Purpose

Rota activities are used to assign staff members to specific duties or activities that are not directly related to the delivery of appointments. Clinical admin time is a good example of a rota activity not related to patient appointments. This avoids the need to create 'fake appointments' in the system.

This user guide will show you how to create new, edit and archive rota activities in Medicus.

Navigating to the scheduling module

To navigate to the scheduling module, select 'Scheduling & Appointments' from the modules menu on the left-hand side navigation bar.

Once in the scheduling module, select 'Configuration' on the left hand side navigation bar.

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Select 'Rota Activities' to navigate to the rota activities tab.

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Creating a new rota activity

To create a new rota activity select the 'New' dropdown button in the top right hand corner and then 'Rota activity'.

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This opens up the 'Create Rota Activity' form.

You'll be prompted to specify an internal name for the rota activity and the NHS Slot Category. This is a requirement for GPAD reporting.

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Select 'save' to create the rota activity.

Editing a rota activity

To edit an existing rota activity, select the service you'd like to edit from the active activities list.

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This will open up the 'Edit Rota Activity' form where you can edit the internal name and/or NHS slot category.

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Select 'Save changes' when completed.

Archiving a rota activity

Rota activities can be archived and unarchived.

If a rota activity is archived it can no longer be chosen when assigning rota activities to staff members.

To archive a rota activity, simply select the 'Archive' button from the 'Edit Rota Activity' form.

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This will open up a pop-out confirmation form.

Note: If you try archive a rota activity that is used on an active template, a warning message will alert you of this on the pop-out form. If you proceed with archiving a rota activity currently used on an active template then the template will flag in the system as requiring an update.