The i-Clarity Staff Rota links to the Appointment Diary. Staff members who have a clinic added to the diary will automatically have an entry created in the Rota, unless it was done in advance of the clinic creations.

Preparing To Use The Staff Rota

Rota Display in Diary

Underneath the name of the user running clinic, is a space for a summary of the Staff Rota to be displayed.

If you would like the usernames of the other staff in on this day, then open the Maintenance module of i-Clarity, then Appointment and then Appointment Diary Configuration.

In this Maintenance form, there is a box labelled 'Show Rota in Diary'. Ticking this box will show the user name of the staff marked as present in the Rota.

There is also a box labelled 'Show All Staff Initials'. If this box in unticked, then only the usernames of the staff present that do not have a clinic in the diary that day will be displayed.

If this box is ticked, then the usernames of all the staff present will be displayed except for the users running the individual clinic.

Colour Coding Staff Types

To help you differentiate between different staff types when adding a staff member to the rota, it is advised that you colour code your staff types in the Maintenance module.

In the Maintenance module, navigate to Users and then 'Staff Types'.

This will load the Staff Types form as shown below.

Click in the Colour field against the staff type. This will open the Colour Panel.

Select a colour for this staff type by clicking on it and then click 'OK'. Repeat this for all staff types. The names of the staff members will be colour coded according to their staff type in Rota.

Staff Member Hours

When you add a staff member to the Rota, their start time, lunch time and finish time will be automatically populated. (However, this can be amended in the Rota if required). If you would like to amend the default times that are entered automatically, open the Maintenance module of i-Clarity and navigate to Users and then Users/Staff.

The times can be amended by editing the fields in the grid.

Staff Member's Mobile Number

SMS messages can be sent to staff members from the Rota. To use this function, ensure that the mobile number of the staff member is entered against their name in the Users/Staff form in Maintenance.

Setting Up A Staff Member's Annual Leave Allowance

Within the rota is the ability to monitor how much annual leave a staff member has taken.

In Maintenance, go to Users and then Users/Staff, scroll along until you view 'Leave Start' and 'Leave Days'.

Enter the start date or reset date of the annual leave. Enter the amount of annual leave days the user is allowed.

Setting Up Your Rota

To open the Rota, click on the 'Back Office & System Modules' icon and then click on 'Staff Rota'.

This will open the Staff Rota screen as shown below, displaying the rota for that day.

The date will be displayed at the top right-hand side of the Rota screen.

You can scroll through each day by clicking on the arrows on either side of the date, or you can navigate straight to a day by clicking on the calendar drop-down arrow and clicking on the date you require.

Adding A Staff Member To The Rota For The Day

Select the staff member you would like to add to the Rota for the day.

There is a space for ad hoc notes if needed. Click 'Add'.

The staff member will now have been added the the Rota for the day.

Adding A Staff Member To The Rota For More Than One Day At A Time

Click on the 'Add Block' button.

The Block-Book Rota window will open.

Select the staff member you would like to add to the Rota and the status you would like to add the staff member to the rota for. Select the first day of the block in the 'From' field and the last day of the block in the 'To' field. Enter any ad hoc notes if required and click 'Add'.

Removing A Staff Member From The Rota

To remove a staff member from the rota, click on the grey space next to their name. This will highlight their line in the Rota.

Then press the 'Delete' button on your keyboard.

Changing The Status Of A Staff Member For The Day

To change the status of a staff member for a day, click on the drop-down arrow next to their current status.

Select the new status from the available list. The status of the staff member will be updated.

Changing The Status Of A Staff Member For More Than One Day At A Time

The 'Add Block' function can be used to change the status of a user for a block of time.

Click the 'Add Block' button.

Select the staff member that you need to change the status for and select the new status. Select the new start and end date of the block and click 'Add'. This will change the status of the user for the days between the dates selected.

Duplicating The Rota For One Day To Another

If you would like to duplicate the rota entries from one day to another, select the day you would like to duplicate from the top calendar. The day you want to duplicate will be displayed.

Select the day you would like to duplicate the Rota entries to, from the 'Duplicate To' calendar on the bottom right-hand side of the screen.

You can then either click 'Duplicate', 'Multiple Duplicate' and 'Block Duplicate'.

Duplicate - this will copy one day in the Rota to another day.

Multiple Duplicate - this will duplicate entries on the Rota to a series of other days.

Block Duplicate - this will duplicate a block of rota entries to another block, e.g. to copy a week block of rota entries to another week.

Rota Spreadsheets

Standard Rota

You can also use spreadsheets to create your rota. The easiest way to do this is to set up an initial period of rate entries, e.g. a week, from within the Rota screen of i-Clarity.

Then click Export Rota and 'Export Standard Rota' to create a spreadsheet for a longer period using the from and to date picker.

This will create a spreadsheet that looks like this:

You can then complete this rota by adding each staff member's initials to the days that they are working. If you copy and paste the initials then the colours will be copied as well, if you simply type in the initials the cells will not be colour coded, but they will still import correctly.

When you have completed the rota spreadsheet then you can click the 'Import Standard Rota' button to import the new details.

Enhanced Rota

The 'Export Enhanced Rota' button will export the rota into a spreadsheet in the following format:

To control which days appear on the rota, use the two date picker fields as shown below.

Other Features Of The Staff Rota

Days Worked Report

To run a Days Worked Report, click on the 'Days Worked' report.

Select the dates that you would like to run the report for using the 'From' and 'To' filters.

If you would like to filter the report to show a specific 'Staff Member', then tick the box next to Staff Member and select the staff member from the list. If you would like to filter the report to show a specific 'Status, then tick the box next to Status and select the status from the list.

Then click 'Run Report'.

The report can be printed by clicking on the 'Printer' icon or exported by clicking on the 'Floppy Disk' icon.

Check Leave

To check the amount of annual leave a staff member has used, select the staff member you want to check for from the Staff box and click the 'Check Leave' button.

This will then show the following pop up.

Send SMS To Staff Member

To send an SMS message to a staff member, select the staff member's name from the drop-down list.

Either type the message in the box or use the Voice to Text facility to populate the text box. Then click 'Send SMS'.