Help / Contacts and organisations

Applications for practising privileges

Applications, under People in the menu on Start.

Invite takes a title, name, email and speciality and emails the applicant a link to their own application. The link needs no account, keeps working for the number of days set under Settings on the same page, and brings them back to where they left off. If the email does not go, the page says so and shows the link to send another way.

The applicant works through ten sections, with every answer saved as they leave the field. Documents are uploaded into each section, and they can submit once every section is complete. Answering No to the right to work in the UK ends the application.

The list shows each application's status, how many of the documents it needs have arrived, and whether the Direct Debit is confirmed. Open, Approved, Declined and All filter it, and the search finds a name or a GMC number.

When an applicant submits, whoever invited them finds a task on their list with the application linked. Opening an application shows the documents first, then any declaration answered Yes with the applicant's explanation, then the privileges asked for. Return sends it back with a note they see at the top of their page, and emails them a new link to it. Decline records a reason. Approve sends the organisation's offer letter, chosen under Settings on this page, and makes the practitioner's contact record, their practising privileges here, their next of kin, Responsible Officer and referees, and a personnel record for each document with the file attached. If somebody with the same registration number already has a record, Approve adds to it and changes nothing already there.

Confirm on the Direct Debit card marks the mandate as active once it shows with the Direct Debit provider. Reissue sends a new link and stops the old one working, and so does Email link on the applicant's own page, so the newest email always holds the only link that works. An applicant whose link has lapsed presses Email link on the page it opens and is sent a new one straight away. Print gives the whole application on paper.

Direct Debit requests, under Settings, is where a Director or IT Support switches requests on. Once on, each payer who needs a mandate and has none active is emailed the link, then a reminder, then a task goes to the person named, and on the last day no new clinics or theatre lists can be booked for them or for anybody billed to them; what is already booked stands. The first email says a mandate is a condition of practising privileges, what it is for, and gives the link; the reminder is the first to give the date new bookings will be blocked. An active mandate lifts the block by itself, and a cancelled or failed one starts the requests again. Months that count sets the window, Theatre counts brings operations as admitting consultant in, and Roles never counted (Anaesthetist to begin with) keeps a list row in that role out. The GoCardless account, access token and webhook are not on this page: they are set once for the organisation under Settings, Portal and payments, GoCardless, and Direct Debit requests uses that connection. List shows everybody in four groups, would be asked, covered by their own mandate, covered through a payer, and exempt, each with the reason, and Print prints it.

Collections, on the Start menu under Money and beside List once GoCardless is connected, checks room hire pressed for Direct Debit against what GoCardless actually holds, from the first of January this year. Each invoice that was pressed shows the day it was charged, its amount, whether the invoice reads paid, whether a confirmation ever came back, and the GoCardless payment on the same mandate for the same amount nearest that day, with its status and the day it was taken, or No payment found. By month charged sets what was pressed against what was collected, still in progress, failed and never found, and the last table lists payments GoCardless holds that no pressed invoice accounts for. GoCardless is read again every hour, and where it cannot be read the page shows the payments as last read and says when. Collected, not recorded, at the top, lists the invoices GoCardless collected that still read unpaid: Record paid on one, or Record all, marks each paid by Direct Debit on the day GoCardless took it, closes its tasks and logs it, after checking it against GoCardless again; a payment is never recorded against two invoices. Nothing else on the page changes anything, and nothing is ever collected from it. It is for a Director or IT Support.

Room hire, on the Start menu under Money and beside List, is where clinic room hire is charged from. Each month, on the invoice day under its Settings, every payer gets one invoice for the month before, a line per clinic, with the amount and the day it will be collected by Direct Debit, or bank details where they hold no mandate. A clinic is charged as booked, attended or not; one cancelled on its own day is charged, one cancelled any earlier is free, and where the time of a cancellation is not known it is free. A clinic led by somebody billed to another payer is its own line on that payer's invoice, naming who led it. Who is charged lists everybody who leads clinics, with a tick each. Terms holds what each person charged pays for the room, and is what every charge is worked out from: by the hour (individual appointments, appointment span, or span less break), a fee per whole session, a fixed monthly fee, or a weekly session. A weekly session or fixed monthly fee is charged for every week or month from its From date, whether the room was used or not, covering the hours set, which include the clinics of anybody billed to that person, with the hours above them at the rate above them; a week belongs to the month its Sunday falls in, and each clinic in it is listed at no charge with its hours. Terms were first copied from each person's practising privileges, and are changed here. New terms from starts a new set on a given day, copied from the current ones to be changed: each month is charged on the terms in force at the time, and earlier ones stay listed. A change applies to invoices drafted after it, and Redraft, on a held invoice, prices that invoice again. Hold stops an invoice going out or being collected, up to the end of the day shown as Hold by under its status: the third working day before it, since after that the collection has gone to the banks. The invoice email gives the payer the same day to reply by. Where GoCardless will not set a collection up, the invoice says why and it is tried again every hour; if the day the payer was given has gone by then, the collection goes on the soonest day GoCardless allows and the payer is emailed that new day, but only once the collection exists. While held, a line's amount can be corrected in place, and Release sends a corrected invoice where the amount changed. Once the first batch is approved, Release on a held draft issues it there and then. Before the first month goes, the backlog is shown for approval, payer by payer and month by month, and nothing is emailed or collected until it is approved. Older room hire never collected is listed for a decision and not charged. It is for a Director or IT Support.