How do I activate prompts for Admin and Reception staff?

Step-by-Step Guide: Activating Prompts for Reception and Admin Staff in SystmOne

Step 1: Access Workflow Support and Protocols

• Go to Setup.
• Navigate to Workflow Support and Protocols.
• Click on Innovative Health Systems Prompts.

Step 2: Locate the Prompt Master

• Select Prompt Master.
  • What it does: The system determines the appropriate prompt to show a staff member based on the patient’s record.

Tip: This helps reduce staff getting lots of prompts, where too many pop-ups lead to staff ignoring them.

Step 3: Customise the Prompts for Your Practice

• Prompts are designed to give specific instructions such as booking an annual review or pharmacist appointment.
• The options for each prompt may include:
  • Book the appointment
  • Decline the appointment
  • Delay the appointment

Step 4: Activate Prompts for Relevant Staff

• By default, the prompts are not activated. This gives you control over who receives them.
• To activate prompts for specific staff:
  1. Locate the Local Prompt for Reception/Admin.
  2. Copy the prompt.
  3. Rename it to reflect your practice (e.g., "Cleveland Practice Reception Prompt").

Step 5: Assign Prompts to Specific Roles

• To prevent the prompt from triggering for all staff, you can filter who receives it based on their role.

• Example: A placeholder role (e.g., "Carpenter") has been added to stop the prompt from being triggered for everyone. You can remove or replace this placeholder.

  Assign roles to receive the prompt:

  • Choose staff with the Receptionist access role.
  • Use Teams to assign the prompt to everyone in a specific team.
  • You can also assign the prompt to individuals not in a team (e.g., a manager or yourself if you manage this setup).

Step 6: Publish the Protocol

• Once you've configured the prompt, save and publish it.
• This activates the prompts for the selected staff.

Step 7: Edit and Adjust the Prompts as Needed

• After publishing, you can return and amend the prompt to adjust which staff receive it.
• Tip: If staff are getting duplicated prompts, ensure you assign roles carefully to avoid overlaps.

Conclusion:

Setting up tailored prompts for your reception or admin staff ensures that they only see relevant guidance without being overwhelmed by unnecessary pop-ups. This can streamline workflow, helping your team efficiently manage patient appointments and tasks.