Clinic-Assist
Knowledge Base
The staff rota is your provision for the central organisation and management of your team members working patterns. It certainly doesn’t take long to get the hang of, and works in conjunction with the ‘Appointments’ functionality. Together, these core functions offer extremely helpful scheduling automations and logic to make your life easier throughout your busy day.
If you haven’t already done so, ensure you have created your system Users, your Locations and Rooms.
The Staff Rota main page provides you with a global calendar view and one of two choices - the five day working week view (Monday to Friday), or the full week view (Sunday to Saturday).
Selecting either of these options will change your display accordingly. The default view will be that of your most recent selection, regardless of you logging out of the system.
A team member is to have the following working pattern for the duration of one week: the same location, in the same room for five days, 09:00 – 17:00. The team member is also to have a one-hour lunch break starting at 12:30.
To add a new entry, click on the ‘User’ drop down from the top left of the screen and select the relevant team member you wish to manage.
Select the Location followed by the Room to which your team member is to be assigned.
Beneath ‘Room’, you will notice that you have the option to enter multiple start and end times. Here, enter the first start time as 09:00 and the first end time as 12:30 (you can enter these times manually or select from the drop down selection lists). Now focus on the second ‘Start time’ box underneath and enter 13:30 with an end time as 17:00.
Now select the days. Under the time boxes you will notice a set of buttons as ‘Select’, ‘Done’ and ‘Cancel’. Click the ‘Select’ button, this will change the calendar view slightly.
Click the first Monday on which the team member is to start. You will see that the day you have selected is highlighted and clicking again will undo the action.
Continue selecting Tuesday through to Friday followed by clicking the ‘Done’ button. So long as you still have the same user listed in the User field you should now see those selected days with the times you configured.
If you want to configure the same time pattern for another user in another room, you only need change the user and room names as the times will remain fixed in place until you manually change them.
The selected user also acts as a filter, so assuming you have configured calendar entries for multiple users, you can view their rotas by selecting their name from the drop down.
Now that you can see entries in the days of the week, these are individually selectable should they require altering. There is a toggle mechanism to select and deselect an individual entry. If you want to adjust the time or change the room of an entry, select it and click the ‘Edit’ button.
When you have made your amendments, click Apply to commit your changes.
The colour of each entry is determined by the colour you chose in your initial setup of ‘Location’. You can alter this using the Location settings option.
To the left of each rota entry in the calendar is a number. This is a quick view of the number of appointments selected for that time slot.
Adding entries for team member holidays so that they are visible on the calendar is much the same as adding a working pattern. Select the user and enter times as you have done previously but select the location type as ‘Holiday’. Finally, complete in the same way as you did when creating a work schedule. Now you will notice similar such entries in the calendar listed as ‘Holiday’.
Example scenario: Nurse Nina is delayed in to work but Nurse Nick is already at the clinic with no current appointments. From the ‘User’ drop down select Nina to view her appointments. Select the appointment Nina is about to be late for, then click the ‘Reassign’ button to view the available User selections.
Select the user Nick and click Apply.
The original entry for Nurse Nina now shows ‘0’ appointments since it has been moved.
Conversely, for Nurse Nick, what was a ‘0’ entry for appointments, now shows ‘1’