Adding Staff - A Quick Reference Guide

Adding a new member of staff end to end, involves multiple aspects of Vision 3:

Steps to Creating a New User in Vision 3

Step Module or Function Brief Description
1 Login as a System Administrator. At least one person in your practice should have administrator rights, if not, this can be set using the SYS role.
2

Staff Details

Management Tools - Control Panel - File Maintenance - Add Staff

You need to create a staff profile for the new user. All staff must have their NHS email address setup within their staff details.

See Staff Address and Email for details.
3

Security - Log in

Management Tools - Control Panel - Security

Security is where you setup a log in and a temporary password.

See Adding or Editing Users for details.
4

Staff Groups

Management Tools - Control Panel - File Maintenance - Staff Groups

If you use staff groups in Mail Manager or send tasks using Daybook/Tasks you must ensure the new user is added to the appropriate group.

See Adding Staff to a Group for details.
5

Mail Maintenance

Management Tools - Control Panel - Mail Maintenance - Staff Access

You should check Mail Maintenance to make sure the new user has the correct staff access to mailboxes, for example, do they just need to view their mail, or can they need access to other mailboxes?

See Staff Access for details.
6

User Profiles - Apps Controller

Apps Controller - System Utilities - User Profile Manager

Apps Controller enables you to setup user profiles that incorporates most of the Consultation Manager user settings. You can also copy another user’s settings.

See User Profile Manager for details.
7

Consultation Manager User Settings

Consultation Manager - Options - Setup

Consultation Manager setup is used to check that you are using the correct view. All other setup is done in Apps Controller.

See Consultation Manager Setup for details.
8

Mail Manager Setup

Vision 3 front screen - Mail Manager at Start-up

Mail Manager - Filter

Mail Manager - Tools - Options

Mail Manager can be switched on so that it is launched at start-up.

See Mail Manager Setup for details.

The number of messages shown in Mail Manager is determined by a date filter and needs to be customised for the new user. You can also quickly move onto the next message by selecting an option in Mail Manager.

9

If using Vision 3 Appointments:

Create a Book Owner

Create a Personal Plan

Change the Views

Extend the Books

If you are going to book appointments for the new user, you need to create a book owner.

See Appointment Book Owners for details.

Create a personal plan, see Personal Plan for details.

Change the Reception of Book view to include the new owner, see Saving Views for details.

Extend the Books, see Extend Books for details.

 

If using Appointments and Appointments Setup:

Create a Book Owner

Create a Weekly Plan

Owner Extensions

Extend the Books

If you are going to book appointments for the new user, you need to create a book owner.

See Adding a Book Owner - Staff for details.

Create a weekly plan, see Add Weekly Plans for details.

Owner Extensions, see Owner Extensions for details.

Extend the Books, see Extending Books for details.

10

If using Daybook:

Daybook - Tools - Options

Daybook - Tasks - Maintain Frequent Task Lists

If using Daybook, you can personalise Daybook settings for dealing with tasks.

See Daybook Settings for details.
  If using Tasks:

If using Tasks, you can personalise settings for dealing with tasks.

See Tasks for details.
11 Vision+ - Configuration and Settings

Each user has Vision+ settings which need to be adapted for the new user.

12 Control Panel - File Maintenance - Online

If the new user is a clinician, you need to ensure that they are setup for patient online services.

13

eLearning

Register your new user with the Learning zone

Register for access to the Learning Zone.

See The Learning Zone for details.

Note - Internet Explorer 11 is not supported.
Note - Steps 1 to 3 should be done first. The remaining steps can be completed in any order and should comply with your practice protocol.
Note - This list does not include how to setup items such as users on the network, ICE, SCI Gateway or Role base access for Smartcards.
Training Tip - A printable version of the above list, complete with a Complete column to tick off, is available from here.

The following topics detail the process of adding the various types of staff in your practice:

Note – To print this topic select Print in the top right corner and follow the on-screen prompts.