Help / Contacts and organisations
A contact
The search bar on Start; or a name on any page.
For a Director, the access card on a contact also holds their AI allowance at your organisation: what their questions to Ask may cost each month, with what they have used so far. Blank follows the organisation's allowance, 0 stops Ask for them and No limit lifts any limit. It saves as you type, and is the same allowance the AI fold in Settings shows.
A contact's card opens for you where you would see it at any of the organisations you sign in at, had you switched there: so a colleague at another of your organisations opens from search or a name without switching first.
Who they are, how to reach them, where they practise and as what, who they are linked to, what is on their plate, and the log. Contact details are changed on the page; a redundant set can be merged into another or removed. The name is corrected at the top of Contact details, by the person themself, a Senior Manager, a Financial holder, a Director or IT Support, and saves as you leave each box.
Work email, under the name in Contact details on the card of anybody who works somewhere, is where Fedelsoft emails the person about their work: booking notifications, clinic letter reminders, meeting invitations, a reminder about a late task they hold, and an insured patient's invoice to pass to the insurer. It saves as you leave the box. Left empty, those go to the email in their contact details, as before. Emails to patients, and letters to the person such as remittances or a request for an expired document, still go to the contact details email. It is set by the person themself or whoever may change their contact details.
Landing screen, which a Director or IT Support sees on somebody's card, sets which screen that person opens on when they sign in here. Their schedule is what everybody gets. The ward opens Start on this organisation's inpatients instead, with who is in, where they are, what they had done and whose patient they are, and the schedule closed just below it. It is for people who work only on the ward: they are shown no setting of their own and need do nothing, and it takes effect the next time they open Fedelsoft. It is set per organisation, so somebody who works on the ward at one hospital and in theatres at another gets the right screen at each.
A Director also sees Access privileges: what the person may reach in Fedelsoft, ticked from the full list or started from a template. Each tick is saved the moment it is made, with no Save to press, and a template that would take something away asks first. Above it is Sign-in. Creating a username (first name and the initial of the surname, or your own choice) gives someone with no PIN the temporary PIN 1111; a PIN can be set or reset, and the authenticator reset so they set it up again at their next sign-in. Send their sign-in details writes the message for them, with the username, the organisation, the temporary PIN and what to expect, to email, open in WhatsApp or copy. Every change goes on the contact's log.
Organisations and roles lists each organisation the person has worked at, and under it one line for each period there: its dates, whether it is active, how they were engaged (employed, bank, agency or practising privileges, changed in place), the roles they held, and what they may do. An ended period is kept as it was. When somebody comes back, Rejoin on their last period asks for the start date, role and engagement and opens a new period with nothing ticked; tick what they may do and press Save. A period that says no dates and is not ended has Set start: choose the day it began and press Save, and from then it counts as running, so the person is offered on the rota and in the clinic builder. Where that undated period is a plain duplicate of a dated one running at the same organisation, with no role, nothing ticked and no engagement, Remove duplicate takes it away instead. Add role and Add organisation show their choices only once pressed. Add organisation is there even when nothing is recorded yet, and takes any organisation in the directory, not only your own: the ones that are yours are offered at once, and typing three letters or more finds any other, such as a GP surgery, a solicitor or an agency somebody works for. Press the one you mean, choose the role and press Add. Changed by holders of the Senior Manager or Financial privilege; what they may do, by a Director, Senior Manager, Human Resources or Admin.
Personnel records about the person are listed for those who may see them, and opened from the contact. Records the person only looks after for other people, as their author or responsible person, are kept apart in Responsible for at the foot of the card, closed until it is pressed, so a manager's own records are not lost among everybody else's.
Registration and role gives the person's role, the roles they hold here, the body they are registered with and their registration number. A Director, Senior Manager, Human Resources, Admin or Personnel changes the body and the number, and each saves as you leave it. The same people see and change the person's date of birth, whether they need a work permit and their nationality, which sit below the number; the evidence of the right to work stays a personnel record.
Leave, for somebody employed, shows their current contract: the hours a week, the allowance to date, what is taken and what is left, in days or in hours (the two buttons under the figures), the public holidays and any sickness, and the days taken. The person sees their own; Human Resources, a Senior Manager or a Director sees it too and sets the start of the contract and the contracted hours, from which the allowance follows in the proportion of the organisation's full-time week, with any days carried over. For somebody leaving, Contract ends takes their last day, and the allowance is then worked out to that day rather than to today, so what they are owed when they go can be read straight off the card; clearing the box puts the contract back to running on. It saves as you leave each box and is noted on the log.
Associates lists the people linked to this contact: next of kin, family, a secretary, a Responsible Officer, an appraiser, referees. Add finds somebody already in Fedelsoft by name, or takes the name of somebody who is not, with the relationship and a note; Remove takes a link off after a second press. Beside a referee who has an email address, Send request emails them the reference request from the organisation's own address, naming the person and the organisation and carrying a link to the reference form, and the referee is marked reference requested; Write it myself opens the same request in your own email instead. When the referee submits, the reference is filed on the person's Personnel records as a Reference, with the answers and the referee recorded as its author where they are a contact, as well as being under View here; and everybody at the organisation whose job role is Human Resources or Personnel gets a task naming the person, with a link to this page. A referee with no email address needs one added to their own contact details first.
The reference form opens on the referee's phone or computer with no account. It names the person the reference is for, fills in the referee's own name, place of work and role where Fedelsoft knows them, and asks only what applies: when and why they stopped working together only if they have, an explanation only where a rating is Satisfactory or Poor, why not only if they would not re-employ or recommend, and details only if they know of an investigation or disciplinary action. Each answer is kept as it is given, so the referee can stop and come back to the same link for 30 days. Submit needs the declaration ticked, and then the reference cannot be changed. On the person's Associates the referee then shows reference started while it is being written and reference received with the day once it is in, with View to read the answers in place, and the person's log says the reference was received. Request again sends a fresh link for a new reference.
Training, for the person themself and for those who may see personnel records, lists each mandatory training with the day it was last done, when it is next due and whether it is up to date, due soon, expired or never done, worst first, and below it the study days on their duty schedule. A Director, Senior Manager, Human Resources, Admin or Personnel records the day a training was done, which updates its row at once, and adds a training requirement from the list.
Financial also holds VAT payable, which their new expenses carry, and for holders of the Financial or Senior Manager privilege their bank and payment details: bank accounts, Direct Debit mandates, an inactive one struck through, and a card only by its last four digits. Add bank details takes the account name, bank, sort code and account number, and is saved when you press Add.
The log shows the newest thirty entries, the earlier log from before the move included, and says how many there are in all. Type in Search to find entries by their words or by who wrote them, across the whole log; More reads further back.
Recovery diaries, on anybody who works somewhere as a practitioner, says who takes the task raised when one of their patients fills in a recovery diary: the surgeon themself, or one person they name from the staff of the organisations they work at. The person named takes it only where they work at the patient's organisation; otherwise it comes to the surgeon, and the task says why. It is set by the surgeon, or by a Director or IT Support for them, and saves as soon as it is chosen.
Video consultations, on anybody who holds practising privileges, says how their patients join them by video and so what Fedelsoft emails those patients: nothing, a link to a meeting on the organisation's Zoom, or the practitioner's own link and passcode. Video consultation invitations explains it in full.
Appraisal report, on each period of practising privileges under Organisations and roles, opens the report a consultant attaches to their appraisal, completed by the Quality and Assurance Lead or Hospital Director. It is headed with their name and the period covered, marked confidential, and names the organisation and how long they have held privileges there and their status. It then gives their clinic sessions and theatre sessions here, their appointments and the roles they hold here, which count everything recorded rather than only the period; then the excellence reports, adverse events and complaints in the period, each with its date and words, and any freedom to speak reports and non-clinical events; then their registration number, specialist register date, speciality, annual retention fee date and any fitness to practise conditions, undertakings or warnings; and last who generated it, with a line for their role to be written in. It opens on the period last recorded on those privileges, or the year to today; changing To moves From to a year before it. Print prints it or saves it as a PDF. It is for a Director, Senior Manager, Human Resources or Admin.
Award, under Organisations and roles, gives somebody practising privileges at one of your own organisations without an application. Press Award beside the organisation, which is listed even where they have no record there yet: the offer letter appears as it will be sent, with the address it goes to, which is the email in their contact details, and their Direct Debit status. Send records the privileges and emails the letter, which is the organisation's offer letter chosen under Settings on the Applications page and the same one Approve sends, and the email is kept on the contact. Where they already have a practising-privileges record there without a letter, that record is the one awarded. Once the letter has gone, the organisation says offer sent and is no longer offered. Beside it the organisation says agreement confirmed, with the day, once the person has pressed the confirmation link in the letter, and agreement not yet confirmed until they have. Award appears only at an organisation that has chosen its offer letter, and is for a Director, Senior Manager, Human Resources, Admin or IT Support, as Approve is.
Direct Debit shows whether somebody needs a mandate here and whose covers them. It is needed by whoever pays for room hire: the first practitioner on a clinic in the last twelve months, or booked ahead, whose location row here is set to be invoiced for clinics, and theatre too where the organisation counts it. Billed to names the person who pays for somebody else, as a doctor pays for the nurse who runs their clinics; the payer is the one asked, and the one blocked, and Exempt on a payer covers everybody billed to them. A Billed to that Fedelsoft worked out rather than a person setting it reads not confirmed until Confirm is pressed. Never block keeps asking somebody whose missing mandate is tolerated: they are sent the request and the reminder, without any date or mention of blocking, and asked again each time the cycle comes round, but no task is raised about them and their bookings are never blocked. Request emails the payer the link now, and Match confirms a GoCardless mandate that could not be matched with certainty. A Director, Senior Manager, Human Resources or Admin changes these.