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City of Santa Ana Response to Request for Updated Scope of Work m 5/31/18 <br />duties, it is necessary to notify the applicant of the specific findings as well as the information that will be <br />necessary to submit in order to be cleared for the job. Since City staff may not have the time or the <br />medical expertise to contact each of these applicants to describe in detail the medical findings and to <br />answer their questions about the medical information needed for clearance to be approved, Occu-Med <br />staff communicates directly with these applicants. Further, there is also a growing fear by employers that <br />they may be receiving medical information about job applicants from medical examinations in violation <br />of state and federal laws relating to such information (specifically, when the medical condition being <br />investigated more fully pursuant to an "RDQ" designation is found to be benign in relation to the job's <br />essential duties). For these reasons Occu-Med has developed—and will institute as part of this contract— <br />a service designated as "RDQA." Under RDQA Occu-Med corresponds directly with job applicants to <br />discuss the medical findings, to answer any questions about the medical condition or the process being <br />employed, and to describe any medical records or documentation required for clearance. Applicants will <br />have five (5) days to respond to Occu-Med and ten (10) days to provide further information unless the <br />City dictates the application of different time requirements. The City's staff will simply be notified that <br />such a review has been initiated, and the City will be informed on a periodic basis (as directed) on the <br />status of each RDQ. Then, when the requested information is submitted, Occu-Med will prepare the <br />appropriate clearance report. <br />Occu-Portal <br />At the request of the City results will also be made available via an online web -based portal known as the <br />Occu-Portal. <br />Occu-Med will provide personnel, designated as authorized by the City, with access to the Occu-Med <br />Portal. This web -based tool will permit designated the City's personnel to access real-time statuses of <br />individuals referred to Occu-Med for evaluation. Additional tutorial information regarding utilizing <br />Occu-Med's vendor portal will also be made available online should new users need training on the site. <br />Occu-Med will also provide to the City, at its convenience, a telephonic or face-to-face walk-through of <br />our portal features so that the City can customize which fields it wishes to have appear on the portal. <br />Occu-Med will create vendor logins for six (6) City personnel, and more can be added at the City's <br />convenience. Login access will be emailed by Occu-Med to the designated City representatives. It will <br />be incumbent upon the City to notify Occu-Med should a representative change or no longer require <br />access. Occu-Med's web -based portal utilizes individualized logins for each client contact and protects <br />8 I Occu-Med <br />25L-18 <br />