Staff members

Staff Management holds a profile for everyone who works at your clinic: clinicians, receptionists, managers and anyone else. A staff profile is used to assign appointments, record who did what, and to give someone a sign-in.

Staff profile vs. user account

A staff profile describes a person. A user account lets that person sign in. Creating a staff profile does not let someone sign in. That’s a separate step in Staff access, done by someone who manages settings.

Who can do what

To…	You need
Open Staff Management and view other people’s profiles	Read staff profiles
Add a staff member	Create staff
Edit a profile, change its photo, deactivate or reactivate	Update staff
See your own profile	Nothing. Everyone can open Your profile.

The staff list

Open Staff Management in the sidebar (under Staff & Administration). The list shows each person with their contact details, roles, license, hire date and status (Active or Inactive).

Use Search staff members… to find someone by name, email or phone. Select a person to open their profile.

Add a staff member

1. In Staff Management, select New staff member.
2. Fill in Basic details:
   • Full name (required, at least 3 characters)
   • Email (required). This is also the email they will sign in with if they get a user account. Two staff members can’t share an email address.
   • Specialization, for example “Orthodontist”
   • License number
3. Fill in Contact: Phone and Emergency contact.
4. Optionally set the Hire date and add a Photo.
5. Select Create staff member.

You see Staff member created.

Tip

If the new person should sign in, ask someone with settings access to create their user account in Staff access. The Roles a person holds, which decide what they can do, are chosen there too.

Edit a staff member

1. Open the person’s profile and, on the Overview tab, select Edit.
2. Change what you need.
3. Select Save changes.

You see Staff member updated.

Caution

Changing someone’s Email also changes the email they sign in with.

Profile photo

On the edit page, under Photo:

• Upload photo or Change photo to pick an image. JPG, PNG and GIF files up to 5 MB are accepted.
• Remove deletes the photo after you confirm with Yes, remove. The person then shows with their initials.

Deactivate or reactivate

When someone leaves the clinic, deactivate their profile instead of deleting it, so their history stays intact.

1. Open their profile and, on the Overview tab, select Deactivate.
2. Confirm with Yes, deactivate.

Once deactivated, the person:

• can no longer sign in, and is signed out if they’re using Meddesk right now,
• can no longer be assigned to new appointments or picked in staff lists.

Their past records stay exactly as they were. To bring them back, open the profile and select Reactivate, then Yes, reactivate. They can sign in and be assigned work again.

A staff profile, tab by tab

Selecting a person opens their profile. A side panel shows their photo, name, status (Active or Inactive) and specialization, and lists the tabs. As on a patient’s page, when there are more tabs than fit the window the list switches to smaller rows so all of them stay visible.

Tab	What it shows
Overview	Profile details, contact, employment details (specialization, license, hire date), roles, and when they were last active. Edit and Deactivate (or Reactivate) are here, if you have Update staff.
Appointments	Their appointments.
Patients	Patients they’re actively involved with, for example through a current appointment.
Clinical	Clinical records they created: prescriptions, medical history, medications, allergies, complications, patient notes and lab orders, depending on the modules your clinic uses. You only see the kinds of records your own permissions let you read.
Activity	What they’ve done lately, such as creating patients or appointments and approving appointment requests.

With every module on, four more tabs appear:

Tab	Shown if	What it shows
Treatments	You have Read patient treatments.	“Treatments & Plans”: “Every treatment and plan assigned to this clinician.”
Inventory	You have Read inventory movements.	“Every consumable use, asset assignment, and return recorded against this clinician.”
Schedule	It’s your own profile, or you have View staff schedules or Manage staff schedules.	Their weekly hours and time off. See Staff schedules.
Statement	It’s your own profile, or you have Read accounts.	Their staff withdrawals and deposits for a period, with a running balance.

Your profile

Everyone has a profile page about themselves, whatever their role. Open it from your menu at the top-right: Your profile. It has the same tabs as above, showing your own information and work.

You can’t edit your own profile from there unless you have the Update staff permission. Ask whoever manages staff to correct your details.