How to use the Staff Directory

The Staff Directory is used to link staff roles to clinical records. Staff can be assigned the relevant roles they perform in the Staff Directory. As a result, when the clinical record is created, the assigned roles will be available and in the drop-down for the role, staff members can be selected.

Key Information

• Deleting a doctor will delete the associated Staff Directory entry - this does not work the other way around.
• Common fields (i.e. first name) are kept in sync - any changes made to users, doctors, or staff, will be copied over to the applicable fields on all related roles.
• When saving a new doctor's details, a new staff entry will be created if there is no preexisting entry.
• When updating 'Internal MO' details, if the doctor does not exist as a referring MO, they will be created based on the provider number.
• Doctor and user are linked via the 'Username' field in the Add/Modify Internal Doctors screen.
• Doctor and staff are linked via the 'Username' or 'Doctor' field in the Staff Editor screen.
• Staff and user are linked via the 'Username' field in the Staff Editor screen.

Adding a New Staff Member

• The Staff Directory is accessible via Admin > Staff Directory.

• To add a new staff member, select the Add Staff button.

• Enter the staff member details, including HealthTrack Logon.
  • When the HealthTrack Logon checkbox is selected, the User Name field will provide a list of current usernames to be selected.

• If the staff member is a doctor, select the Internal Doctor checkbox, which will provide a list of current doctors to be selected.

• To select a role and location, click the Add button.

Adding Staff to Clinical Records

• Go to the Clinical Details tab for the clinical record, and navigate to the Staff section.

• Select Edit to open the Staff Selector screen.

• Click the Role column to select or change a role, and click the Name column to select the staff member.

• Choose the Select and Close button.

Why a staff member is not showing in a selector

Staff selectors across HealthTrack (for example the staff on a clinical record, a booking, or a theatre case) do not list every staff member. Each picker is set up to show a particular role, and it only shows staff who hold that role at the location you are working in.

If a staff member is missing from a picker, work through the following:

• Check they have the right role. Open the staff member in the Staff Editor and confirm they have been given the role the selectoris asking for. A staff member with no matching role will not appear.
• Check the role is assigned at the right location. A role assigned at a different location will not show at the location you are currently in. Either add the role at the location you are working in, or assign the role against all locations so the staff member appears everywhere.
• Check the staff member has not been deleted. Deleted staff are hidden from new selections. They are kept on any records they were already selected on, so a deleted staff member can still appear on existing records even though they can no longer be chosen fresh.

Manage Clinical Roles

• In the Staff Directory, select the Manage Clinical Roles button to manage the roles available for selection on a Clinical Record.

• This will open the MR Staff Role Editor screen.

• Select the + sign on the left of the Clinical Record header to display the currently configured roles for the Clinical Record.
• Select New or Edit to add a new role or edit an existing role for the Clinical Record.
• After the configuration is complete, select Save and Close.