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City of Santa Ana Response to 12equest for Proposal (RFP) Medical Services Review j 2/9/15 medical expertise to contact each of these applicants to describe in detail the medical findings and to answer their questions about the medical information needed for clearance to be approved, Occu-Med staff communicates directly with these applicants, Further, there is also a growing fear by employers that they may be receiving medical information aboutjob applicants from medical examinations in violation of state and rederal laws relating to such Information (specifically, when the medical condition being investigated more fully pursuant to an "RDQ" designation Is found to be benign in relation to the job's essential duties). For these reasons Occu-Med has developed—and will institute as part of this contract— a service designated as "RDQA," Under RDQA Occu-Med corresponds directly withjob applicants to discuss the medical findings, to answer any questions about the medical condition or the process being employed, and to describe any medical records or documentation required for clearance. Applicants will have five (5) days to respond to OCCU-Med and ten (10) days to provide further information unless the City dictates the application of different time requirements. The City's staff will simply be notified that such a review has been initiated, and the City will be informed on a periodic basis (as directed) on the status or each RDQ. Then, when the requested information is submitted, Occu-Med will prepare the appropriate clearance report. 9 Oc:cu-Portal 1 1 At the request of the City results will also be made available via an online web -based portal known as the I Occu-P6rtak Occu-Med will provide personnel, designated as authorized by the City, with access to the Occu-Med Portal. This web -based toof will permit designated the City's personnel to access real-time statuses of individuals referred to OCCU-Med for evaluation. Additional tutorial information regarding utilizing Occu-Med's vendor portal will also be made available online should new users need training on the site, Occu-Med will also provide to the City, at its convenience, a telephonic or face-to-face walk-through of i our portal features so that the City can customize which Fields It wishes to have appear on the portal. Occu-Med will create vendor logins for six (6) City personnel, and more can be added at the City's convenience. Login access will be emailed by Occu-Med to the designated City representatives. it will be incumbent upon the City to notify OCn-Med should a representative change or no longer require access. OCCn-Med's web -based portal utilizes individualized logins for each client contact and protects data transmission by utilizing it 123 -bit SSL security certificate. If the City desires to utilize this service a nominal monthly charge per user will be applied (see Exhibit C). 11 Occu-Med ""'°