Departments

This document details the Departments feature found under Settings in your HelloClinic system. This page is used to define your clinic's internal organizational structure, such as different specialties or functional areas.

Feature Overview

Departments is a fundamental organizational setting feature that allows you to divide your clinic into different operational units. This not only aids internal management but also directly applies to other modules within the system.

The main purposes of creating departments:

• Employee Assignment: You can assign each employee (doctor, nurse, assistant) to their respective department.
• Patient Guidance: In Queue Calling settings, department variables can be used to automatically guide patients to the correct consultation room or treatment room.
• Operational Analysis: Future reports may support filtering by department to analyze the performance of each unit.

Common examples of departments:

• By specialty: "General Practice," "Dentistry," "Physical Therapy Department."
• By functional area: "Consultation Room 1," "Consultation Room 2," "Dispensing Area," "Reception."

Main Interface Description

The main interface is divided into a "Background List" and a "Create Department" window that appears when you click "+ Create Department."

1. Department List and Search

This is where you manage all your established departments.

• Search: You can enter keywords for the department name to quickly find it.

• Add Department Button:

  • [+ Create Department]: Located in the top right corner of the page, click this button to add a new department.

• List Fields:

  Field Name	English Name	Description
  名稱	Name	The department's name in Chinese or the local language.
  英文名稱	Name (English)	The department's name in English.
  房間	Room	The room number or name corresponding to this department.
  預設	Default	Indicates whether this department is the clinic's default department (e.g., "General Practice"). A clinic can only have one default department.
  操作	Actions	Operations that can be performed on the department: 🔍 View, ✏️ Edit, 🗑️ Delete.

2. New Department Window

After clicking the [+ Create Department] button, this form will pop up for you to define the attributes of your new department.

Main Operation Workflow

How to Add a Department?

1. On the "Departments" main page, click the [+ Create Department] button in the top right corner.

2. The "Create Department" form window will appear.

3. Please fill in the following fields in order:

   • Name (Required): Enter the department's name, e.g., "Dermatology" or "Treatment Room A."
   • Name (English): Enter the corresponding English name, e.g., "Dermatology."
   • Room: Enter the room number associated with this department, for easy identification and guidance.
   • Default:
     • Purpose: Set the clinic's primary or default specialty.
     • Operation: If you want this department to be the default option in the system (e.g., automatically selected when adding new employees), enable this toggle. Please note that only one department can be set as default.

4. Once you've filled in all the information, click the [Create] button in the bottom right corner.

Department Setting Applications

1. Assigning Employees: After creating departments, you can go to the "Settings -> Employees" page. When editing each employee's profile, you can assign them to their corresponding department.
2. Application in Queue Calling: In the Queue Calling template, you can use variables like {Department} and {Room}. The system will automatically retrieve the doctor's department information when calling a patient, enabling precise patient guidance, such as: "Mr. Chan, please proceed to Dermatology, Consultation Room 3."