enter your recommendation for the new medical status and the next assessment date. 6. Open the Examination Viewer and release the applicant to the AMS to inform them about the changed status of the applicant. 7. Optionally, print an assessment notification. The examination is automatically closed, the applicant is removed from the work list and the AMS sees him in the Decision Browser. 8. The AMS finally decides about the medical status of the applicant. 9. When a status change is required again, for example, the applicant is fit again, he goes to the AME for a new interim assessment or an examination, respectively. A new interim assessment can only be performed by the AMS that assessed the applicant before. A new examination may be performed by any other AME. 7

12 Expert Examination 2.5. Expert Examination There are two ways to refer an applicant to an expert for a special examination: Before a regular examination During an examination Expert Consultation before Examination The applicant may consult an expert before the regular examination. In this case, proceed as follows: 1. In the Manage Applicant module select the New Expert Examination workflow. 2. Search and select the required applicant. Only applicants can be selected that are not blocked because of an examination in progress. 3. Select the applicant from the Work List. All expert examinations are marked as Expert in the Remark column. 4. Enter the data of the special examination, that is the Ophthalmology or the Otorhinolaryngology report. 5. If needed, add additional documents with the Attach Documents function. 6. Check the examination data in the Examination Viewer and close the examination when the data is complete. The examination viewer is closed, the applicant is removed from the work list and a new examination may be started Expert Consultation during Examination During an examination the responsible AME can refer the applicant to an expert as follows: 1. In the Manage Applicant module select the Refer to Specialist workflow. 2. Search and select the required applicant. Only applicants can be selected who are currently under examination (status is blocked ). 3. Select the examiner responsible for the expert examination. The applicant is added to the Work List of the expert, his entry is labelled deferred <responsible AME> in the Remark column. You may also refer an applicant to a specialist during an examination in the Examination Viewer. 4. The expert then selects the applicant from his work list and enters his examination data. 5. If needed, add additional documents with the Attach Documents function and enter the data of your special examination. 6. Check the examination data in the Examination Viewer. The special examination is displayed here as a sub-examination in the tree view. 7. When the data is complete close the sub-examination. The examination viewer is closed, the applicant will be removed from the specialist's work list and is released to the primary AME. 8

13 Examination of a Rejected Applicant 8. The originally responsible AME can now select the applicant from his Work List again, view and analyse the comments and forms of the expert. When the examination is complete, he can release the applicant to the AMS Examination of a Rejected Applicant When the AMS does not approve the applicant, they can reject the applicant to the AME/AMC for further examination. 1. Select the applicant in the Work List, he is marked as rejected. You get a copy of the previous examination forms and you can modify their data. 2. If necessary, change values in the Examination Report and enter a new recommendation for the applicant's fitness. 3. Check the examination in the Examination Viewer, print a new medical certificate, if necessary, and release the applicant to the AMS again. 9

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15 3. Manage Applicants In the Manage Applicant module different workflows are defined to: Add examinations to existing applicants Start sub-examinations, i.e. refer the applicant to an expert before a regular examination or to a specialist during a running examination Add new interim assessment to an applicant to change his medical status. Determine the required examinations for an applied class Update and Print applicant data Add new applicants Delete applicants Grant another AME access to an applicant's examination data Change the content of an examination Choose an AME for vacation replacement To open the Manage Applicant module, click the corresponding button in the main window. Select a workflow by clicking its icon in the toolbar or selecting it from the Actions menu. When the workflow has been selected, you can search for the applicant to work with. By default, the New Examination workflow is activated, as can be seen in the title bar: Figure 3.1. Manage applicants 3.1. Search for an Applicant To search for an existing applicant: 11

16 Add an Examination to an Applicant 1. First, select a workflow depending on the action you want to perform on the applicant. 2. Enter one of the search criteria in the given fields in the Search Applicant area. The search is not case-sensitive. A wildcard is automatically added to your entry, but at least two characters have to be entered. You can enter %% to search for any applicant. 3. Click Search. Figure 3.2. Search applicant All applicants matching the search criteria will be displayed in the Search Results list. If the applicant is unknown to the system, you are asked to add a new applicant. In the search result list the name, date of birth and the following information is displayed: Blocked: An applicant is marked as blocked when he is currently under examination. In this case, no new examination or assessment can be added. Licence number: All assigned licences of the applicant. Examiner: The examiner responsible for the last examination. System Ref. Number: The reference number of the applicant, automatically assigned by the system Add an Examination to an Applicant With the workflow New Examination you create a new examination for an applicant. If the applicant is already under examination (status blocked ), no further examination can be added. Note In case the applicant has been declared unfit for a class in a previous examination, you can only add a new examination for this class if you were the examining AME. Otherwise, the AMS explicitly has to release the applicant for a new examination for this class. 12

17 Add an Examination to an Applicant The available examination classes depend on the configuration in the Administration module, for example, if the EASA FCL or the Cabin Crew classes are available or not. To add an examination: 1. Select Actions New Examination or click. 2. Search for the applicant. If the applicant is not found in he system you will be asked to create a new dataset. 3. If the applicant is found in the database, double-click his entry in the search result list. The following window opens: Figure 3.3. New examination On the top you see the applicant's name and birth date. Beneath there are several tabs to enter the necessary data for different licences. 4. When a new applicant has been created, enter the personal data on the Applicant tab, at least fill in all mandatory fields indicated by an *. Note The field Extra Line for the applicant's address is only available if configured accordingly in the Administration module. The Print Language of the printed forms can be selected independently of the language of the user interface, for example, for a german AME examining a pilot from abroad. He can fill in all forms in German but print out the English forms. Here, you select the default setting for this applicant, but you can change the print language before each print action, too. 5. Select the licence tabs the applicant applied for: EASA FCL: Pilot licence EASA class 1 (commercial), class 2 (private), and LAPL according to the EASA FCL regulations. Only available if configured in the Administration module. FCL: Standard pilot licence FCL class 1 (commercial) and class 2 (private). Only available if configured in the Administration module. 13

18 Add an Examination to an Applicant National: Pilot licence according to national regulations. ATC: Air traffic control licence (class 3). SRT: The applicant is responsible for other safety-related aviation tasks. Cabin Crew: The applicant is part of the cabin crew. The available licences depend on the configuration of the system in the Administration module. An applicant may undergo the examinations for different licences at the same time. Dependent on the selected tab, the fields to be filled in slightly differ. The following describes the EASA FCL tab: Figure 3.4. Examination for EASA FCL licence 6. In the field Examination Date the current date is filled in by default. For pre- or backdating an examination, special user rights are needed. The valid period according the your rights is then displayed next to the field. 7. As Examination Category select whether this is an initial examination, a renewal (for an expired certificate), a revalidation (for a valid certificate), or an extension (not available for Cabin Crew). 8. Select the Desired Class the applicant applies for. Class 1 automatically includes Class 2 and LAPL. If you change between the classes, the required data is automatically adapted to the selection. 9. Enter the Expiry Date for each licence class if it is not an initial examination. The system will calculate expiry dates according to the 45 days rule. For example, the examination takes place on the 23rd of November, but the current certificate is still valid until 1st of December. When the pilot is within 45 days before the expiry date the system will calculate the new expiry date beginning at the valid expiry date, in this case the 1st of December. 10. If applicable, select Instrument Rating to include flying under IFR (instrument flight rules) in the licence. Class 1 automatically includes instrument rating. 14

19 Add an Examination to an Applicant 11. In case the applicant applies for Class 1 indicate whether he needs Spectacles or Contact Lenses as well as the related Refraction Error. 12. If the examination is not initial, the Last Dates of the required examinations are filled in automatically. If it is an inital examination, the date fields will be disabled. The system fills in the fields automatically for applicants with already existing examinations. 13. Select the Country where the applied licence is valid, the Licence Type and the Licence Number. If the licence number is not known, select the n/a check box. 14. Proceed with the button if you want to enter licence data for additional classes. When exiting the EASA FCL tab, the system performs some data checks. For example, if a pilot comes back only 6 month after his last examination, the system generates a message because this is only necessary if he is PAX (single pilot air transport operation with passengers). If so, you can confirm this message and the applicant will automatically be marked as PAX and get an additional (shorter) validity date on his medical certificate. His normal class 1 validity date will also be calculated. 15. When you have completed your licence entries change to the Overview tab. Figure 3.5. Overview over required examinations Here an overview over all applied licences is given. In the lower table all existent and all required examinations for the applied classes are listed. If a valid examination exists, you will be asked to use these values. In this case, the examination is marked with an * in the list and will not be marked as required. 16. If necessary, you can mark additional examinations as required in the list. If you deselect an examination you have to enter a plausible reason. 17. Click to save your entries and to add the examination. You will be asked to print the examination data. 18. Select OK to print a summary of the required examinations. On the printout, the Authentication Number of the applicant is given. The applicant needs this authentication number to log in to the system and edit his Application Form if a separate login for the application form is required according to your system settings. 15

20 Add an Expert Examination to an Applicant After the examination has been saved, the applicant is marked as blocked. The responsible examiner can now select the applicant from his Work List and perform the necessary examinations. The applicant remains blocked until all examinations have been passed and he is declared fit or unfit by the AMS. Note To reprint the scope of the examination, select Print Required Examinations from the File menu. A list with all currently blocked applicants opens, where you can select the required applicant and print his data Add an Expert Examination to an Applicant If the applicant consults an expert before the regular examination, for example, for an eyesight test, add an expert examination in the Manage Applicant module. Such an expert examination can only be added if the applicant is not blocked, i.e. he is currently not under examination. An expert examination is independent from the regular examinations, so no scope of examination will be determined. 1. Select Actions New Expert Examination or click. 2. Search for the applicant. 3. Double-click the applicant's entry in the search result list. The following window opens: Figure 3.6. Add an expert examination 4. Check the personal data and change the values, if necessary. 5. Change to the Expert Examination tab. 6. Select the Class and the Examination Category for the expert examination. A class 1 always includes class 2 (and LAPL, for EASA examinations). 16

21 Add an Assessment to an Applicant 7. Click to save your entries. 8. You will be asked whether you want to grant read access for this expert examination to another AME/AMC so he can see the data during his next regular examination. The expert examiner can now select the applicant in the Work List, enter the examination data and add documents to the examination. After the expert has finished his examination, he closes the examination in the Examination Viewer and thus releases the applicant for further examinations back to the AME Add an Assessment to an Applicant If a person is not able to fly, for example, because of a temporary illness or injury, the examiner has to attest these unfitness by an interim assessment and thus change the current medical status. The licences will stay untouched, the applicant only will not be allowed to fly during this time. In case examinations are already available for the applicant, the appropriate classes are preselected when adding an assessment. Note, that the examiner must have the rights to examine all classes the applicant has acquired. For example, if the applicant is temporarily for class 1, the AME must have the appropriate right to add a class 1 examination to perform the assessment. If the applicant already has an unfit status in any class, the AME must be authorized by the AMS to perform the assessment. An assessment can also be added for applicants that have not yet any examinations stored in the EAP MEDICAL system. In this case, no medical certificate can be printed, as no medical data is available for the applicant. 1. Select Actions New Interim Assessment or click. 2. Search for the applicant. 3. Double-click the applicant in the search result list. The Assessment dialogue opens. Figure 3.7. Add an assessment 17

22 Determine Required Examinations In case an examination alreay exists, the appropriate class is preselected. 4. Select the class the medical status has to be changed for. 5. Click to save your selection. The applicant is moved to the Work List, marked as Assessment in the Remark column. The examiner selects him in the work list and enters his status recommendation in the Interim Assessment dialogue. Afterwards, he uses the Examination Viewer to inform the AMS about the changed status of the applicant. When the illness of injury is over, the applicant will turn to the same AME again to get his fitness attested again. The AME then can either repeat the workflow described above or create a new examination for the applicant. The AME enters his conclusions in the examination viewer, and decides again about fitness or unfitness of the applicant. If he declares the temporary unfitness for ended, the AMS will be informed about the status change, and the applicant will be released again. Alternatively, another AME may be authorized by the AMS to perform a new examination or assessment to change the medical status of the applicant again Determine Required Examinations If you want to determine the required examinations for an applicant's licence without adding an examination, you can use the workflow Required Examinations : 1. Select Actions Required Examinations or click. 2. Search for the applicant. 3. Double-click the applicant in the search result list. If the applicant is already under examination, you can directly print the extent of the examination. If the applicant is currently not under examination, the Required Examinations window opens. 4. Select the Examination Categories and Classes on the corresponding tabs. The tab Overview lists all required examinations for your selection. 5. Click for a printout. 6. Click Cancel to close the window Change an Applicant's Data To change the personal data or the licences of an applicant: 1. Select Actions Update Applicant Data or click. 2. Search for the required applicant. 3. From the Search Result list, double-click the applicant. The following window opens: 18

23 Add a New Applicant Figure 3.8. Update applicant 4. Change the required personal data. The Extra Line is only available if configured in the Administration module. 5. To change the licences assigned to the applicant, click Change Licences. The following dialogue opens: Figure 3.9. Change licences 6. Change the given licences according to your needs and confirm with OK. 7. Click OK to save your changes Add a New Applicant With the workflow New Applicant you can add a new applicant without adding an examination for him. 19

24 Delete an Applicant To add a new applicant: 1. To ensure that the applicant is not added twice you may first search for the applicant in the database. 2. Select Actions New Applicant or click. The following window opens: Figure New applicant 3. Enter the basic data of the applicant in the corresponding fields, at least fill in all mandatory fields signed with an *. The Extra Line field is only available if configured in the Administration module. The Print Language of the printed forms can be selected independently of the language of the user interface, for example, for a german AME examining a pilot from abroad. He can fill in all forms in German but print out the English forms. Here, you select the default setting for this applicant, but you can change the print language before each print action, too. If you have the appropriate rights, you may mark the applicant as VIP. Applicants marked as VIPs can only be seen and edited by users having the same right. 4. Click to save your entries and add the applicant's data Delete an Applicant An applicant who has been added twice by mistake can be deleted as long as no documents or examinations are assigned to his dataset and you have the appropriate rights. In case that examinations already exist for an applicant, he can only be deleted by the AMS in the Decision Browser. To delete an applicant: 20

25 Refer Applicant to Specialist 1. Select Actions Delete Applicant or click. 2. Search for the applicant to be deleted. 3. From the Search Result list, double-click the applicant. 4. Confirm the following request with Yes. 5. In the following window, enter a Reason for the deletion of the applicant and confirm the deletion. The reason for deleting the applicant will be logged in the system Refer Applicant to Specialist If the advice of a special examiner or the AMS is needed during an examination, an applicant can be transferred to a specialist. 1. Select Actions Refer to Specialist or click. 2. Search for the applicant. 3. Double-click the applicant in the search result list. The following window opens: Figure Refer to specialist 4. Enter the reason for the transfer in the Why field. 5. Determine whether the specialist shall be permanently authorized or for a limited period only. If you want to grant temporary rights only, enter an expiration date. 6. From the list, select the specialist whom the applicant shall be referred to. 7. Confirm your entries with OK. 21

26 Grant Access to Another AME 8. In the following window, specify which examinations the specialist may access and confirm with OK. Figure Approved examinations The applicant is added to the work list of the authorized specialist who can now enter his own examination data. After the expert has finished his examination, he closes the examination in the Examination Viewer and thus releases the applicant to the AME again Grant Access to Another AME If the applicant agrees, you may grant another AME read access to the applicant's examination data. 1. Select Actions Grant Access to AME or click. 2. Search for the applicant. Only applicants in your reponsibility will be displayed in the result list. 3. Double-click the applicant in the search result list. 4. Confirm the following message with Yes. The following window appears: 22

27 Change the Examination Content Figure Grant access to another AME 5. Determine whether the AME shall be permanently authorized or for a limited period only. If you want to grant temporary rights only, enter an expiration date. 6. From the following list, select the AME who is to be authorized to access the applicant's data. 7. Click OK to save your entries Change the Examination Content As long the applicant has not been released to the AMS, you can change the content of an ongoing examination, for example, because the wrong examination class was selected. 1. Select Actions Change Examination Content or click. The Work List opens and shows all applicants currently under examination. 2. Double-click the applicant in the list. The Change Examination Content window opens, where you can change the data of the current examination. 3. Click to save your entries. Note When the examination content is changed, all examination forms are marked as incomplete and you have to save them again. This ensures that the examination class and categories and all dependent data are consistent. 23

28 Select AME for Vacation Replacement Select AME for Vacation Replacement If you are going on holiday, you have to select another AME as a temporary replacement for this time: 1. Select Actions Vacation Replacement. 2. Enter the end date of the holiday replacement in the date field. 3. Select the AME to be your substitute. 4. Click to save your selection. The selected AME gets temporary rights for all your current examinations Print Functions The Manage Applicant module offers several print functions: To print the personal data of an applicant selected in the search result list, select the File Print menu item or click. Use the File Empty Forms menu item to print blanks of the application form, the examination reports and letter forms, either on paper or in a PDF. To print the required medical examinations for an applicant, select Actions Print Required Examinations. The Work List opens where you select the required applicant. 24

29 4. Application Form The application form is the online representation of the pilot's application for the medical certificate. The filled in application form is a prerequisite for the printout of the medical certificate. There are two possibilities to access the application form: The AME may select the applicant from the Work List and open the module Application Form to fill in the form. In this case, the user right Application Form must be granted. The applicant may log in to the system via a separate login screen. He will have to enter his name and an authentication number that is stated on the list of required examinations. In this case, the applicants are granted access to the application form only. Figure 4.1. Application Form The Personal Data already saved in the system is automatically filled in. In the Licences table all licences are listed the person has applied for. Click Change Licences to add, remove, or change the licence information. If you have appropriate rights, you can click to automatically fill the Medical History and the Family History tab with default values or the values of the last examination, if existing. Note The administrator may configure the user rights in such a way that the form is automatically filled with default values when the module is started. 25

30 Go through the pages, check the preset values, change them if necessary, and fill in the fields that are still blank. If you select Yes for a medical finding, you have to enter a comment describing the finding that will be printed on the application form. Note If the lists (like countries, type of flying intended, or Aircraft presently flown ) don't have all the values you need, ask your administrator to add the required values in the Administration module. The last page lists the comments entered for the medical findings. Here you can enter an additional comment regarding the applicant. When all necessary data has been entered, save the form. If you have not entered all necessary data, a message will list the missing data. Complete the form and save again. Finally, the system will prompt you to print the form. Confirm to print the completed application form. It has to be signed by the applicant and the responsible AME. 26

31 5. Work List To open the Work List click the appropriate button in the main window. All applicants who are currently under your examination are listed here. An applicant is displayed in the work list until he is released to the AMS for final decision. Figure 5.1. Work List The following information is given in the columns of the work list: Examination Date states the date of the current examination. In the Remark column further information on the applicant is given, for example, if the applicant is currently under assessment, undergoing an expert examination, or has been rejected by the AMS. Click to get additional information on a rejection or referral. Complete name and birth date of the applicant. If a comment of the AMS is attached, the applicant's surname is displayed in bold red. Click to view the AMS comment. The Responsible AME for the applicant. In an aeromedical center with many AMEs working as Local Users, the Working AME may differ from the Responsible AME. The Referral field shows a red exclamation mark if the applicant has been transferred to a medical specialist for particular examinations. The applied Class and examination type (e.g. initial, renewal, etc.). The Licence Numbers applied for. Before you enter an applicant's data (for example, fill in the application or any examination form) you have to select the applicant from the work list. While working on an applicant, he is displayed in the Current Applicant field on the main window. Select an applicant from the list Double-click an applicant's entry or select him in the list and click him. in order to start working on Update the work list To retrieve the latest data from the database, click or select File Update from the menu. 27

32 Display detail information If an applicant has been referred to an expert, rejected, or has an AMS comment assigned, you can display detailed information on his status by clicking or selecting File Display Additional Information from the menu. Change the responsible or working AME If you are working in an aeromedical center with many AMEs, you can change the responsible and the working AME by clicking or selecting File Change responsible/working AME from the menu. As responsible AME only those AMEs can be selected that are marked as responsible AME in the Administration module. Print the examination content To print the content of the current examination of the selected applicant select File Print Required Examinations. Change the examination content To change the content of the current examination select File Change Examination Content or click. and proceed as described for the Manage Applicant module. Delete an examination An examination which has been added by mistake can be deleted if you have the appropriate rights. Select the applicant in the list and select File Delete Examination or click. An examination can only be deleted if the applicant is not marked as referred, rejected or temporarily unfit. You always have to specify a reason for deleting an examination. The applicant's dataset and his previous examination data will not be deleted. 28

33 6. Medical Examination Report The medical examination report is the online representation of the corresponding official form. To open the medical examination report, first select the appropriate applicant from the Work List and then click Examination Report in the main window. Prefilled values Figure 6.1. Medical Examination Report To import the default values or the available values of the last examination click. All preset values can be changed manually. In case the previous examination was of a higher class than the current one (e.g. first a class 2, then a LAPL), all items of the previous examination are preloaded. Default values can only be imported once to prevent overriding changed values. Note The administrator may configure the user rights in such a way that the form is automatically filled with default values when the module is started. Entering examination data If you enter any implausible values, the system will block the corresponding field and display a range of plausible values. The limits for the examination values are centrally defined by the AMS. 29

34 Enter the basic physical data on the Applicant Data tab. The body mass index is calculated automatically from Height and Weight. The list entries for Eye Colour and Hair Colour are predefined in the Administration module. Ask your administrator to add more entries you may need. On the Clinical Examination tab, the AME enters the results of the medical examination. By default, the examination scope required by the selected licence class is activated. Just activate any additional examination results by selecting the appropriate check boxes (or deactivate not required ones), if required. If a finding is Abnormal or a suspicious value is entered, you have to enter a comment in a separate window. All comments are summarized in a table below the examination data. You can double-click an entry in the table to edit it or just click the Abnormal radio button again. Figure 6.2. Clinical Examination If an external Ophthalmology examination has been performed, click to inherit the findings on the Visual Acuity tab. If no specialist examination was performed, enter the required data manually. If spectacles (232) or contact lenses (233) are necessary, additional fields for the Refraction can be filled in. In addition, select the type of required glasses. If an external Otorhinolaryngology examination has been performed, click to inherit the findings on the Hearing tab. If no specialist examination was performed, enter the required data manually. Click on the tab to print a graphical audiogram of the hearing level values if needed. 30

35 On the Accompanying Reports tab the extent of the examination is automatically calculated according to the applicant's settings.you can activate any additionally needed examinations, but you cannot deactivate a required examination. A comment has to be entered for any abnormal value. On the Limitations, conditions and variations tab, the limitations according to the examination class can be selected. If other limitations are recommended, please make a note for the AMS in the Explanation fields for each applied class. The AMS can then activate those limitations when they make their decision. Enter your Recommendation for declaring the applicant fit or unfit for each class he has applied for. In case of an unfit recommendation, you have to select the corresponding regulation paragraph. These unfit paragraphs are defined per class in the Administration module. Possible combinations are automatically checked by the system: For example, a pilot can apply for class 1, but he is only fit for class 2. Then the certificate is issued for class 2, and the pilot is declared unfit for class 1. In the Issued column, select if the medical certificate for a fit class will be issued or not. In the Comments, restrictions, limitations table the comments on abnormal values of the accompanying reports are listed. Double-click an entry to edit it. Saving examination data If you want to save an incomplete examination form (for example, if the applicant is unfit you enter only the unfit values), you can click to save the form without completeness check. The form will be closed. When the applicant is selected in the work list again, the partially filled in examination report is reopened. When your entries are complete, click to save the examination. If any values are missing, an appropriate message will open, prompting you to fill in the missing data. The cursor is automatically positioned in a blank field. After saving the completed form, you will be asked to print it. Confirm to print the examination report. Sign and stamp the document to finish your examination. If you reopen a completed examination, you can use the icon to reprint the examination report. Display value history To monitor the trend of specific values over your last examinations, click the Show varying values icon. 31

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37 7. Ophthalmology Report The ophthalmology examination report is the online representation of the corresponding official form. To open the ophthalmology examination report, first select an applicant from the Work List and then click the button Ophthalmology on the main window. Preset values Figure 7.1. Ophthalmology Examination Report The applicant's personal data is automatically filled in and cannot be modified here. Click to import the default values or the values of the last examination. All preset values can be changed manually. Default values can be imported only once to prevent overriding changed values. Note The administrator may configure the user rights in such a way that the form is automatically filled with default values when the module is started. Entering examination data If you enter any implausible values, the system will block the corresponding field and display a range of plausible values. The limits for the examination values are centrally defined by the AMS. 33

38 Save examination data If you want to save an incomplete examination form (for example, if the applicant is unfit ), you can click to save the form without completeness check. When the applicant is selected in the Work List again, the partially filled in examination report is reopened. When your entries are complete, click to save the examination. If any values are missing, an appropriate message will open, prompting you to fill in the missing data. The cursor is automatically positioned in a blank field. After saving the completed form, you will be asked to print it. Sign and stamp the document to finish your examination. If you reopen a completed examination, you can use the icon to reprint the examination report. 34

39 8. Otorhinolaryngology Report The otorhinolaryngology examination report is the online representation of the corresponding official form. To open the otorhinolaryngology examination report, first select an applicant from the Work List and then click Otorhinolaryngology on the main window. Preset values Figure 8.1. Otorhinolaryngology Examination Report The applicant's personal data is automatically filled in and cannot be modified here. Click to import the default values or the values of the last examination. All preset values can be changed manually. Default values can be imported only once to prevent overriding changed values. Note The administrator may configure the user rights in such a way that the form is automatically filled with default values when the module is started. 35

40 Entering examination data If you enter any implausible values, the system will block the corresponding field and a range of plausible values is displayed. The limits for the examination values are centrally defined by the AMS. Saving examination data If you want to save an incomplete examination form (for example, if the applicant is unfit ), you can click to save the form without completeness check. When the applicant is selected in the Work List again, the partially filled in examination report is reopened. When your entries are complete, click to save the examination. If any values are missing, an appropriate message will open, prompting you to fill in the missing data. The cursor is automatically positioned in a blank field. After saving the completed form, you will be asked to print it. Sign and stamp the document to finish your examination. If you reopen a completed examination, you can use the icon to reprint the examination report. 36

41 9. Attach Document to Examination Use the attach document function to add text files, scanned or imported documents to the current examination or assessment. Select an applicant from the Work List and then click Attach Document on the main window. Figure 9.1. Attach document The first step is to add the files to the List of Scanned/Imported Pages. You can add files in various ways: Import a file from your local hard disc or network drive. Scan a document with an attached scanner (Twain Scanners are supported). Create a text file on the integrated notepad. After a file has been added to the list, it can be selected and saved to the applicant's current examination. Import files Click to import a file from your hard disc. Select the file and click Import. The file will be added to the List of Scanned/Imported Pages. You can add any type of file. 37

42 Scan files To scan pages directly, install a scan application (supplied by EMPIC) on your local client. Then select File Settings to open the scan settings window. Select the scan client path where the scanner is installed and the communication port for the server. To scan the document, click in the toolbar. In case the scanned document consists of several pages, every single page is added to the list. When adding the document to the examination, you can select all pages of the document and save them again as one single file. Create text files Click in the toolbar to open the integrated text editor. Enter your notes and click to save the text file. Work with the list of pages In the List of Scanned/Imported Pages you can select one or more of the created files to add them to the current examination. If several files are selected, all selected files will be added as one single document with many pages. Use the buttons on the right side of the list to select or deselect files or remove files from the list. When a text file is selected in the list, you can edit it by clicking. Add files to the examination To add a file to the examination: 1. Select the appropriate Subject from the list. Select Other if none of the listed subjects applies and enter an individual subject in the New Document Type field. 2. Enter any Additional Information. 3. Select one or more files in the list and click to add them to the examination. The added documents can be viewed, printed and deleted in the Examination Viewer. 38

43 10. Examination Viewer To open the examination viewer, first select an applicant from the Work List and then click Examination Viewer on the main window. The examination viewer displays all documents created during the current examination or assessment. Here, the AME/AMC completes the examination, checks the examination data and can print the required certificates before sending the data to the AMS for a final decision. If the applicant has an examination history, the responsible examiner can view also previous examinations in the tree. When you select an element in the tree, the corresponding data is displayed. Figure Examination Viewer You cannot change any examination data in the viewer. Current examination data may be edited in the corresponding modules as long as the applicant has not been released to the AMS. Data of closed examinations cannot be changed. Another AME or AMC who has examined the applicant in the past may grant you access to his examinations in the Manage Applicant module. Work with data in the tree view To display the latest data from the database in the tree view select Actions Update Tree or click. By default, only the current examination or assessment of the applicant is displayed in the tree view. To display past examinations select Actions All Examinations or click. 39

44 Read Access to Examinations of Other AMEs In the tree view, different symbols are used: Examination has been closed with status fit. Examination has been closed with status unfit. Examination has been closed with status fit for some classes and unfit for others. Interim Assessment. Marks an expert examination. You have no read rights for this examination because it has been performed by another AME. Marks the original data of a rejected or referred examination. This folder contains applicant comments given from the AMS. Limitations defined by the AMS. The applicant with his internal ID is listed as root element in the tree view. Right-click on this root entry and select Show varying values from the context menu to open an examination history of selected medical values. You can directly edit the applicant data by selecting Update Applicant Data from the context menu (see Section 3.6, Change an Applicant's Data ). Below the root element, all examinations and assessments are listed with the responsible examiner. For each examination entry you may select Show users with read rights from the context menu, to list all users who have ever been granted read access. The AME responsible for this examination can also remove the read rights of other users. Below an examination, all corresponding examination data is listed in groups, such as medical forms, and other attached documents. Click on an entry to view the data of the corresponding document. Add comments and documents An attached document can be exported as a file to your hard disc via the context menu. To remove a document from the tree, select it and click or select File Delete. To type a remark on the examination, click or select Actions Add Comment. Before you save a text file to the hard disc, you can select the appropriate encoding of the file Read Access to Examinations of Other AMEs It may be necessary to view data of previous examinations performed by another AME. With the applicant's approval, you can directly get read access to such an examination: 1. Click to display all examinations of the applicant. 2. Click in the toolbar. The following window appears: 40

45 Check for Unfit or Suspicious Values 3. Select the confirmation check box. Figure Get read access 4. Select the examination you want to get read access to. 5. Confirm your selection with OK. A confirmation document is printed and automatically added to the Attached Documents folder of the examination. The applicant has to sign this agreement Check for Unfit or Suspicious Values Before releasing the applicant to the AMS you can check the examination for any unfit or suspicious values in the Screening Report. Select Actions Screening Report or click in the toolbar. 41

46 Refer an Applicant to an Expert Figure Screening report Values differing from the previous examination are displayed in red script. Select the corresponding entry and click Details to view more detailed information. Click Print to print a formatted Screening Report. If you want to print the medical certificate despite of unfit values, you have to enter and save a comment regarding this values Refer an Applicant to an Expert An applicant can be referred to an expert during an ongoing examination, analogously to a referral from the Manage Applicant module. 1. Select Actions Refer to Specialist from the menu. The following window opens: 42

47 Refer an Applicant to an Expert Figure Refer applicant to specialist 2. Enter the reason for the referral in the field Why. 3. Select whether the specialist is granted Permanent or Temporary Rights to access the applicant's data. If temporary rights are selected, enter the expiry date for the access. 4. Select the AME or AMC in the list. 5. Confirm your selection with OK. The following window opens: Figure Define rights for the specialist 6. Select the examinations the specialist is granted access to and confirm with OK. After updating the tree view the sub examination is displayed. The specialist can now select the applicant in his own work list. In your work list, the applicant is marked as referred until the specialist finishes his examination and closes it in the examination viewer using the icon or the Actions Close Examination menu item. When you perform a new examination, activate All Examinations in the examination viewer to see the expert examination, too. Provided that you have read rights for the expert examination you may select a document there and use File Copy Document from Expert Examination to add the document to your current examination. 43

48 Examine Applicant as an Expert Examine Applicant as an Expert When an expert examination has to be performed before the regular examination, the responsible AME creates an expert examination for the applicant in the Manage Applicant module. As long as the applicant is referred, he is blocked for further evaluations. In the work list, the applicant's entry is marked with Expert in the remark column. The expert enters his examination findings, and may add any comments or documents in the examination viewer. When the expert examiner has finished, he closes the sub-examination with the button to release the applicant for further examination to the responsible AME again Print Examination Documents and Certificates Before printing a document, you may select the language of the printout in the toolbar of the examination viewer. By default, the language set in the applicant's personal data is selected. The selected language only concerns the predefined texts in the reports, manually entered texts like comments appear unchanged. Printing Examination Documents You have the following print options: To print a document or all documents collected in a node, select the node or document in the tree view and select File Print or click. To export a document or all documents collected in a node as PDF files, select the node in the tree view and select File Print (Forms as PDF). When you have added user defined templates in the Administration module you can choose them from the context menu entry Templates of a selected examination. Use File Empty Forms to create empty printouts of the application form, the examination reports and the templates for other reports.you can directly send the printouts to a printer or export them as a PDF file. Printing the Medical Certificate When an examination is completed, you can print the medical certificate before releasing the applicant to the AMS. For that purpose, at least the complete application form and the medical examination report have to be available, and the class to be printed must be set to fit in the medical examination report. You can also print a medical certificate after an assessment, when the applicant is declared fit. 1. Select File Print Medical Certificate or click to print the certificate. In case the applicant has been examined for more than one class, first select the class of certificate you want to print. Should any unfit or suspicious values exist, the Comment unfit values window appears. 2. In order to print the certificate despite unfit or suspicious values, enter and save a comment for the unfit values and proceed with OK. 44

49 Print Examination Documents and Certificates The Print Medical Certificate window opens: Figure Print Medical Certificate The system automatically calculates the dates according to the applicable regulations. You may change the Date of Issue and other dates manually. When changing the dates, you have to enter a reason for the change that will be forwarded to the AMS. A blinking date indicates that a medical examination has been set to an earlier date because one of the subexaminations is due. In this case you can either leave it or perform the subexamination now to make use of the complete period until the next medical examination will be due. The IR checked check box is automatically selected for class 1. When a class 2 certificate is printed, the check box is set according to the settings you made when creating the examination. In this case you can check or uncheck the IR checked check box manually here if you have the appropriate rights. 3. Check the data, enter a comment if necessary, and click Print Medical Certificate. The certificate is added as a PDF file to the Attached Documents folder. From there, you can also reprint it using the Print Medical Certificate button. The certificate must be signed by the responsible AME and the applicant. If only one class has been examined and all examinations are closed, the window for releasing the applicant to the AMS opens automatically: 45

50 Print Examination Documents and Certificates Figure Release to AMS 4. Select the check box to confirm and click Release to release the applicant to the AMS. All examination windows are automatically closed and the applicant is removed from your work list. To cancel the release process, click Cancel and release the applicant at a later point in time. Printing a Letter of Denial You can print a letter of denial for unfit applicants stating the reason for unfitness. For this purpose, either the application form and the examination report have to be filled in, or the applicant has to be recommended unfit in an assessment. The examination report may be incomplete, only stating the reason for unfitness. 1. Select File Print Letter of Denial or click. If the applicant has been examined for more than one class, first select the class of certificate you want to print. The following window opens: Figure Print letter of denial 46

51 Release Applicant to AMS The unfit class is automatically preselected. 2. You can click the button above the list of paragraphs to view a list of definitions of the appropriate paragraphs. In the field beneath, the paragraphs selected in the Examination Report are displayed. 3. Enter a comment on the denial in the Remarks field. 4. If necessary, modify the appropriate Examination Date. 5. Click OK to print the letter. The letter is added as a PDF file to the Attached Documents folder. Printing Limitations Any limitations defined in the medical Examination Report can be printed by selecting File Print Limitations or clicking. A PDF is automatically added to the Attached Documents folder of the examination. Printing an Assessment Notification An applicant who has been, for example, declared temporarily unfit during an assessment may receive an assessment notification stating his temporary unfitness: Select File Print Assessment Notification or click. The letter is added as PDF to the Attached Documents folder Release Applicant to AMS You can release applicants recommended as fit or unfit to the AMS for final decision on the applicant's status. The status of the applicant may be determined either during a medical examination or an assessment. For applicants who have only performed a Cabin Crew examination, the workflow follows the settings configured in the Administration module. According to these settings, three use cases may occur: All cabin crew examinations are released to the AMS. Only unfit or incomplete cabin crew examinations are released to the AMS, fit examinations are directly sent to the archive. No cabin crew examination is released to the AMS, all are directly sent to the archive Release as Fit or Partially Fit If the current applicant is classified as fit during an examination for at least one applied class and all examinations have been completed, you can release the applicant to the AMS for final decision: 1. Print the medical certificate, if necessary. In case of an examination made for one class only, you can release the applicant to the AMS directly after printing. 2. When you release the applicant not directly after printing the certificate, click or select the Actions Release to AMS menu item. 47

52 Release as Unfit The system will inform you on any missing or incomplete documents and you can complete the examination first. When the examination data is complete, the following window opens: Figure Release applicant to AMS 3. Select the confirmation check box and click Release. The examination viewer is closed. The applicant is removed from your work list and transferred to the work list of the AMS in the Decision Browser Release as Unfit An applicant classified as unfit for one class during examination can be released as unfit to the AMS for final decision. 1. Print the Letter of Denial, if necessary. 2. Click or select the Actions Release and Declare "unfit" menu item. When the applicant is released as unfit, the examination reports are not checked for completeness. They can be saved incompletely, only stating the reason for unfitness. When releasing an applicant as unfit, a reason has to be stated before the applicant data is sent to the AMS. A document containing the unfit reason is automatically generated and attached to the documents folder in the Decision Browser. 3. Confirm the following message with OK. The examination viewer is closed and the applicant is removed from your work list. In the decision browser, the applicant is displayed in the Overview list, and the AMS can make their decision on the applicant's eligibility Release after Assessment An applicant whose medical status has been changed during an assessment can be released to the AMS for final decision about his status. 1. Print an Assessment Notification, if necessary. 2. Click or select the Actions Release to AMS menu item. 3. Confirm the following message with OK. 48

53 Examine a Rejected Applicant The examination viewer is closed and the applicant is removed from your work list. In the decision browser, the applicant is displayed in the Overview list, and the AMS can make their decision on the applicant's medical status Examine a Rejected Applicant If the AMS are not satisfied with an applicant's examination result, they can turn the applicant back to the responsible AME or AMC. The applicant reappears with remark rejected in the AME's work list. The reason for rejection entered by the AMS is added as a file to the Attached Document folder of the current examination. The AME gets a copy of the rejected examination data in the examination viewer and can change the examination data in the according modules. In the copied data the recommendation about fitness (item 247) in the medical Examination Report is removed. Enter a new recommendation for the applicant. Check the changed data in the examination viewer, print a new medical certificate, if necessary, and release the applicant to the AMS again. To see the original examination data in the tree view, select the Actions Rejected Examinations menu item Search Applicant Data From the examination viewer you can search for any applicant you are responsible for (or you have been granted rights for), regardless of whether he is currently under examination or not. Select Actions Search Applicant or click to open the search window similar to the search function within the Manage Applicant module. In addition to the search criteria known from the Manage Applicant module, you can enter the applicant ID that is used for data exchange with an external system in the External ID field. When the requested applicant is found, double-click his entry in the result list to open a read-only view of the current examination data. Here, you can only view and print the examination data and assigned documents. 49

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55 11. Change Password You can change your password when logging in to the system. You will get an initial password from the AMS. Generally, this initial password has to be changed at the next login. Afterwards, we recommend to change passwords at regular intervals. The password has to comply with the following rules: The user name must not be part of the password. The password has to consist of 8 to 20 characters. Two non-alphabetic characters must be included. Depending on the system setting, an already used password cannot be reused within a certain period. If you forget your password, the AMS can assign a new (temporary) password to you. To change your password: 1. Start the application. 2. Enter your username and password in the login screen. 3. Click Change Password. Figure Change password 4. Click OK to confirm the new password and log in to the system. When clicking Cancel, the password change will be cancelled and the log in to the system will be terminated. 51

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57 12. Document Folder The document folder is a place to collect useful general information which is shared by all users. Provided that you have the appropriate rights, you can create folders, add documents or links to interesting websites. To open an entry, double-click it or select the entry and click Browse. Figure Document Folder All actions within the document folder are available in the context menu. When adding a file or an URL to the document folder, you can optionally add a system message for the user to inform him about the new file at the next login. The entries in the tree are automatically sorted in alphabetical order. 53

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59 Index A add applicant, 19 examination, 12 expert examination, 16 AME change, 28 grant access, 22 vacation replacement, 24 applicant add, 19 add examination, 12 add expert examination, 16 AME vacation replacement, 24 assessment, 17, 48 change applicant data, 18 change data, 18 change examination content, 23 delete, 20 examination, 12 expert examination, 8 expert referral, 42 fit, 47 grant access to AME, 22 manage, 11 new examination, 6 print data, 24 refer to specialist, 21 rejected, 9, 49 release to AMS, 47 required examinations, 18 search, 11, 49 temporarily unfit, 7, 17 unfit, 7, 48 VIP, 19 work list, 27 application form, 25 assessment, 7, 17 workflow, 7 assessment notification print, 47 attach document examination, 37 C certificates print, 44 change AME, 28 applicant data, 18 examination content, 23, 28 change password, 51 D delete applicant, 20 examination, 28 document folder, 53 documents examination viewer, 40 E examination add, 12 attach document, 37 attach files, 37 change, 28 change content, 23 content, 28 delete, 28 enter values, 29 required, 18 scan files, 38 workflow, 6 write note, 38 examination report, 29 history, 31 import values, 29 save, 31 examination viewer, 39 documents, 40 expert examination, 44 expert referral, 42 print certificates, 44 receive read rights, 40 rejected applicant, 49 release after assessment, 48 release applicant as fit, 47 release applicant as unfit, 48 release applicant to AMS, 47 screening report, 41 search applicant, 49 tree view, 39 expert examination, 44 add, 16 workflow, 8 F FCL-M, 1 start, 1 H history examination report, 31 55

60 I information work list, 28 interim assessment, 7, 17 L letter of denial print, 46 limitations print, 47 login, 1 M main window, 3 manage applicant, 11 print functions, 24 MEDICAL, 1 start, 1 medical certificate print, 44 medical examination, 29 modules, 3 O ophthalmology report, 33 otorhinolaryngology report, 35 P password change, 51 print assessment notification, 47 certificates, 44 examination documents, 44 letter of denial, 46 limitations, 47 medical certificate, 44 print functions manage applicant, 24 procedures, 5 R read rights for examination, 40 referral, 21, 42 expert, 8 reject applicant workflow, 9 required examinations, 18 examination, 38 screening report examination viewer, 41 search applicant, 11, 49 specialist examination, 21 start FCL-M, 1 MEDICAL, 1 T temporarily unfit, 17 workflow, 7 tree view examination viewer, 39 U unfit workflow, 7 update work list, 27 V vacation replacement, 24 VIP, 19 W workflow, 5 expert examination, 8 new examination, 6 rejected applicant, 9 temporarily unfit applicant, 7 unfit applicant, 7 work list, 27 applicant information, 28 change AME, 28 change examination content, 28 delete examination, 28 select applicant, 27 update, 27 view examination content, 28 write notes examination, 38 S save examination report, 31 scan files 56