This dictionary allows to enter names and addresses of institutions which employes/students will pass through occupational medicine examinations. After choosing the functionality of “Institutions” from submenu “Occupational medicine” in menu “Administration” there appears list of institutions. Next to each position on the list there are visible buttons allowing for modification and removal of the given position and for contracts management, under the list there is a button allowing for addition of new position.

By clicking the button of “Add” empty form is displayed, while clicking the button of “Edit” displays form filled with the data of chosen institution in change mode, and clicking the button of “Delete” displays form filled with the data of chosen institution in read only mode.

To add institution one has to enter its data within the form and confirm it with the button “Add” (in order to provide the institution with access to the internet portal, enter the email address, which will be the login, and password). To ensure the possibility of conducting occupational medicine examinations for persons applying for their own request that is, to create a generic set of positions independent of the institution, the institution should be marked as created artificially (for such institution it will not be possible to define contracts). To modify data of institution one has to change its data within the form and confirm it with the button “Update”. To remove institution one has just to click the button of “Delete” within the form to confirm it.

To go to the institution's contract management functionality, click the "Contracts" button next to the institution in the list. Then a list of contracts will be displayed and with each of them the buttons:

• Copy - allows you to quickly create a copy of the contract
• Edit - allows you to edit the contract data
• Delete - allows you to delete the contract
• Print - allows you to download a PDF file with the content of the contract to be printed
• Settlement - allows you to view and print the status of the contract with the amounts of payment for the execution of this contract

Under the list of contracts, the "Add contract" button is visible, allowing the addition of a new contract.

To add new contract one has to click the button “Add contract”. After clicking "Add contract" button, there is displayed a form to add a new contract, where next to the basic data of contract can be entered also its content and the position corresponding to the terms of settlement of the contract. Entering content is done by using an editor that allows text formatting (change font size, alignment, bold, italic, underline, strikethrough, subscript, superscript), the creation of bullets (numbered and unnumbered), insert symbols and tables on the principle such as editors like OpenOffice, LibreOffice or Microsoft Word. Placing tag {X} in the content of the contract will cause that on the print of the contract this tag will be replaced by automatically generated entries corresponding to particular positions of the contract. In the form of adding a contract, you should indicate employees along with the positions and ranges of occupational medicine which the contract covers. To add an employee one should select a post with the range of occupational medicine (the posts and appropriate ranges of occupational medicine must be defined before - see next chapter!) And then in the field with a green background start to enter the employee (patient) data - it may be the name (size letters is irrelevant), name (case insensitive), PESEL and/or date of birth in YYYY-MM-DD format and then the system will display persons with matching data on the hints list - the correct person should be selected by clicking on the hints list. In this way, you can enter any number of persons. Each person entered in this way displays a checked box - if any of the persons was added by mistake, then this field should be unmarked before saving the data and the person will be omitted when saving. The entering of persons is only justified if the institution uses the institutional portal to plan occupational medicine visits for its employees. In the form of adding the contract it is possible to define any number of contract’s positions of two types:

• positions of the contract in relation to commercial visits
• positions of the contract in relation to commercial services

Positions of the contract in relation to commercial visits determine the rate by which the institution will pay for carrying out the commercial visits realized that meet certain conditions. The rates can be defined as the amount per visit (payment depends on the number of occupational medicine visits carried out for employees of the institution), the amount per hour (payment is dependent on the duration of the visits carried out for employees of the institution), percent per visit (payment is a percentage of fee for occupational medicine visit caried out for employees of the institution), the formula for the visit (payment depends on the fee for the occupational medicine visit carried out for employee of the institution and calculated according to a defined pattern). For each rate can specified the conditions under which the payment should be implemented according to the rate. Conditions can be defined as any combination of the following criteria:

• place - identification of place means that the payment of the specified rate will be implemented only for visits carried out in the specified place
• specialty - identification of specialty means that the payment of the specified rate will be implemented only for the visits carried out in a given specialty clinics
• visit kind - identification of the kind of visits means that the payment of the specified rate will be implemented only for realized visits of particular kind (scheduled, additional)
• visit type - identification of the type of visits means that the payment of the specified rate will be implemented only for realized visits of particular type; a list of possible types of visits to select is only available when you select specialty
• procedure - identification of the procedure code (ICD-9) means that the payment of the specified rate will be implemented only for realized visits where staff done the procedure of the particular code
• days - identification of the type of days means that the payment of the specified rate will be implemented only for the visits carried out in the indicated days (weekdays, weekends, certain day of the week, holidays, specified day); when the rate is applying to visits realized a certain date there should be given a specific date which such situation is concerning
• hours - identification of the hours means that the payment of the specified rate will be implemented only for the visits carried out in certain hours Positions of the contract in relation to commercial services determine the rate by which the institution will pay for carrying out the commercial services that meet certain conditions. The rates can be defined as the amount per service (payment depends on the number of services realized during occupational medicine visits for employees of the institution), percent per service (payment is a percentage of fee per service realized during occupational medicine visits for employee of the institution), the formula for the visit (payment depends on the fee for the service realized during occupational medicine visits for employees of the institution and calculated according to a defined pattern). For each rate can be specified conditions under which the payment should be implemented according to the rate. Conditions can be defined as any combination of the following criteria:
• place - identification of place means that the payment of the specified rate will be implemented only for services carried out in the specified place
• service type - identification of the type of service means that the payment of the specified rate will be implemented only for service realized in clinics of particular type;
• price list - identification of price list means that the payment of the specified rate will be implemented only for the realized services selected from the indicated price list
• service - identification of the service code means that the payment of the specified rate will be implemented only for realized services having this service code under contracts with the NFZ.
• procedure - identification of the procedure code (ICD-9) means that the payment of the specified rate will be implemented only for services realized during the visits when staff done the procedure with particular code
• days - identification of the type of days means that the payment of the specified rate will be implemented only for the services carried out in the indicated days (weekdays, weekends, certain day of the week, holidays, specified day); when the rate is applying to services realized a certain date there should be given a specific date which such situation is concerning
• hours - identification of the hours means that the payment of the specified rate will be implemented only for the services carried out in certain hours

The rates defined as an amount or a percentage are floating-point numbers determined with an accuracy of up to two places after the decimal point. The rates defined as formula (for commercial visits and services) are created as ports of the source code in the Groovy programming language (http://www.groovy-lang.org/documentation.html). In the content of formula in the parameter called amount is available the amount of the fee for the visit/service for which the formula can operate. The value representing the result of the formula should be placed in the content of the formula after the return keyword. At any field of rate allows the entering the formula there is the "Verify" button. This button becomes active when you select a formula as a kind of rates and makes it easier to create and test formulas. Click on this button opens a new window with a field for entering a formula and a field to enter the test amount. To ensure proper operation of the formula, after entering the test amount and content of the formula, click "Verify" button. If the content of the formula is not a valid code in the Groovy programming language, the system reports an error, and if it is a valid code in the Groovy programming language then in the "Result" field will be the result of calculation of the formula using a specified test amount. Entering any amendments to the content of the formula and re-test for different test amounts you can make sure of the correctness of created formula. Clicking on "Use" button closes the test formula and the final content of the formula is automatically inserted into the data form of contract.

In the data form of contract for each of the two types of positions there is also available a "More" button, which the next click displays the next lines in the form to enable the introduction of more positions of the contract. Positions of the contract does not have to be exclusive - you can define multiple positions of the contract under which there will be calculated payment for the same visit/service (eg. The definition of the rate for each commercial visit and rates for each commercial service will mean that for each commercial visit will be calculated payment basing on the first rates and additionally for each commercial service realized during this visit will be calculated additional value of payments by second rate). This solution allows you to build multiple mechanisms of provision calculation.

After entering all the data, save them by clicking the "Add" button. Contract position that does not have specified the type of rates are skipped at saving data. After saving, the data form of the contract is empty again allowing the entering the next contract. To cancel entering another contract, click "Back to the list of contracts." Added contract becomes visible on the list of contracts of staff.

If there is a need for a new contract, which will be slightly different from the existing one, then the easiest way is to create a copy of an existing contract and then modify the data of that copy. To create a copy of the contract, click "Copy" button at the contract list. There will appear a window asking you to enter the name of a copy of the contract.

After entering the name of a copy of the contract and confirming by pressing "OK" button on the list of contracts will appear a newly created copy. A copy differs from the original contract only name. To modify its other data one has to click button “Edit” by this copy.

If you want to modify the contract data, click "Edit" at the contract list. There will appear the data form of the contract the same as at adding a new contract, but filled with data. After making changes (editing data of contract has the same rules as at adding a new contract), save them by clicking the "Save" button below the form.

If there is need to remove the contract, click the "Delete" button at the contract list. There will be displayed the data form of contract identical as at editing contract data but in read-only mode. Pressing the "Delete" button below the form removes the contract from the system.

To print the contract, click "Print" button at the contract list. It opens the PDF document with the contents of the contract to print. Placing in the content of the contract the tags {DATA}, {NUMER}, {OD} and {DO} will automatically replace them by the date of signing the contract, contract number, date of contract beginning and end date of the contract. If the content of the contract has placed {X} marker, it is replaced by automatically generated entries corresponding to particular positions of the contract.

To check the status of the contract click "Settlement" button at the contract on the list. You will see a table with the list of positions of the contract. For each position there are given:

• realization conditions
• rate, according to which there is calculated value of the payment due to staff by realization of visits/services that meet specified conditions
• value of payment to be taken from institution by realization of visits/services that meet specified conditions

At each position of the contract in the table there is "Details" button allows you to view (in new window) realized visits/services that make up the amount of the payment.

In the case of positions of the contract relating to commercial visits, in details for each visit there are visible date, type, clinic, visit cost, rate and value of the payment for realization of the visit. In the case of positions of the contract relating to commercial services, in details for each service there are visible date, type, clinic, service name, quantity, unit price, rate and value of the payment for realization of the visit.

Above the table showing the status of realization of the contract there is a form to display the status of realization of the contract at any time. To view the status of realization of the contract in a given period in the form should be set border dates of the period and press the "Display" button - then a table showing the status of realization of the contract will be limited to visits/services provided in a given period. Preview of the status of realization of the contract in any period is applicable in case of monthly periods of the contract settlement.

Under a table showing the status of realization of the contract there is the "Print" button, which clicked opens a PDF document presenting the state of realization of the contract, parted into particular positions and with details of visits/services realized under the position of the contract.