Creating a New Vaccination Record

 

Using this feature you can add vaccination details to a crew member's profile. This feature also allows you to check whether a crew member's visa has expired or is nearing expiry.

 

Screen Navigation: Personnel - Profiles - Travel Documents tab - Vaccination sub tab

 

 

 

Adding a New Vaccination Record

 

To create a new vaccination record for a crew member:

 

1. From the HR Manager main menu, click Profiles under the Personnel menu.

 

2. Ensure that the crew profile for which you want to create a new vaccination record has been loaded. Use the Personnel search field to search and select the relevant crew profile.

 

Note: To use a previously saved list of crew, click the search icon in the Personnel search field to use the Personnel List feature on the Simple Search window. Use the drop-down function to select and load a list from the Personnel List section and click a crew member from the Search Result section to view his profile.

 

 

 

3. After you have loaded the crew profile record, click the Vaccination sub tab under the Travel Documents tab.

 

 

 

4. Click the 'Click here to create new record' link to create a new vaccination record. On the Travel Documents - Assign Vaccination window, enter information in the following fields:

 

 

Field

Description

Document Type

Use the drop-down menu to select 'Vaccination' as the type of travel document you want to log for the crew member.

Vaccination Type

Use the drop-down menu to select the type of vaccination the crew member has had.

No

Enter the vaccination number.

Active

Select this check box if the vaccination is to be listed as 'Active' in the System.

Issued Date

Use the calendar function to select the date the vaccination document was issued.

 

Note on the Issued Date field: A back-end database-controlled configuration is available to allow you to set a future date in the Issued date field of a travel document in the Travel Documents tab - (Passport/ Seaman Book/ Visa/ Vaccination sub tabs). Thus, even if the issue date of a travel document is a date in the future, you will be able to start monitoring the status of that required travel document for that travel activity. Please note that this feature is a back-end database-controlled configurable feature. If you would like to explore the option of including this feature, please contact BASS Support.

Expiry Date

Select ‘None’ in the Status field to enable the calendar function. Entering a date in this field helps the System to track visa expiry. If a visa has expired, it will be highlighted in red in the table under the Visa sub tab.

 

If you select ‘Permanent’ in the Status field, it means that the visa has no expiry date.

 

Note: The Expiration Status column under the Travel Documents - Vaccination sub tab will display the following statuses based on these Expiry Date conditions:

 

  • Permanent - If the Status is selected as 'Permanent'.

  • None - If the Status is selected as 'None' and no Expiry Date is entered.

  • (Blank) - If the Status is selected as 'None' and an Expiry Date is entered.

 

Issued By

Enter the name of the issuing organization/company.

Issued Place

Enter the place the vaccination document was issued.

Issued Country

Use the Lookup function to select the country the vaccination document was issued.

Status

Select the approval status of the vaccination record. Users with appropriate access rights will be able to approve the record.

Comments

Enter any comments pertaining to the crew member's vaccination record.

 

5. Click Save after you have completed your entries. The vaccination information you have just created will now be listed in the table under the Vaccination sub tab.

 

 

 

 

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