Adato - FAQ

When I start up Adato for the first time, I have several outdated rehab cases. What should I do with them?

Link to: See information here.

Can older notes be added to the system?

Yes, you can add it under Notes in the case and post-date it. Scan and collect everything in a file that is uploaded.

I have a case where I would need to fill in more options for type of illness and cause of illness, e.g. a person was on sick leave due to a previously assessed mental illness and has been on sick leave due to that + stress-related, i.e. both "not job-related and job-related". What should you choose?

The recommendation is to indicate the cause that predominantly caused the sickness absence, and at the same time make a note that there are several causes for the sickness absence (which is almost always the case). After all, any of these causes may give rise to the need for work adaptation (to a reasonable extent).

The same is recommended when it comes to the type of illness. Which of the types of illness has had the most decisive impact on the current level of sick leave? Please indicate it, and at the same time make a note that there is another type of illness that has an impact.

What date is referred to in the My People overview?

Which guide should I use when in Adato?

You can choose which of the Adato guides you want to use to document what happens in the rehab case. The Notes Guide is general and can be used to make notes of short reconciliations/meetings or contacts. The Rehab Investigation Guide provides good documentation of the case at an initial stage. The Return to Work Plan Guide is good to use if you know that the absence will be long-term, i.e. longer than 60 days, and that the employer is required to draw up a rehab plan. The Certificate Guide is used to register the level of absence and medical certificates. The Close Rehab Case Guide is used to close a rehab case. By using this guide, the case will disappear from your current cases to monitor.

What is the difference between the actions: Note, Contact and Meeting in the Note Guide?

In the guide called Note, you can choose whether it is a note, a contact or a meeting that you want to log in the system. Depending on the choice you make, the heading in the overview view of the rehab case will change. Thus, if you click on Contact, the heading in the logbook will be Contact, etc.

How does the form for the Social Insurance Agency work (Försäkringskassan)?

In the guide called Plan for return to work, you can fill in information in the fields you consider relevant and then use the print function to create a Rehab Plan to send to the Social Insurance Agency (Försäkringskassan).

We will use the Rehab Plan template available in Adato.

Should I upload the medical certificate in Adato and do I still have to email the date and level of absence to the payroll unit?

Yes, medical certificates should be uploaded in Adato. You do not need to email the Payroll Unit to inform them of the date and level of absence, as the Payroll Unit receives this information from Adato instead.

Copies of medical certificates can be thrown away, as Adato is a subdirectory of W3D3. Deletion takes place after 10 years.

If you receive an original, after uploading a copy in Adato, it must either be returned to the person concerned or stored as before in a safe or similar.

I cannot upload a document?

The system only handles documents in PDF or image format.

What is the difference between a closed and archived case?

A case closed in the system can be opened/activated by a person with authorisation for the case.

A closed case is archived 3 years after it has been given the status "closed". An archived case can only be seen by the system administrator with the highest authorisation. If there is a need to see what is documented in an archived case, contact Adato@uu.se.

How do I open a closed case?

See the guide to opening a closed case..

When do you add a contact person?

The purpose of adding contact persons is to have contact details of the individuals relevant to the case readily available, e.g. doctor, contact person at FK.

What information accompanies a case if an employee changes organisation and who has access to the information?

If the case is open, the person(s) with the appropriate authority in the new organisation can access the information in the case.

We have an employee who is on 100% loan (leave of absence) to another organisational unit. However, in the system, the person's rehab case is still visible in our org. unit that has loaned the person. Should this be the case?

If a person has several ongoing employments at different org. units, everyone with authorisation for each org. unit sees the case. In the event of leave of absence, the manager/VHR has access to the case at both the current location and the org. unit from which the employee is on leave. Emails/messages from the system are only sent to the employee's current location.

Can we continue to work on an employee's rehab case after their employment has ended, e.g. for doctoral students?

Yes, employees can be accessed even when their employment has ended. People at the employee's last place of work with the right authorisation have access to information on the employee's rehab cases (ongoing and closed).

Can I manually add a person who has no employment, e.g. a scholarship holder, but who has a clear connection to the institution and for whom it is therefore relevant to create a case in Adato?

Yes, you can register cases manually in Adato. If you need to add a non-employee, please contact Adato@uu.se. Please make sure to check with the person concerned that they authorise us to enter their data in our systems.

I have entered an incorrect note and want to delete it. How can I do this?

When you are in the rehab case, select the note itself in the 'log list' (overview) and then click on the trash can.

I have entered the wrong cause of illness. How do I change it?

Viss information kan ändras. See the guide to changing information in a rehab case.

Some information may change. See the guide to changing information in a rehab case.

I have created a rehab case by mistake and cannot discard/delete it. What should I do?

Only system administrators can delete tickets. Please contact Adato@uu.se.

Why does the number of sick days in Adato not match the number of days in Primula?

Adato only counts full days, i.e. sick leave for part of a day counts as a full day.

Is it possible to transfer documents (e.g. medical certificates) uploaded in prehab to the rehab case?

Yes, you can transfer documents and notes. Instructions for moving certificates or other information from prehab to rehab Instructions for moving certificates or other information from prehab to rehab.

We have some employees with repeated short-term absences who show up in Adato all the time. Even when I have started a case and closed it in Adato, they reappear as soon as they are sick on a new day. In all cases, it is a cold, where we do not need to take action.
Is it possible to simplify the handling in any way?

There is no need for any major documentation other than to open a rehab case and make a note and then close the case when the employee is back at work. If the next absence is the same, you can reopen the previous rehab case, so you do not have to "create a new one". You also avoid having a lot of individual rehab cases on the employee in question.

Notification of action monitoring: If you only fill in the date, who does the case go to?

If you only fill in the date (not the recipient), the action monitoring goes to those who have organisational authorisation for it. If recipients are entered, the notification is also sent to that person.

Can Adato generate reminder emails to an employee to submit a new medical certificate?

No, the system does not send messages directly to employees. The manager/responsible person receives the message and must then remind the employee.