Rail Business Rules | Medicals

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Last updated: Sept 18, 2024 by Gracielle Molino

 Medical Competencies

 Medical Competencies - National

National Medical Competencies:

COMPETENCY

COMPETENCY REQUIREMENTS

UPLOAD REQUIREMENT DETAILSEXAMPLES
Medical.Assessment.Category 1

Person Verification

  • Name on Medical Must match Cardholder name in Onsite
    (Shortened version of name is accepted EG. Chris for Christopher)
  • Date of Birth (DOB) for applicant must be shown on the medical (any page)

Verification of Results

  • Fit for duty page present
  • Fit for duty section must be ticked, or review date must be listed.

  • If a medical has been ticked indicating the applicant is ‘Fit for duty subject to job modification’ Pegasus staff will accept this as normal with no verification toward ensuring the job modification actually does take place

Verification Details

  • Assessment date (Or appointment date) must be recorded on the fitness for duty page
  • Medical has been completed by (or co-signed by) an ARA - AHP (Authorised Health Professional) - use this website https://www.riw.net.au/authorised-health-professionals/#find-an-ahp to determine whether the person is an AHP
  • AHP’s details should be shown (First and Last name OR First name initial with Last name and signature should be present)
  • Category 1 (or Blue Category) to be displayed
  • Black and white or colour is accepted
  • Drug and alcohol testing results are not required to be displayed within the uploaded file however if the results are included, they must indicate a negative test result (unless declared positive but consistent with prescribed medication)



  • The issue date in Onsite should be recorded as the date the assessment or appointment took
    place.

NOTE:The date for the signature requirement of the examining AHP should not be used in lieu
of the assessment date if this information is missing from the form.

NOTE: If you receive a medical document where more than one assessment date / date of completion
is shown: Please use the assessment date from the fitness for duty page

Calculating the Expiry Date
The expiration date for this competency should always be calculated to occur as follows (Unless the
individuals' medical states otherwise):

Step 1

  • Enter the year the medical was completed
  • Subtract the year of birth shown on the medical
  • This will identify the individuals age (then refer to table below to calculate expiry)

Step 2

  • Up to 46 years old - 5 yearly
  • Ages 47, 48 and 49 (the expiry would be set as their 52nd birthday) 
  • Age 50-59 - every 2 years
  • From age 60 - renewed annually


Medical.Assessment.Category 2

Person Verification

  • Name on Medical Must match Cardholder name in Onsite
    (Shortened version of name is accepted EG. Chris for Christopher)
  • Date of Birth (DOB) for applicant must be shown on the medical (any page)

 Verification of Results

  • Fit for duty page present
  • Fit for duty section must be ticked, or review date must be listed.

  • If a medical has been ticked indicating the applicant is ‘Fit for duty subject to job modification’ Pegasus staff will accept this as normal with no verification toward ensuring the job modification actually does take place


 Verification Details

  • Assessment date (Or appointment date) must be recorded on the fitness for duty page
  • Medical has been completed by (or co-signed by) an ARA - AHP (Authorised Health Professional) - use this website https://www.riw.net.au/authorised-health-professionals/#find-an-ahp to determine whether the person is an AHP
  • AHP’s details should be shown (First and Last name OR First name initial with Last name and signature should be present)
  • Category 2 (Or Green Category) to be displayed
  • Black and white or colour is accepted
  • Drug and alcohol testing results are not required to be displayed within the uploaded file however if the results are included, they must indicate a negative test result (unless declared positive but consistent with prescribed medication)
    • The issue date in Onsite should be recorded as the date the assessment or appointment took
      place.

NOTE:The date for the signature requirement of the examining AHP should not be used in lieu of the
assessment date if this information is missing from the form.

NOTE: If you receive a medical document where more than one assessment date / date of completion is
shown: Please use the assessment date from the fitness for duty page

Calculating the Expiry Date
The expiration date for this competency should always be calculated to occur as follows (Unless the
individuals' medical states otherwise):

Step 1

  • Enter the year the medical was completed
  • Subtract the year of birth shown on the medical
  • This will identify the individuals age (then refer to table below to calculate expiry)

Step 2

  • Up to 46 years old - 5 yearly
  • Ages 47, 48 and 49 (the expiry would be set as their 52nd birthday) 
  • Age 50-59 - every 2 years
  • From age 60 - renewed annually

Medical.Assessment.Category 3

Person Verification

  • Name on Medical Must match Cardholder name in Onsite
    (Shortened version of name is accepted EG. Chris for Christopher)
  • Date of Birth (DOB) for applicant must be shown on the medical (any page)

Verification of Results

  • Fit for duty page present
  • Fit for duty section must be ticked, and completed.

  • If a medical has been ticked indicating the applicant is ‘Fit for duty subject to job modification’ Pegasus staff will accept this as normal with no verification toward ensuring the job modification actually does take place

Verification Details

  • Assessment date (Or appointment date) must be recorded on the fitness for duty page
  • Medical has been completed by (or co-signed by) an ARA - AHP (Authorised Health Professional) - use this website https://www.riw.net.au/authorised-health-professionals/#find-an-ahp to determine whether the person is an AHP
  • AHP’s details should be shown (First and Last name OR First name initial with Last name)
  • Category 3 (Or Mauve Category) to be displayed
  • Category 1 medical document CAN be accepted in lieu of a category 3 rail medical but category 3 medical rules must be applied
  • Black and white or colour is accepted
  • Drug and alcohol testing results are not required to be displayed within the uploaded file however if the results are included, they must indicate a negative test result (unless declared positive but consistent with prescribed medication)
  • The issue date in Onsite should be recorded as the date the assessment or appointment took place.
    • NOTE: The date for the signature requirement of the examining AHP should not be used in lieu of the assessment date if this information is missing from the form.
    • NOTE: If you receive a medical document where more than one assessment date / date of completion is shown: Please use the assessment date from the fitness for duty page

    Calculating the Expiry Date

    • Step 1
      • Enter the year the medical was completed
      • Subtract the year of birth shown on the medical
      • This will identify the individuals age (then refer to table below to calculate expiry)
    • Step 2
      • The expiration date for this competency should always be calculated to occur on the applicants 40th birthday, so you would enter 40 minus the individuals age, then add this number to the current year which will give the year of expiry. The day and month will be as per date of birth.
      • Example for medical conducted in 2017: 
        • 2017 - 1991 = 26
        • 40 - 26 = 14
        • 2017 + 14 = 2031

    Exceptions

    • If the applicant had a full health assessment completed within 5 years of their 40th birthday you would then allocate an expiration of 5 years from the date the medical was completed.
    • After the applicant passes the age of 40, medicals are to be completed every 5 years from the date the medical was completed.
    • When the doctor has explicitly indicated an earlier review date than the natural expiry date, the status of the medical should be set as 'Fit for Duty Subject to Review.' A 'Subject to Review' medical cannot be extended past the natural expiry date set by the system for the original medical. Please see the Fitness for duty classes BR for more details
    • NOTE: The fitness for duty page of the TFNSW Contractor Health Assessment Request and Report Form can be accepted with an expiration of 40 years despite the declaration sentence which is printed on the form which states 'This assessment is only valid for five years from the date of my signature below.' However, if the doctor has explicitly indicated an earlier review date is required as a recommendation which is separate to that sentence / declaration, this should be used for the expiration date entry in onsite.



Medical.Assessment.Medical Category 1 (Full Colour)

Person Verification

  • Name on Medical Must match Cardholder name in Onsite
    (Shortened version of name is accepted EG. Chris for Christopher)
  • Date of Birth (DOB) for applicant must be shown on the medical (any page)

Verification of Results

  • Fit for duty page present
  • Fit for duty section must be ticked, or review date must be listed.

Note: A medical stating limitations due to colour blindness, is not to be uploaded or accepted against this competency.

Verification Details

  • Medical has been completed by (or co-signed by) an ARA - AHP (Authorised Health Professional) - use this website https://www.riw.net.au/authorised-health-professionals/#find-an-ahp to determine whether the person is an AHP
  • AHP’s details should be shown (First and Last name OR First name initial with Last name and signature should be present)
  • Assessment date (Or appointment date) must be recorded
  • Category 1 to be displayed
  • Black and white or colour is accepted
  • The issue date in Onsite should be recorded as the date the assessment or appointment took place.

NOTE:The date for the signature requirement of the examining AHP should not be used in lieu of the assessment

date if this information is missing from the form.

NOTE: If you receive a medical document where more than one assessment date / date of completion is
shown: Please use the assessment date from the fitness for duty page

Calculating the Expiry Date
The expiration date for this competency should always be calculated to occur as follows (Unless the
individuals' medical states otherwise):

Step 1

  • Enter the year the medical was completed
  • Subtract the year of birth shown on the medical
  • This will identify the individuals age (then refer to table below to calculate expiry)

Step 2

  • Up to 46 years old - 5 yearly
  • Ages 47, 48 and 49 (the expiry would be set as their 52nd birthday) 
  • Age 50-59 - every 2 years
  • From age 60 - renewed annually

 Medical Competencies - Transport for New South Wales

 Transport for New South Wales

COMPETENCYDETAILS FOR COMPETENCYUPLOAD REQUIREMENTSEXAMPLES
Medical.Assessment.TfNSW - Medical Category 1

Person Verification

  • Name on Medical Must match Cardholder name in Onsite
    (Shortened version of name is accepted EG. Chris for Christopher)
  • Date of Birth (DOB) for applicant must be shown on the medical (any page)

Verification of Results

  • Fit for duty page to be present within uploaded file

  • Fit for duty section must be ticked, and completed.

NOTE: If a medical has been ticked indicating the applicant is ‘Fit for duty subject to job modification’ Pegasus staff will accept this as normal with no verification toward ensuring the job modification actually does take place

NOTE: Where screenshot has been uploaded for internal TFNSW / Sydney Trains employee, AHP's details are not required to be shown on document

  • If an "Employee or Applicant Health Assessment Outcome Form" has been uploaded for a TfNSW employee and the applicant's company is Transport for NSW, AHP signature is not required
  • Drug and alcohol test is to be completed – Negative result listed on fit for duty page is acceptable. 
  • When TFNSW medical fitness for duty page is uploaded and there is a 'negative' result showing for 'Alcohol breath / urine drug test results were..' but there is also an indication of 'Not Indicated' in the 'Drug and Alcohol assessment completed' section, this second sentence can be disregarded - The negative result is the main/ required information.
  • Medical is to be rejected where applicant has positive drug and alcohol test results displayed 

Verification Details

  • Category 1 to be displayed
  • AHP’s details should be shown (First and Last name OR First name initial with Last name and signature should be present)
  • Doctor who has either complete or cosigned the medical must be registered as an AHP (Authorised Health Professional) for completion of Cat 1 rail medicals
  • Assessment / appointment date must be recorded on the fitness for duty page
  • Black and white or colour is accepted
  • The issue date in Onsite should be recorded as the date the assessment or appointment took place.


NOTE:The date for the signature requirement of the examining AHP should not be used in lieu of the assessment

date if this information is missing from the form.

NOTE: If you receive a medical document where more than one assessment date / date of completion is
shown: Please use the assessment date from the fitness for duty page

Calculating the Expiry Date
The expiration date for this competency should always be calculated to occur as follows (Unless the
individuals' medical states otherwise):

Step 1

  • Enter the year the medical was completed
  • Subtract the year of birth shown on the medical
  • This will identify the individuals age (then refer to table below to calculate expiry)

Step 2

  • Up to 46 years old - 5 yearly
  • Ages 47, 48 and 49 (the expiry would be set as their 52nd birthday) 
  • Age 50-59 - every 2 years
  • From age 60 - renewed annually


  • Where a positive drug and alcohol medical has been uploaded to a TfNSW role, TfNSW is to be notified by a Pegasus internal team member by emailing RIW@transport.nsw.gov.au stating: “#NAME# #ID# has uploaded a medical with positive, which Onsite has rejected.”

Medical.Assessment.TfNSW - Medical Category 2

Person Verification

  • Name on Medical Must match Cardholder name in Onsite
    (Shortened version of name is accepted EG. Chris for Christopher)
  • Date of Birth (DOB) for applicant must be shown on the medical (any page)

Verification of Results

  • Drug and alcohol test is to be completed – results listed on fit for duty page is acceptable.
  • When TFNSW medical fitness for duty page is uploaded and there is a 'negative' result showing for 'Alcohol breath / urine drug test results were..' but there is also an indication of 'Not Indicated' in the 'Drug and Alcohol assessment completed' section, this second sentence can be disregarded - The negative result is the main/ required information.
  • Medical is to be rejected where applicant has positive drug and alcohol test results displayed
  • Fit for duty page to be present within uploaded file

  • Fit for duty section must be ticked, and completed.
    NOTE: If a medical has been ticked indicating the applicant is ‘Fit for duty subject to job modification’ Pegasus staff will accept this as normal with no verification toward ensuring the job modification actually does take place

  • NOTE: Where screenshot has been uploaded for internal TFNSW / Sydney Trains employee, AHP's details are not required to be shown on document
  • If an "Employee or Applicant Health Assessment Outcome Form" has been uploaded for a TfNSW employee and the applicant's company is Transport for NSW, AHP signature is not required


Verification Details

  • Category 2 to be displayed
  • AHP’s details should be shown (First and Last name OR First name initial with Last name and signature should be present)
  • Doctor who has either complete or cosigned the medical must be registered as an AHP (Authorised Health Professional) for completion of Cat 2 rail medicals
  • Black and white or colour is accepted
  • Assessment / appointment date must be recorded on the fitness for duty page
  • The issue date in Onsite should be recorded as the date the assessment or appointment took place.

NOTE:The date for the signature requirement of the examining AHP should not be used in lieu of the assessment

date if this information is missing from the form.

NOTE: If you receive a medical document where more than one assessment date / date of completion is
shown: Please use the assessment date from the fitness for duty page

Calculating the Expiry Date
The expiration date for this competency should always be calculated to occur as follows (Unless the
individuals' medical states otherwise):

Step 1

  • Enter the year the medical was completed
  • Subtract the year of birth shown on the medical
  • This will identify the individuals age (then refer to table below to calculate expiry)

Step 2

  • Up to 46 years old - 5 yearly
  • Ages 47, 48 and 49 (the expiry would be set as their 52nd birthday) 
  • Age 50-59 - every 2 years
  • From age 60 - renewed annually


Where a positive drug and alcohol medical has been uploaded to a TfNSW role, TfNSW is to be notified by a Pegasus internal team member by emailing RIW@transport.nsw.gov.au stating: “#NAME# #ID# has uploaded a medical with positive, which Onsite has rejected.”

Medical.Assessment.TfNSW - Medical Category 3

Person Verification

  • Name on Medical Must match Cardholder name in Onsite
    (Shortened version of name is accepted EG. Chris for Christopher)
  • Date of Birth (DOB) for applicant must be shown on the medical (any page)

Verification of Results

  • Drug and alcohol test is to be completed – results listed on fit for duty page is acceptable.
  • When TFNSW medical fitness for duty page is uploaded and there is a 'negative' result showing for 'Alcohol breath / urine drug test results were..' but there is also an indication of 'Not Indicated' in the 'Drug and Alcohol assessment completed' section, this second sentence can be disregarded - The negative result is the main/ required information.
  • Medical is to be rejected where applicant has positive drug and alcohol test results displayed
  • Fit for duty page to be present within uploaded file

  • Fit for duty section must be ticked, and completed.
    NOTE: If a medical has been ticked indicating the applicant is ‘Fit for duty subject to job modification’ Pegasus staff will accept this as normal with no verification toward ensuring the job modification actually does take place

  • NOTE: Where screenshot has been uploaded for internal TFNSW / Sydney Trains employee, AHP's details are not required to be shown on document
  • If an "Employee or Applicant Health Assessment Outcome Form" has been uploaded for a TfNSW employee and the applicant's company is Transport for NSW, AHP signature is not required


Verification Details

  • Category 3 to be displayed
  • AHP’s details should be shown (First and Last name OR First name initial with Last name and signature should be present)
  • Doctor who has either complete or cosigned the medical must be registered as an AHP (Authorised Health Professional) for completion of Cat 3 rail medicals
  • Black and white or colour is accepted
  • Assessment / appointment date must be recorded on the fitness for duty page

NOTE: Where screenshot has been uploaded for internal TFNSW / Sydney Trains employee, AHP's details are not required to be shown on document

  • Issue date: To be recorded as the date the medical assessment occurred
  • NOTE: If you receive a medical document where more than one assessment date / date of completion is shown: Please use the assessment date from the fitness for duty page
  • Expiry date: 5 years from date of medical completed.

  • Where a correctly completed medical has been uploaded to a TfNSW role without it stating “… Valid for five years …” the expiry date is still to be set for five (5) year expiry.
  • Where a correctly completed medical has been uploaded to a TfNSW role without showing the TfNSW logo it is acceptable.

  • If a Transport for NSW employee:
    • If person is under 40 then the expiry date is when they turn 40 years old
    • Once they turn 40 then the expiry date is every 5 years from issue date
  • Where a positive drug and alcohol medical has been uploaded to a TfNSW role, TfNSW is to be notified by a Pegasus internal team member by emailing RIW@transport.nsw.gov.au stating: “#NAME# #ID# has uploaded a medical with positive, which Onsite has rejected.”



Medical.Assessment.RISI
  • Name on evidence must match Cardholder name in Onsite
    (Shortened version of name is accepted EG. Chris for Christopher)
  • Document uploaded must be a TFNSW issued RISI card
  • Issue date: To be recorded as the date the medical assessment occurred
  • Expiry date: As displayed on RISI card

 Drug and Alcohol
Competency NameCompetency RequirementsUpload RequirementsExample
Medical.Assessment.Drug and Alcohol Screen
  • Name on fit for duty/results must match Cardholder name in RIW (Shortened version of name is accepted EG. Chris for Christopher)
  • Date of Birth (DOB) for applicant must be shown on the fit for duty/results (any page)
  • Assessment date (or appointment date) must be recorded on the fitness for duty page.
  • Drug & alcohol results have been completed (or co-signed) by an ARA - AHP (Authorised Health Professional) doctor
  • AHP's details should be shown (First and Last name OR First name initial with Last name and signature should be present)
  • Black and white or colour is accepted
  • Drug and alcohol testing results must indicate a negative test result (unless declared positive but consistent with prescribed medication)

Standalone Drug & Alcohol Assessment

  • A drug and alcohol assessment is defined as a standalone result when the test is performed independently and NOT as part of a Rail Health (Medical) Assessment
  • If the testing is included as part of the assessment, the expiry of the testing MUST fall in line with the Rail Health (Medical) Assessment
  • The issue date should be recorded as the date the assessment or appointment took place. If the drug & alcohol results are included on the fit for duty page, the medical assessment and expiry dates will apply to the D&A results
    • If a document is received where more than one assessment date/date of completion is shown - please use the assessment date from the fitness for duty page. The expiry date will follow accordingly as above
  • If a drug & alcohol result is received as a standalone result:
    • The name and signature of the examining AHP must be present on the results page
    • The expiry date is calculated as five (5) years from the date of assessment