Purpose

In the event a staff member needs to be archived, for example if they are leaving the organisation and therefore should not have access to Medicus anymore, this guide will take you through the steps required to action this.

Archiving a staff member

To remove a staff member from your Medicus workplace, you'll first need to navigate to the 'Staff Administration' module from the left hand side navigation bar.

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This will take you to the staff list.

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From here, you can click on the staff member that you would like to archive which will take you to the staff profile.

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To archive the staff member, simply select the 'archive' button.

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Any active user roles for the staff member will be revoked when the user is archived.

Closing out staff responsibilities

Reassigning tasks

When a staff member is archived it's important that:

Any incomplete tasks assigned to the staff member are re-assigned.
Any task types where the staff member is a default assignee are updated.

In any of these scenarios, when you click the archive staff member button, a pop-up will appear to prompt you to reassign any outstanding tasks or default assignees.

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You will be unable to archive the staff member until you have completed the task reassignments.

Handling future scheduled responsibilities

If the staff member being archived is assigned any future staff requirements in the appointment diary, you will see these in a warning pop-up when archiving the user.

You will still be able to go ahead and archive the user, but note that the scheduled staff assignment(s) will be removed from the diary.

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Usual GP

When archiving staff members assigned as 'Doctor' user roles, the staff member may be the usual GP for certain patients registered to the practice.

This will need to be changed to another GP before the staff member is archived.

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If the staff member is a usual GP for certain patients you will be prompted to change this and can choose a new usual GP from the dropdown menu before being able to press the 'Archive' button.

Unarchiving a staff member

After archiving a staff member, you can unarchive them by selecting the unarchive button.

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Once you have unarchived a staff member, their account will be reinstated and they will be able to login to Medicus.

However, you will need to reinstate any user roles and permissions that were previously assigned to the user.

You will also need to reassign them as the usual GP and the default assignee to any tasks if you'd like to reinstate these responsibilities upon unarchiving the user.