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Documents and personnel records
Documents, under Documents in the menu on Start. Policies, Clinical guidelines, Health and safety, Confidential, Personnel records and Job descriptions are tabs along the top of the page.
An expired record with its alert on is chased by email: the person it is about, or on an organisation's own document its Author and Responsible Person, are asked to renew it. Only somebody who holds current practising privileges at the record's organisation is emailed, whichever way the reminder goes: a period with a start date that has come and an end date, if it has one, that has not passed, the end day itself still counting. A ticked row with no start date is not a period. Somebody who held privileges there and holds none now is not emailed, and where the record is about them its alert is switched off.
A record opens only for people who sign in at the organisation it belongs to, however it is reached: from a list, a task, a link or its number. Personnel records and confidential records keep their own stricter rules on top.
Each tab is one kind of record with its reviewed and expiry dates. Where you sign in at more than one organisation, the list holds the records of every one of them, each marked with its organisation, and ticks above the list hide an organisation's records; a record opens at its own organisation, and only where it would have opened had you switched there. New asset still makes the record under the organisation you are signed in at. Open a record to read it and, if you may, change its dates and details. A personnel record belongs to a contact and is also listed on that contact's page. New under that list opens a short form on the contact's page itself: choose what the record is, adjust the title if you need to, give an expiry date if it has one, and press Create. The record is made for that person and opens, ready for the document.
Documents on a record lists the files kept with it, including those kept in its folder, such as the documents from an approved application for practising privileges and a copy the person uploaded when asked for one, each with the day it was attached, so this year's copy can be told from last year's when the names match. Attach chooses a file from your computer and keeps it with the record; Remove takes off one attached by mistake. A record that had a folder before this keeps it, under Earlier folder.
New asset is under the list, folded until you press it. The list itself scrolls inside its own window rather than running down the page. Each record has a People card naming who is on it and as what; if you may not change it, the card says so and who can.
AI review and update, under a record's written content, first shows the instructions the AI will be given: what kind of document it is, and to review it against current UK law, guidance and CQC expectations, revise it and suggest when it is next due. Change them, or write your own, then press Review; Standard instructions puts the usual wording back and Cancel closes them. The review and the updated version appear underneath after about a minute, and Apply the updated version replaces the content, keeping the previous text on the log.