Chicago Police DepartmentEmployee Resource E03-01-08
CLEAR Automated Medical System
Issue Date:28 October 2003Effective Date:28 October 2003
Rescinds:D03-56
Index Category:Medical, Health, and Wellness
I.Purpose
This notice establishes responsibilities and procedures for the entry and approval of information into the CLEAR Automated Medical System.
II.Scope
  • A.The CLEAR Automated Medical System will become operational Department-wide at 0001 hours on 29 October 2003.
  • B.All Medical Absence Reports for all members will be generated using the CLEAR Automated Medical System.
  • C.All Follow-Up Reports for Visit Requests will be generated using the CLEAR Automated Medical System.
  • D.The CLEAR Automated Medical System changes the way Department members create a Medical Absence Report and the way a supervisor denotes approval:
    • 1.Department members will enter the MAR directly into the CLEAR Automated Medical System.
    • 2.Department supervisors will indicate approval directly into the CLEAR Automated Medical System.
  • E.Unless specifically delineated in this directive, all other aspects of the Medical Absence Policy will remain the same as outlined in the Department directive entitled “Medical Policy”
III.General Information
  • A.The CLEAR Automated Medical System is a web-based computer application designed to allow sworn members to:
    • 1.create their own MAR when there is an anticipated medical absence, ie., scheduled medical procedures.
    • 2.search/edit their own MAR until approved.
    • 3.acknowledge return to duty.
    • 4.acknowledge change in work status.
    • 5.search their own medical information.
  • B.A sergeant and above, in addition to the functions listed in Item III-A of this directive, has the authority to:
    • 1.create a MAR for another employee assigned or detailed to their unit.
    • 2.search/edit a MAR until approved.
    • 3.create a Follow-up Report for Visit Request.
    • 4.generate district-level reports on medical usage.
  • C.A civilian supervisor has the authority to:
    • 1.create a MAR for members assigned or detailed to their unit.
    • 2.search/edit a MAR until approved.
    • 3.generate district-level reports on medical usage.
  • D.A lieutenant and above, in addition to the functions listed in Item III-A and B of this directive, can:
    • 1.review and approve a medical absence.
    • 2.request additional visits for a sworn member on the medical roll.
    • 3.assign a temporary role to an employee (ie. Acting Sergeant, etc.).
  • E.A timekeeper, in addition to the functions listed in Item III-A and Item III-C can:
    • 1.create and edit furlough requests.
    • 2.retroactively remove officers from the medical roll for furlough or suspensions.
  • F.The Medical Services Section can:
    • 1.create a return to duty notice for sworn members.
    • 2.search/edit a return to duty notice for sworn members.
    • 3.create work status.
    • 4.search/renew/change work status.
    • 5.create and view progress notes.
    • 6.create, view, and edit case summary.
    • 7.change medical absence category.
  • G.Civilian department members can:
    • 1.create their own MAR when reason for medical absence is known in advance, ie. medical procedures or appointments.
    • 2.search/edit their own MAR, until approved.
    • 3.search their own medical information.
    • 4.request medical absence in hourly increments.
IV.Department Member Responsibilities
  • A.Sworn members will, when applicable:
    • 1.log into the CLEAR system to create a MAR by selecting “Create Medical Absence Report”, using the following procedure:
      • a.enter name, star number, or employee number;
      • b.select the appropriate category of the nature of the illness or injury (sickness, IOD, etc.), then select “Next”;
      • c.select the appropriate nature of the illness or injury from the list provided, then select “Next”;
      • d.if the information provided is correct, then select “Save”, which will enable the MAR to be reviewed by the watch commander/unit commanding officer.
    • 2.log into the CLEAR system to search/edit by selecting “Search Edit Medical Absence Report” using the following procedure:
      • a.select “view” in order to view the information submitted,
      • b.select “edit” in order to change the information submitted.
        NOTE:
        Complete the MAR using the on-screen prompts and training provided by the Information Services Division. For specific procedures on completing the MAR, refer to the “Chicago Police Department Automated Medical System Training Guide” available via the intranet by selecting “Automated Medical Help”.
    • 3.after saving a MAR, notify the watch commander/unit commanding officer for MAR review and approval.
  • B.Civilian members will, when applicable:
    • 1.log into the CLEAR system to create a MAR by selecting “Create Medical Absence Report” using the following procedure:
      • a.enter name or employee number;
      • b.select the appropriate category of the nature of the illness or injury, then select “Next”;
      • c.select the appropriate nature of the illness or injury from the list provided, then select “Next”;
      • d.if medical absence is requested in hourly increments (less than 7), then enter number of absence hours needed, then enter start time and end time using military time, eg. 0900 or 1430, within the boxes provided, then select “Next”;
      • e.if the information provided is correct, then select “Save”, which will enable the MAR to be reviewed and approved or disapproved by the watch commander/unit commanding officer.
    • 2.log into the CLEAR system to search/edit by selecting “Search Edit Medical Absence Report”, using the following procedure:
      • a.select “view” in order to view the information submitted
      • b.select “edit” in order to change the information submitted.
        NOTE:
        Complete the MAR using the on-screen prompts and training provided by the Information Services Division. For specific procedures on completing the MAR, refer to the “Chicago Police Department Automated Medical System Training Guide” available via the intranet by selecting “Automated Medical Help”.
    • 3.after saving a MAR, notify the watch commander/unit commanding officer for MAR review and approval.
V.Supervisor Responsibilities
  • A.Sergeants, in addition to creating a MAR using procedures delineated in Item IV of this directive, will:
    • 1.when required, create a follow-up report for visit request and indicate the presence or absence of the involved member by:
      • a.selecting “Follow-up Report for Visit Request”, then
      • b.entering the member’s name, star number or employee number, then selecting “search”,
      • c.when the member’s name appears clicking on “select”, then
      • d.completing the information required when prompted.
    • 2.when required, generate district level reports on medical usage.
      NOTE:
      For specific procedures for completing supervisor responsibilities, refer to the “Chicago Police Automated Medical System Training Guide” available on the intranet by selecting “Automated Medical Help”
  • B.Civilian supervisors will follow procedures described in Item IV and Item V-A-2 only.
  • C.Supervisors will notify the watch commander/unit commanding officer when a MAR needing watch commander/unit commanding officer review has been saved.
VI.Timekeeper Responsibilities
Timekeepers, in addition to the procedures described in Item IV of this directive, will log into the CLEAR Automated Medical System to:
  • A.create and edit furlough requests by:
    • 1.selecting “Create/Edit Furlough Request (Approved)”.
    • 2.entering the member’s name, star number or employee number, then selecting “search”, then
    • 3.selecting “view” in order to view the information, or
    • 4.selecting “edit” in order to edit the information, then
    • 5.completing the information required when prompted and selecting save.
  • B.retroactively remove officers from the medical roll for furlough or suspensions by:
    • 1.selecting “Create/Edit Medical Time Exceptions”, then
    • 2.entering the member’s name, star number or employee number, then selecting “search” and
    • 3.completing the information required when prompted.
      NOTE:
      For specific procedures on completing timekeepers responsibilities, refer to the “Chicago Police Automated Medical System Training Guide” available via the intranet by selecting “Automated Medical Help”.
VII.Watch Commander/Unit Commanding Officer Responsibilities
  • A.The watch commander or a designee will check the CLEAR Automated Medical System minimally twice during his or her tour of duty, by selecting the “District Inbox” icon and completing the required action when indicated.
  • B.The watch commander/unit commanding officer will:
    • 1.review pending MARs by selecting “Review and Approve Medical Absence Reports”, then:
      • a.enter the member’s name, star number or employee number, then selecting search;
      • b.when the member’s name appears, selecting “select”; then
      • c.to approve the MAR, selecting “Approve”.
    • 2.ensure that required home visits are requested.
      NOTE:
      For specific procedures on watch commander responsibilities, refer to the “Chicago Police Automated Medical System Training Guide” available via the intranet by selecting ‘Automated Medical Help”
VIII.Medical Services Section Responsibilities
The Medical Services Section will log into CLEAR Automated Medical System to:
  • A.create a Return to Duty Notice by:
    • 1.selecting “Create Return to Duty”; then
    • 2.entering the member’s name, star number or employee number, then selecting “search”, then
    • 3.completing the information required when prompted.
  • B.search/edit a Return to Duty Notice by:
    • 1.selecting Search/Edit Return to Duty; then
    • 2.entering the member’s name, star number or employee number, then selecting “search”; then
    • 3.completing the information required when prompted.
  • C.create a work status report by:
    • 1.selecting “Work Status”, then
    • 2.entering the member’s name, star number or employee number, then selecting “search”; then
    • 3.completing the information required when prompted.
  • D.search/renew/change a work status report by:
    • 1.selecting “Search/Renew/Change Work Status”; then
    • 2.entering the member’s name, star number or employee number, then selecting “search”; then
    • 3.completing the information required when prompted.
  • E.create and view progress notes by:
    • 1.selecting “Create Progress Notes”, or “View Progress Notes”; then
    • 2.entering the member’s name, star number or employee number, then selecting “search”; then
    • 3.completing the information required when prompted.
  • F.create, view, and edit a case summary by:
    • 1.selecting “Create Case Summary”, “View Case Summary”, or “Edit Case Summary”; then
    • 2.entering the member’s name, star number or employee number, then selecting “search”; then
    • 3.completing the information required when prompted.
  • G.change the medical absence category by:
    • 1.selecting “Change Medical Absence Category”; then
    • 2.entering the member’s name, star number or employee number, then selecting “search”; then
    • 3.completing the information required when prompted.
      NOTE:
      For specific procedures on Medical Services Section responsibilities, refer to the “Chicago Police Automated Medical System Training Guide” available via the intranet by selecting “Automated Medical Help”.
IX.Procedures in the Event of CLEAR Automated Medical System Unavailability
  • A.If a member is unable to access the CLEAR Automated Medical System application on a Department computer located within a unit in which the CLEAR Automated Medical System is operational, that member will telephone the Help Desk for assistance.
  • B.In the event of a CLEAR Automated Medical System unavailability, Public Safety Information Technology (PSIT) will notify all affected units via facsimile message with information regarding the expected duration of the unavailability.
    • 1.A “CLEAR Automated Medical System unavailability” is defined as:
      • a.any circumstances in which the mechanical operation of the CLEAR Automated Medical System application or of the network server directly related to the application fails or is intentionally taken down for maintenance, or
      • b.any other circumstances, to include power failures, which make the CLEAR Automated Medical System application inoperative or otherwise unavailable to unit members.
    • 2.When a watch commander or higher ranking member has determined or been notified that a CLEAR Automated Medical System unavailability has occurred affecting his or her facility, the watch commander or higher ranking member will:
      • a.determine whether the unavailability is the result of a planned service interruption conducted by PSIT.
      • b.in those instance where PSIT did not notify the affected units of the unavailability:
        • (1)ensure a notification is made to the Help Desk; and
        • (2)request PSIT to ascertain and report the expected duration that the system will be unavailable.
      • c.when operationally feasible, allow one hour for PSIT to take the necessary actions to make the application available. In making the determination as to whether to await the availability of the CLEAR Automated Medical System or the authorized use of the medical policy forms, the watch commander/unit commanding officer will consider:
        • (1)the proper allocation of Department resources and manpower, including the need to avoid the unnecessary use of overtime;
        • (2)when the unavailability of the CLEAR Automated Medical System is isolated (i.e., affects only one district or unit), the proximity and efficiency in using the CLEAR Automated Medical System at another unit’s location.
    • 3.Districts/units of assignment will maintain their data using the existing hard copy medical policy forms in the event of system unavailability.
    • 4.The watch commander/unit commanding officer will ensure that the data for any MAR or follow-up report recorded on an existing hard copy medical policy form is entered into the CLEAR Automated Medical System when the system becomes operational.
X.Training
Training on the CLEAR Automated Medical System will be provided via streaming videos located at the CLEAR intranet and selecting “Automated Medical Help Streaming Videos”. Additional assistance will be available via automated help, the Help Desk and “Chicago Police Department Automated Medical System Training Guide.”
XI.Conflicts Provision
In the event that a procedure in this directive conflicts with the provisions of the Department directive entitled “Medical Policy”, the provisions established under this directive will take precedence.
Philip J. Cline
Superintendent of Police
03-151 PMD (JAB)