Medical.Assessment.Category 3 - Periodic, Pre-employment

Competency requirements

Person Verification

  • Name on medical 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 medical (any page).

Verification of Results

  • Cardholders name must be on fitness for duty page.
  • AHP name and signature must be present on fitness for duty page.
  • Fit for duty page present.
  • Fit for duty section must be ticked, and completed.
  • The type of medical must be written on the form (i.e. periodic, pre-placement, change of category, or triggered.) If no medical type is indicated, the type should be set as 'Periodic'.

Verification Details

  • Assessment date (or appointment date) must be recorded on the fitness for duty page.
  • Determination date is not to be accepted in place of the date of assessment
    • NOTE: If this is a triggered medical the date of the last periodic medical must be written as the assessment date. This is to ensure the correct expiry is calculated. Please see the business rule for Triggered/Change of category medicals for more details.
  • Medical has been completed by (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).
  • Category 3 (Or Mauve Category) to be displayed on the fit for duty page.
  • Category 1 medical document CAN be accepted in lieu of a category 3 rail medical but category 3 medical rules must be applied. This needs to be requested in writing by the relevant Employer Admin
  • 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).

Upload requirements

The issue date in RIW 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 current year
    • 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


  • 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
  • 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 RIW.
Accepted evidence

Not accepted evidence
  • No example provided.
Business Rule Link

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