Online Pre-employment

Health Declarations (HD) will no longer be owned by Recruitment, instead OH will own this aspect of the pre-employment process. The questions will now sit within the pre-employment online combined form and as such will replace the existing paper ISQ and the recruitment HD form. We will review the answers from new starters and if they disclose a health condition we will organise for an appointment to be carried out with our nursing team as soon as possible. OH will update the clearance status on Trac under the OH section to keep recruitment and the manager informed. If there is the need for a health declaration discussion this will be mentioned in the comments section under the existing OH checks section instead of the separate HD section on Trac. The OH nurse will write and send an OH report with advice and recommended adjustments to the manager as soon as possible after the appointment has occurred.

The online ISQ form will be completed through an online portal called MyCority by all new starters regardless of their role to ensure they have registered as a new starter and to access OH services. They will either receive an external or an internal pre-employment questionnaire. Those not working with or around patients that say 'no' to the Health Declaration questions will be automatically cleared to work to ensure there is not a delay in the clearance process for those that do not currently receive or need to complete an ISQ. All auto clearances will be checked and retracted where individuals have answered incorrectly.

Please ensure you check your junk email. Your emails will be sent to you by ohhelplineNOREPLY@cority.com. You will receive one email with your password and another with your username and link to complete your questionnaire. Follow the guidance in your emails to log in and complete your questionnaire. There is also guidance available to support you with completing your questionnaire on our website just visit Completing your pre-employment Occupational Health Questionnaire through MyCority | OH Wellbeing.

Always check your junk email inbox to ensure the emails are not in there. If they are in your junk mail folder please move them to your main inbox to access the email content. If you cannot find your email after checking your junk folder please contact recruitment who will resend you your registration email.

If you have forgotten your password please click the forgotten password link on the MyCority login screen and carry out the actions required to reset your password using your email. You will receive a link to reset your password. Please check your junk email folder for your password reset link. Once you have set a new password do not try to log in again to the same web page. Instead click on the questionnaire link from your original email and this will take you to your questionnaire. Just use your username and newly created password. More support on how to complete your questionnaire can be found here.

Check your registration email as this will have your username in it. Your username will begin with E followed by numbers, for example ‘E1234’. If you cannot find your email, your recruitment team will be able to provide this for you and so will the Occupational Health team.

You can use a smart phone, tablet, laptop or desk top to complete the form. You will need to have an email address to receive your log in details and questionnaire link. This can be a personal email and will be the one you have provided recruitment to carry out the recruitment process. You can use any device that can access to the internet and any browser. If you do not have a device or internet access please speak to recruitment and your appointing manager who may be able to provide you with a device to use and access to the free visitor Wi-Fi available on site. If you do not have an email account please speak to recruitment about an alternative method to complete your questionnaire.

Yes, there are alternative methods to help you complete your form such as through an appointment with our OH assurance team, they can read out the questions on a telephone call or sit down with you face to face or remotely on Teams. They will share the questions with you so they can be answered verbally and recorded on your record. If you need accessibility support please inform recruitment of this so appropriate arrangements can be made.

You should wait until you obtain your evidence of screening to facilitate a quicker screening process. If you submit without this information you will asked to provide evidence or come in for a screening appointment. You can save your progress on your answers to the online form without submitting. Once your evidence is available you can upload this as a word document, PDF or image directly onto your questionnaire and submit when you are ready to. Please note you will prompted based on your answers on whether you need to provide any evidence when completing the form. If you are asked for evidence, you will not be able to submit until the evidence is uploaded. Please see the guide available for download for more guidance on uploading evidence.

If you have submitted your questionnaire with incorrect answers please contact recruitment to inform them of this. They will be able to send you the questionnaire again so you can resubmit your questionnaire with the correct answers. For data protection and confidentiality reasons OH cannot override or edit answers to questionnaires submitted, so a new one will be required. As such, we ask individuals to read carefully and take their time to answer the questions presented before submitting.

Please note that if you have stated on your questionnaire that you do not work with or around patients, you may be auto cleared if you meet the requirements for not needing further screening. Please note if you accidentally answer 'no' to being patent facing or working with patients when in fact you should have said 'yes', you may get auto clearance for a non-patient facing role. Please be aware that we review all questionnaires and will be in contact with yourself and recruitment if you are in fact known to be patient facing, we will ask you to submit a new questionnaire answering 'yes' to patient facing so further screening can take place to determine clearance for a patient facing role.

The online pre-employment form combines the immunisation screening questionnaire (ISQ) used to screen staff working with or around patients and the health declaration form that legally has to be completed by all employees when they start. As such, all staff complete the form but only those that work with or around patients will be asked to complete the immunisation screening questions. The online form is also how you are registered with Occupational Health and Wellbeing, ensuring you have access to all the services available to you as an employee.

Internal staff who are moving roles within the same organisation will receive a shorter form that mirrors the current internal mover form that was owned by recruitment. The form includes the Health declaration questions as well as employee registration details to create you an OH patient record. If you meet the parameters for not needing further screening with your answers you may be auto cleared for work straight away.

We are staggering our roll out of the new online process to allow for improvements and support. As such, we will be implementing it in stages depending on the role you applied for and when you applied. We will be looking to roll out the online process to all applicants as soon as possible.

Please email add-tr.ohhelpline@nhs.net requesting your MyCority account be unlocked. The team will then unlock your account for you as soon as they are able to do so. Please make sure you know your password and if you have forgotten it please use the link on the login page to reset and change it. Check your junk email for your reset link.

When you go to submit your questionnaire, you will see a red banner at the top of the screen telling you which mandatory fields have been missed.

You can then go through and complete the missing answers - the fields will also flag as red.

Once you have completed the missing field, they will disappear from the red banner. We recommend saving as you go along to avoid losing previous answers particularly if you are not able to complete the questionnaire from start to finish or have distractions around you.

Once all missing fields are complete, the banner will completely disappear and you will be ready to click the submit button once again.

Once you click the submit button the page will buffer. Once successfully sent, a window will pop up showing success in submitting your questionnaire.

More support can be found on our page Completing your pre-employment Occupational Health Questionnaire through MyCority.