Adding a person to the clinic does not by itself make them bookable. Two links
do that: the department they belong to, and the services they provide.
Who can do this: the clinic admin or reception.
Before you start: the departments and services this person works in must
already exist.
Steps
Open Medical staff and click Add medical staff.
The form opens on one field, Medical staff member. Type the person's
name. This is a search first, and it is what stops the same person being
created twice.The person already has a login (a receptionist who also sees patients,
an admin who was given an account first): pick the row. Their name and
email fill in from the account, and the email is locked, because from now
on it is managed under Users.A row says "Has staff profile": this person is already in Medical
staff. Use View staff profile instead of adding them again.Nobody matches: choose Add new medical staff, the last row. It is
always there, even when there are matches, because a matching name is not
proof of the same person.
If nobody in the clinic has a login without a staff profile, there is nothing
to search and the form opens straight on the name fields.Check first name and last name, and enter the phone. All three
are required. Email is optional.Choose the availability type, Fixed or Flex. See below if you are not
sure. On some clinics this field is still labelled Employment type; it is
the same field.Choose the department or departments this person belongs to.
Choose the services they provide. The list only offers services from the
departments you picked in step 5, so pick the department first.Decide whether this person needs a login now.
No, or not yet: click Save. You can invite them later from their
profile.Yes: tick Invite to the platform and click Continue. A second
step, Platform access, asks for the email the invitation goes to,
the roles and the primary language. Click Send invitation.
The checkbox is not shown when you linked an existing login in step 2: that
person can already sign in.
What you should see: the person's profile. If you sent an invitation, it
carries the band Invitation sent to ...; if you linked an existing login, a
small green dot by the name. In the Medical staff list the Schedule column
reads No schedule for a Fixed person or By request for a Flex one.
No schedule at this point is correct: you have not given them hours yet.
Once you have, the column shows their working days instead.
If the invitation fails
The staff profile is saved first and the invitation is sent second. If sending
fails, the profile is kept and the form stays on the Platform access step;
click Send invitation again and the same profile is used, not a second one.
If you leave instead, the profile is there and you can invite the person later
from it.
Fixed or Flex
Fixed means the person works to a repeating weekly timetable. Somebody who
is in every Tuesday and Thursday is Fixed, even though that is part time.Flex means there is no repeating timetable. They come in when the clinic
calls them, and their availability is entered per date.
A Flex person with no hours is correctly set up, not a problem to fix. That is
why their Schedule column reads By request rather than No schedule.
Why the department comes first
The department decides which services you can give the person. If you later
remove a department from their profile, the services belonging to that
department drop off with it. This is deliberate: a profile can never hold a
service the person's departments do not cover.
Phone is required, email is not
The phone number does three jobs: it tells apart two people with the same name,
it is how the clinic reaches somebody who has no login, and it is where a
WhatsApp message would go. Many staff have no email, so email is optional and
the person still works fully as a bookable resource without one.
A login is a separate thing
Being in Medical staff is not the same as being able to log in. A small green
dot next to the name means the person has platform access. Only somebody with
access can log in, open patient records and receive email notifications.
There are three ways to give somebody both records, and they end in the same
place:
While adding them here, tick Invite to the platform (step 7), or pick
their existing login in the first field (step 2).Later, from their profile, use Invite to platform. See Invite a staff
member to log in.From the Users side, add the user and tick Create a medical staff
profile, or open an existing user and use Link staff profile to connect
them to a staff record that already exists.
Once an invitation has been sent, the email address becomes read-only on the
staff profile and can only be changed under Users.
Removing somebody
Use Mark inactive from the row's ... menu when somebody leaves. Their
history stays and they can be reactivated if they come back. Deleting is only
possible for a record with no history at all, which in practice means somebody
added by mistake.
Where to go next
Give a staff member working hours
Invite a staff member to log in
Medical staff and users: what the difference is
Add a department
Add a service