Medical Clearances & Employment History

Most departments keep a paper personnel file for every member: the last physical, a doctor's note after an injury, the letter that confirmed a leave, the notice when someone left. Command Established gives each of those a proper home on the member's profile, so you can answer the questions the paperwork exists for — is this person cleared for duty, and until when? and what is their history with the department? — without digging through a cabinet.

Both sections live on the Details tab of a member's profile, under Personnel.

Medical Clearances

A medical clearance records a provider's determination about a member's fitness for duty, with the provider's paperwork attached.

Each clearance has:

• Type — one of:
  • Physical — a periodic medical evaluation, such as an annual firefighter physical or a pre-placement exam for a new member.
  • Return to work — clearance to resume duty after an injury, illness, or surgery.
  • Duty restriction — a temporary limitation such as light duty, no SCBA use, or no interior operations.
• Outcome — Cleared, Cleared with restrictions, or Not cleared.
• Exam date — when the evaluation or determination took place.
• Valid until — the last day the clearance is good for. For a duty restriction, this is the date the restriction ends. Leave it blank for a clearance with no end date.
• Provider — the physician, clinic, or occupational health provider.
• Notes and attached documents — the exam summary, the provider's note, or any supporting paperwork.

The list shows each member's clearances newest first. Clearances that are about to lapse are highlighted, and lapsed ones are marked Lapsed, so a quick look tells you whether someone is current.

Common uses

• Annual physicals. Record each member's yearly evaluation with the clinic's summary attached. The Valid until date shows who is coming due.
• Pre-placement exams. Record a new member's physical before their first shift.
• Return to work after an injury. When a member comes back from injury or illness, record the provider's release with any restrictions, and attach the note.
• Light duty and other restrictions. Record the restriction with an end date so officers know who shouldn't be on an air pack or going interior, and when that changes.

What goes here, and what doesn't. Command Established records the determination, not the medical detail. Attach the provider's summary or note, not a full medical chart. If you have a document like a hospital discharge summary, attach it to the return-to-work clearance it supports.

Employment History

An employment record documents a change in a member's relationship with the department, with the paperwork attached.

Each record has:

• Event — one of:
  • Hired — the member joined the department.
  • Leave began — the member started a leave of absence.
  • Returned from leave — the member came back.
  • Separated — the member left the department, for any reason.
• Effective date — when the change took effect.
• Reason — a short explanation, such as "Moved out of district" or "Medical leave."
• Notes and attached documents — an appointment letter, a leave approval, a separation notice, or a signed acknowledgment.

Updating the member's status at the same time

When you add a record, Command Established offers to update the member's current status to match — Active for a hire or a return, Leave for a leave, and Inactive for a separation. Leave the box checked and both happen in one step. Uncheck it when you're recording history that doesn't reflect where the member is today, such as entering a hire date from years ago.

If the effective date is in the future — a resignation effective at the end of the month, for example — the record is saved but the member's status doesn't change yet. Update their status when the event takes effect.

Editing an existing record never changes the member's current status. The status option is only offered to people who can edit personnel records.

Common uses

• Onboarding. Record the hire with the appointment letter attached.
• Leaves of absence. Record when a leave began and ended, with the approval letter, so the member's file shows the full picture.
• Separations. Record a resignation, retirement, or dismissal with the notice attached. The member's training and certification history stays on file.
• Bringing in paper records. Add past hires, leaves, and separations with their scanned letters so your department's history lives in one place.

Adding a record

1. Go to Personnel and open the member's profile.
2. On the Details tab, find Medical Clearances or Employment History and select Add.
3. Fill in the fields, and drag in any documents you want to attach. Documents upload when you save.
4. Select Add clearance or Add record.

To add or remove documents later, select the edit button on the row. Members who can view a record but not edit it can open its full notes and documents with the details button.

Who can see these records

Medical clearances and employment records are restricted record types. They are hidden unless a member has access:

• Admins and Owners can see and manage every member's records.
• Every member can see their own medical clearances and employment history. They can't add, edit, or remove them — these records are the department's, not the member's.
• Anyone else needs Read access, granted individually or through a group. Medical Clearances and Employment Records are separate permissions, so you can, for example, let a safety officer see medical clearances without seeing employment history.
• Adding, editing, and archiving require Create, Update, or Archive access on the matching record type.

Medical clearances are deliberately more private than a member's contact details: someone who can see a member's date of birth or address does not automatically see their medical records.

See Permissions & Groups to set up access.

Frequently asked questions