Clinic Team

The Clinic Team module is where you manage all healthcare staff in your facility. This is where you link system users to their professional roles, document their specialties and licenses, and set their working schedules.

Understanding Clinic Team

The Clinic Team includes everyone who provides care or support in your facility:

• Doctors - Physicians and specialists
• Nurses - Registered nurses and nurse practitioners
• Midwives - For maternity care
• Clinical Officers - Medical assistants
• Lab Technicians - Laboratory staff
• Pharmacists - Medication experts
• Radiographers - Imaging specialists
• Receptionists - Front desk staff
• Administrators - Management and support staff

WARNING

Important: Each staff member must first exist as a User in the system before being added to the Clinic Team. This means administrators must first create accounts for these people before adding them to the clinic team.

The Clinic Team Page

When you open the Clinic Team section, you'll see all staff members in your facility.

What You'll See:

1. Staff List: All team members with their key information

2. Key Information Displayed:

   • Member Entity: Which organization/clinic they belong to
   • Fullname: Staff member's name
   • License Number: Professional registration number
   • Specialty: Their role in the clinic

3. Hidden Information (click eye icon to show):

   • Created Date
   • Last Updated Date
   • Deleted Date (for former staff)

Adding a New Team Member

Step 1: Check User Exists First

Important: The person must already be a User in the system. If not:

1. Go to Users module
2. Create new user account
3. Return to Clinic Team

Step 2: Add to Clinic Team

1. Click New Staff
2. Fill in the form:

Staff User Selection:

• Search for the user by name
• Only users not already in Clinic Team will appear
• Select the correct user
• Note: This field only appears when creating new staff (not when editing)

Specialty / Role:

• Select their professional role:
  • Doctor: Medical doctor
  • Nurse: Nursing staff
  • Midwife: Maternity care
  • Clinical Officer: Assistant medical officer
  • Lab Technician: Laboratory work
  • Pharmacist: Medication management
  • Radiographer: X-ray and imaging
  • Receptionist: Front desk
  • Administrator: Management

License Number:

• Enter their professional registration number
• Examples: "MD-12345", "RN-9876", "PH-4567"
• Required for clinical staff

Step 3: Set Working Schedule (Optional but Recommended)

Working Hours:

• Click "Add Day" for each day they work
• Format: Day → Hours
• Examples:
  • Monday → 08:00 - 17:00
  • Tuesday → 09:00 - 18:00
  • Wednesday → 08:00 - 16:00
  • Thursday → 09:00 - 17:00
  • Friday → 08:00 - 13:00

Tips for Scheduling:

• Be specific about hours
• Include lunch breaks if fixed
• Note variations by day
• Update when schedules change

Step 4: Save

• Click Save to add to Clinic Team
• Staff now appears in dropdowns for appointments, visits, etc.

Editing Team Member Details

When to Edit Staff Information:

• License number changes
• Role/specialty changes
• Schedule updates
• Name changes (edit in Users module first)

How to Edit:

1. Find the staff member in the list
2. Click the Edit button (pencil icon)
3. Make your changes
4. Click Save

Note: You cannot change which User is linked once created. For major changes, consider creating new staff record.

Viewing Staff Details

What You Can See:

• Full staff information
• Professional license
• Specialty/role
• Working schedule
• Organization affiliation

How to View:

1. Find the staff member in the list
2. Click the View button (eye icon)
3. See complete staff record

Understanding Staff Management

Active vs. Inactive:

• Active: Currently working at your facility
• Inactive: No longer working (marked as deleted)

Important: Inactive staff won't appear in dropdowns for scheduling appointments or assigning patients.

Actions You Can Take

On Each Staff Member:

• View: See full details (read-only)
• Edit: Update information
• Delete: Remove from Clinic Team (goes to trash)

Bulk Actions (Multiple Staff):

1. Check boxes next to staff members
2. Choose:
   • Delete Selected: Move to trash
   • Restore Selected: Bring back from trash
   • Force Delete: Permanently remove

How Clinic Team Connects to Other Modules

Staff appear in these places:

1. Appointments: As assigned doctors
2. Visits: As attending staff
3. Prescriptions: As prescribing doctors
4. Lab Orders: As ordering doctors
5. Admissions: As responsible doctors
6. Room/Ward Assignments: As assigned staff

Why Proper Setup Matters:

• Ensures right staff assigned to right tasks
• Maintains professional accountability
• Supports scheduling and availability
• Documents who provided care

Best Practices for Team Management

Do:

1. Add all clinical staff - for complete team coverage
2. Use correct specialties - ensures proper role assignment
3. Keep licenses current - important for compliance
4. Set realistic schedules - helps with appointment planning
5. Update when changes occur - staff moves, role changes
6. Document everything - creates complete staff records

Don't:

1. Don't add non-existent users - create user account first
2. Don't use generic licenses - each staff needs unique number
3. Don't skip scheduling - affects appointment availability
4. Don't delete active staff - mark inactive instead
5. Don't mix roles - clear specialty assignment
6. Don't forget support staff - receptionists, admins are part of team

Common Tasks & How-to's

How to add a new doctor:

1. Ensure doctor has User account
2. New Staff → Select doctor's user
3. Specialty: "Doctor"
4. License: Enter medical license number
5. Schedule: Add working hours
6. Save

How to update a nurse's schedule:

1. Find nurse in list
2. Click Edit
3. Update Working Hours
4. Add/remove days as needed
5. Save

How to handle a staff member leaving:

Option 1 (Keep Record):

1. Edit staff record
2. Update license/specialty if needed
3. Clear working hours
4. Add note about departure
5. Save (record remains for historical purposes)

Option 2 (Remove):

1. Delete staff record
2. Goes to trash
3. Can restore if needed later

How to find all doctors:

• Filter or search by Specialty: "doctor"
• Or look in Specialty column

How to check staff availability:

1. View staff record
2. Check Working Hours section
3. See scheduled days and times
4. Use for appointment planning

How to add part-time staff:

1. Add as usual
2. In Working Hours, only add days they work
3. Example: Monday → 09:00-13:00, Wednesday → 14:00-18:00
4. Save

How to handle multiple roles:

• Staff should have one primary specialty
• If someone has dual roles (e.g., Nurse/Midwife), choose primary
• Document secondary roles in notes if needed
• Consider separate records for very different roles

Understanding Specialties/Roles

Clinical Roles:

Role	Typical Responsibilities	License Required
Doctor	Diagnosis, treatment, prescriptions	Yes (Medical Board)
Nurse	Patient care, medications, monitoring	Yes (Nursing Council)
Midwife	Maternity care, deliveries	Yes (Midwifery Board)
Clinical Officer	Basic diagnosis, treatment	Yes (Clinical Officers)
Lab Technician	Laboratory tests, analysis	Yes (Lab Board)
Pharmacist	Medication dispensing, advice	Yes (Pharmacy Board)
Radiographer	X-rays, imaging, scans	Yes (Radiology Board)

Support Roles:

Role	Typical Responsibilities	License Required
Receptionist	Appointments, patient registration	No
Administrator	Management, billing, operations	No

Quick Reference Guide

What you want to do	Steps to follow	Important Notes
Add new staff	New Staff → Select User → Fill details	User must exist first
Update schedule	Edit → Working Hours → Update → Save	Helps with appointment planning
Find staff by role	Search by specialty	Use Specialty column
Check license info	View staff record	All clinical staff need licenses
Remove staff	Delete (goes to trash)	Or just clear schedule

Troubleshooting

If user not in dropdown:

• User may not exist in system
• User may already be in Clinic Team
• User may be super admin (can't be added)
• Create user account first in Users module

If can't edit staff:

• Make sure you have permission
• Check if staff is in trash
• Try refreshing the page

If wrong specialty selected:

• Edit and change specialty
• Update license if different type
• Save
• Notify affected appointments if needed

If schedule not showing correctly:

• Verify Working Hours format: "Day → Hours"
• Example: "Monday → 08:00 - 17:00"
• Check for typos
• Re-enter if needed

If staff appears in wrong organization:

• Check Member Entity column
• User may belong to different organization
• Contact admin to fix user organization

Time-Saving Tips

1. Batch add staff - when setting up new clinic
2. Use schedule templates - for similar roles
3. Keep licenses in one place - easy to copy-paste
4. Regularly review - update changes quarterly
5. Train someone - for ongoing maintenance
6. Use search - faster than scrolling

Staff Setup Checklist

Before Adding Staff:

• ✓ User account exists
• ✓ Correct organization selected
• ✓ Professional license verified
• ✓ Role/specialty determined
• ✓ Schedule information available

During Setup:

• ✓ User linked correctly
• ✓ Specialty selected appropriately
• ✓ License number entered accurately
• ✓ Working hours set completely
• ✓ All fields filled correctly

Ongoing Management:

• ✓ Licenses renewed annually
• ✓ Schedules updated when changes occur
• ✓ Roles updated for promotions/changes
• ✓ Inactive staff marked appropriately
• ✓ Records kept for all former staff

Team Organization Tips

For Small Clinics:

• Each staff member may have multiple roles
• Document clearly in notes
• Consider flexible scheduling

For Large Hospitals:

• Clear role definitions important
• Department-based organization
• Specialized scheduling needs
• Regular team meetings for coordination

For Multi-Specialty Practices:

• Group by specialty in naming
• Clear scheduling for each specialty
• Cross-coverage arrangements
• Regular communication between specialties

Remember: A well-organized Clinic Team means:

• Patients see the right provider
• Appointments run smoothly
• Staff work efficiently
• Professional standards maintained
• Compliance requirements met

Good team management is the foundation of quality patient care in your facility!