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Competency	Document Type	Competency Requirements	Upload Requirements	Examples

Medical.Assessment.NSW Coal Compliant Medical

Medical

Business Rule updated by WHC 13/5/20

All medicals must be completed within the previous 3 years with the following provisions:

Scenario	Further Information required	Order 43 accepted
Medical date is within 3 years and references *current* employer i.e. worker has not changed employers in this period.	Confirm the employment period with the detail on the letter of competency.	Y
Medical date is within 12 months, references a *different* employer to current employer.	The current employer to provide the ‘Order 43 New Employer Registration’ notification from CS Health (upload with medical).	Y
Medical is older than 12 months and references a *different* employer to the current employer (i.e. worker has changed employers).	The current employer to provide the ‘Order 43 New Employer Registration’ notification from CS Health (upload with medical).	Y
	If the above cannot be provided as evidence of employment change within 12 months, a new Order 43 medical is required.	N

Medicals completed on or after 1st July 2018 must be NSW Order 43 compliant.

For Narrabri Underground:
- A new inductee’s medical must within the last 3 months (if the worker has a current compliant Order 43 medical, a Site Access Medical can be accepted – both must be uploaded together)
- A re-inductee’s medical must be within the last 12 months (if the worker has a current compliant Order 43 medical, a Site Access Medical can be accepted – both must be uploaded together)

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title	Pre-Placement Medical Assessment

Must be the FULL (all pages) medical report – including the cover page

Name and DOB on medical to match the person registered

Date the original Order 43 medical assessment was completed must be listed

COAL MINE WORKERS HEALTH SCHEME ASSESSMENT (COAL BOARD MEDICAL)

Medical – (QLD)

Inductee name and date of birth to be clearly shown on the medical.

Must be stamped and signed by the medical practitioner.

Must be a QLD Section 4 certificate.

Only instance you would require a Restrictive Management Plan for vision or hearing is if the Section 4 states there needs to be a practical test performed on site for colour vision or for hearing to ensure the person can hear sirens/alarms etc

Employer listed on Medical is not required to match employer listed in onsite

Issue date of medical completion

All medicals must be completed within the previous 5 years (UNLESS there is an earlier subsequent assessment review date / recommended date of next health assessment listed on medical (which would then be the expiry date)

Chest X-ray field must be completed (a tick in yes, no or date of last chest x-ray completed)

Employer must be listed (if this is not the current employer, the Order 43 New Employer Registration’ notification from CS Health must be uploaded

Must be completed by an approved medical practitioner on the list below however if assessment has been completed by a CS Heath internal practitioner, then the practitioner is not required to be listed on the approval list and can be approved

https://www.coalservices.com.au/mining/workplace-safety-and-compliance/regulation-and-compliance/order-41-3/medical-practitioners-and-provider-training/

Must have either Doctors signature or Registered Nurse signature, must have name, ARN/AMP number and date. Electronic signature accepted
Email or HTML format is acceptable providing the Order 43 Preplacement Medical Assessment Report (2 pages) is included within the uploaded file.

For Narrabri Underground:
- A new inductee’s medical must within the last 3 months (if the worker has a current compliant Order 43 medical, a Site Access Medical can be accepted – both must be uploaded together)
- A re-inductee’s medical must be within the last 12 months (if the worker has a current compliant Order 43 medical, a Site Access Medical can be accepted – both must be uploaded together)

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title	Periodic Medical Assessment

Plus full Site Induction Medical Assessment or full Site Access or WHC Health Surveillance Certificate of Fitness

Must be the FULL (all pages) periodic medical assessment report – including the cover page

Where an Order 43 periodic medical is provided

Medical.Assessment.NSW Coal Compliant Medical

Functional Capacity Evaluation, Alcohol and Other Drug Test and Respiratory Fit Test Reports to be uploaded with medical if required. (See business rules below)

Medical (NSW Order 43)

New inductees require:

- Current Order 43 medical

- Drug and Alcohol test

- ILO Chest X-Ray

- FCE (AS PER ROLE REQIREMENTS)

Ongoing workforce (already inducted) require:

- Current Order 43 medical (drug and alcohol and FCE not required)

- ILO Chest X-Ray or ILO B-read report

General Rules

All medicals must be a valid NSW Order 43 Medical
All medicals must be completed within the previous 3 years
Full report (all pages) must be uploaded
For Order 43 periodic medical, the document must be uploaded with one of the following in its entirety

(all pages);

o WHC Health Surveillance Certificate of Fitness

o Site Access Medical (Coal Services)

o Site Induction Medical (External Order 43 Provider)

Name on assessment report and assessment certificate to match the person registered

Date of birth assessment report and assessment certificate to match the person registered

Date the original Order 43 medical assessment was completed must be listed

Chest X-ray field must be completed (a tick in yes, no or date of last chest x-ray completed)

:
Traffic Light Summary Page or Order43 Preplacement Medical Assessment Report. Avetta verifiers click here for additional business rule information.

Name must match the registered person
Date of Birth on must match the registered person
Employer must be listed (if this is not the current employer, the Order 43 New Employer Registration’ notification from CS Health must be uploaded
Must

be completed by an approved medical practitioner on the list below

https://www.coalservices.com.au/mining/workplace-safety-and-compliance/regulation-and-compliance/order-41-3/medical-practitioners-and-provider-training/

Must have either Doctors signature or Registered Nurse signature, must have name, ARN/AMP number and date. Electronic signature accepted

For Narrabri Underground:
- A new inductee’s medical must within the last 3 months (if the worker has a current compliant Order 43 medical, a Site Access Medical can be accepted – both must be uploaded together)
- A re-inductee’s medical must be within the last 12 months (if the worker has a current compliant Order 43 medical, a Site Access Medical can be accepted – both must be uploaded together)

IF AMBER PROCEDURE:

If amber result then a WHC-FRM-Health Management Plan, will need to be competed and sent for approval to Medicals@whitehavencoal.com.au as per criteria listed under the Medical.-.WHC-FRM-Health Management Plan competency business rule

Note – these are examples of common conditions and restrictions only. Please contact WHC for further guidance or clarification.

When the signed HMP is uploaded with the medical - Pegasus must refer to the Medical.-.WHC-FRM-Health Management Plan business rule prior to verifying the medical and HMP..

HMP’s on a company letter head can be accepted, must be approved by Jessica Pereira, Ellen Watson, Justin Lawrence or Darcy McAneney ONLY

Examples of amber results that do not require a HMP:

Early / repeat audiometry
Early / repeat spirometry
Requires prescription safety glasses
Hearing loss unless it does not meet commercial driving standards
BMI's less then 38

IF NEW INDUCTEE PROCEDURE:

Please refer to Functional Capacity Evaluation AND Respiratory Fit Test business rules listed below!

Pegasus staff CLICK HERE for

have either Doctor’s name, signature (and AMP number) or Registered Nurse’s name, signature (and ARN number)
Electronic signature accepted
Must be completed by an approved medical practitioner on the list here.

Amber Medical Results (when the box is ticked for restrictions / employer actions required)?

If worker has received an amber medical, review Early Review (Competency - Health & Safety.Medical.Early Review) business rule (below) to check if an Early Review Plan is required

Delivery Drivers (Open Cut Delivery Driver Training Plan)

For Workers with either the All Open Cut – Bulk Fuel Lubricants Deliver Driver (MR, HR, HC, & MC) OR the Narrabri Surface – Delivery Driver (MR, HR, HC & MC) selected on the ATUI form, are not required to have completed an Order 43 Medical
Minimum Medical Competency Requirement is RMS Fitness to Drive Medical
Where an Order 43 Medical has been provided it will be accepted & there is no requirement to provide RMS Fitness to Drive Medical in addition
Medical Competency for Delivery Driver Role are to be uploaded under Group Competency – Administration.Medical.Bulk Fuel and Lubricants Delivery Driver
If there are any medical restrictions, send through to medicals@whitehavencoal.com.au

Pegasus staff CLICK HERE for additional business rule information prior to verification of competency

Issue Date =

Examination

Original Order 43 assessment/examination date OR review date OR RMS medical assessment date

SPECIAL CONSIDERATION

NOTE: For

Narrabri inductions/re-inductions approval is based on the site access medical completion date however the issue date recorded in Onsite should be from the Order 43 medical assessment date.

Pre-Placement Medical Review documents, the issue date should be the date of original pre-placement; not the date of assessment

Expiry Date = 3 years from calculated issue date

of examination

(unless the medical has a specified review date, as this date would then become the expiry

ate

date)

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Functional Capacity Evaluation

Business rule last updated by WHC 4/1/21

To be uploaded with Medical.Assessment.NSW Coal Compliant Medical

Additional requirements for NEW INDUCTEES only.

In addition to the 'Medical.Assessment.NSW Coal Compliant Medical' new

New inductees working in a coal mining area MAY (depending on their role[s] selection) also be required to undergo a

funtional capacity assessment

functional capacity evaluation (FCE) as per the below criteria prior to commencing with WHC.

Click

Click HERE to download Medium Functional template.

Click HERE to download Heavy Functional template.

Click HERE to view what roles require and FCE and / or Respiratory FIT test. If required, please upload with the medical.

Name and date of birth to match the person
Must be

dated – no older than

completed within the past 12 months
Must include the Position/Role

Must include; the date, the name and signature of either the Doctor,

FCEs can be completed by any registered Physiotherapist, Exercise Physiologist or Occupational Therapist

.

Some acceptable FCE example templates are issued by: Rural Fit, Sonic, BIS, Mader, Coal Services and Monadelphous (However these are not the only acceptable templates)

For standard competency requirements please click here.

Pegasus staff CLICK HERE for

(details must be included)
FCEs completed on the previous version can be accepted
OR additional acceptable FCE templates can be issued by the following providers:

FCE Templates - Accepted
Humanonics	Rural Fit
Sonic	BIS
Mader	Coal Services
Whitehaven FCE	Monadelphous
ACTIVE BALANCE	Assisstgroup total HR health solutions
Kinnect

FCE Templates - Not Accepted
Chromis

NOTE: If the FCE indicates an ‘Amber’ result the FCE report must be approved by WHC

Pegasus staff CLICK HERE for additional business rule information prior to verification of competency

This document will be included within the file upload for the competency named Medical.Assessment.NSW Coal Compliant Medical

meaning the issue and expiry date[s] will be the same as whats listed for this competency

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Respiratory Fit Test Report

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Competency

Competency Requirements

Upload Requirements

Examples

Early Review

(Competency - Health & Safety.Medical.Early Review)

Business rule last updated by WHC

9

22/

10

07/

20

Additional requirements for NEW INDUCTEES only.

In addition to the 'Medical.Assessment.NSW Coal Compliant Medical' new inductees working in a coal mining area MAY (depending on their role[s] selection) also be required to undergo a fit test as per the below criteria prior to commencing with WHC.

Click HERE to view what roles require and FCE and / or Respiratory FIT test. If required, please upload with the medical.

Name and date of birth to match the person
Must include; the date, the name and signature of either the Doctor, Physiotherapist, Exercise Physiologist or Occupational Therapist as the fit test operator

For standard competency requirements please click here.

Pegasus staff CLICK HERE for additional business rule information prior to verification of competency

This document will be included within the file upload for the competency named Medical.Assessment.NSW Coal Compliant Medical meaning the issue and expiry date[s] will be the same as whats listed for this competency

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Medical.-.WHC-FRM-Health Management Plan

Business rule last updated by WHC 04/01/21

Guidance for when a Health Management Plan is required

Whitehaven HMP Template OR Company Letter head can be approved as long as it is signed off by WHC approver

Click HERE to download the blank HMP form, other templates can be found on the Whitehaven Intranet (login details as per Contractor Management Forms).

A HMP is not required for every Amber result or early review requirement.

Examples of conditions/restrictions that may require a HMP and links to templates are provided below to assist with some conditions:

Anaphylaxis
Hypertension
Respiratory conditions
Multiple health conditions
Where the Order 43 result specifies early or ongoing medical review (excluding the requirement for early audiometry or spirometry)
internal implanted medical devices such as pacemakers, internal cardiac defibrillators
Epilepsy or other neurological conditions
Diabetes (insulin diabetes and non-insulin diabetes)
Other endocrine disorders
Chronic cardiac disease
Body Mass exceeds safe weight limits for operators
Musculoskeletal disorders/injury
Sleep disorders
Audiologist review

Examples of amber results that do not require a HMP:

Early / repeat audiometry
Early / repeat spirometry
Requires prescription safety glasses
Hearing loss unless it does not meet commercial driving standards
BMI's less then 38

Note – these are examples of common conditions and restrictions only. Please contact WHC for further guidance or clarification.

Submit the HMP accompanied by the full Order 43 medical report to medicals@whitehavencoal.com.au for review

Once the HMP has been approved, if required for an induction submit the signed HMP and full Order 43 Medical report to Pegasus.

The HMP must be signed by an authorised approver as listed below;

Jessica Pereira
Justin Lawrence
Ellen Watson
Darcy McAneney

For standard competency requirements please click here.

Once approved the competency needs to be uploaded in Onsite with the expiry date from the WHC-FRM-HMP,
Expiry date is listed on HMP

Competency

Competency Requirements

Upload Requirements

Examples

Once approved the competency needs to be uploaded in Onsite with the expiry date from the WHC-FRM-HMP,
Expiry date is listed on HMP

2021

When a worker receives an Amber medical result from their Order 43 medical (as shown on the traffic light page of the medical) an early review plan will be required. Early Review Plans are required to be uploaded against the Early Review Plan competency.

When the medical has an amber result, and nominates a review only (no restrictions), the ERP does NOT require WHC review. Upload directly into the Pegasus portal.
When the medical has an amber result, and nominates that a restriction applies to some aspect of their normal role – the ERP (check the box is ticked indicating restrictions) will require sign off by Whitehaven Coal.
Click here for the Early Review Plan TEMPLATE - Issue can be either 2.0, 3.0 or 4.0

Where medicals identify restrictions, the associated Early Review Plans are to be sent to medicals@whitehavencoal.com.au for review and approval by the authorised approver listed below (Health qualification or Senior WHS role):

Pegasus Administrators to click here for important additional BR information regarding Early Review Plans

Jessica Pereira
Justin Lawrence
Andrew Denovan
Bree Hadwen
Jessica Bennett
Kanupriya Singh
Amanda Akers
Sarah Myles
Kent Taylor
Jake Waldron
Jasmine Whitehurst
Hal Liu
Louise Bane

Download and complete WHC-FRM-Early Review Plan (from the Whitehaven Coal Document Portal – login details as per this reference guide WHC-SYS-QRG-Whitehaven Coal Document.pdf), ensuring that it has been discussed with the worker, they understand the follow up requirements and they have signed where relevant

Worker Name: must match the Order 43 medical
Date of Birth: must match the Order 43 medical
Site: indicate which site/s the worker will be working at
A medical should not be verified until the ERP has been submitted and is compliant
ERP expiry date/date review required: must be entered and, at a minimum be the date per the medical for which the review is required (see the example - Click here )
ERP file needs to be uploaded against the ERP competency

Issue Date = Original Order 43 assessment/examination date OR review date OR RMS medical assessment date
Expiry Date = Date to be calculated as per example:

Example

Amber medical result indicated
Original Order 43 assessment/examination date was 13/05/2019
Review time indicated is 12 months
ERP expiry date would be 13/05/2020

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Competency

Competency requirements

Upload Requirements

Examples

Anchor

	iloreport
	iloreport

Medical.-.Chest X-Ray - ILO Report

Business rule last updated by WHC 25.02.2021

Must indicate that it is an ILO Chest X-ray report (must be full report)
If the Chest X-ray report does not read ‘No evidence of pneumoconiosis, OR ILO Classification

0/0’

0/0 or 0/1’ the contractor is required to send the report to CS Health to verify there are no concerns that require follow up.
If the Chest X-ray report recommends a HRCT scan, the HRCT report must also be attached

Issue Date = date of examination
Expiry Date = 3 years from date of examination (unless a review date is listed then enter the expiry as the earliest expiring date)

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Medical.-.Chest X-Ray - B Read (QLD)

Must indicate that it is an ILO Chest X-ray report (must be full report)

QLD Coal Mine Worker Health Scheme B-Read X-ray reports are acceptable (NB. These will be escalated to Whitehaven Coal for review) - Pegasus Administrators to click here for additional business rule information

Issue

Date

date = date of examination

Expiry

Expiry Date =

3

5 years from date of examination (unless a review date is listed then enter the expiry as the earliest expiring date)

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Versions Compared

Old Version 174

New Version Current

Key

Plus full Site Induction Medical Assessment or full Site Access or WHC Health Surveillance Certificate of Fitness