Employees

This document details the Employees feature found under Settings in your HelloClinic system. This module is your clinic's human resources and system account management center. Every employee who needs to log into the HelloClinic system must have a record created here.

Feature Overview

The Employees management module is more than just a list of personnel data; it's central to connecting system permissions, clinic data, and user identities. On this page, you can:

• Create employee accounts: Set up login accounts for your doctors, nurses, receptionists, and administrative staff.
• Assign roles and permissions: Assign the roles you've configured in the Permissions module (e.g., "Doctor," "Nurse") to the corresponding employees.
• Define clinic access rights: Assign employees to specific clinics to ensure they can only view data relevant to their assigned branches.
• Designate doctor status: Specifically mark which employees are practicing doctors, as this affects whether they can be scheduled for appointments.

Main Interface Description

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

1. Employee List and Filters

This is where you manage all your employee accounts.

• Filter and Search:
  • Search: Quickly find employees by entering their name or email.
  • Only Doctors: Click this button to quickly filter and display only employees identified as "Doctors."
  • Role / Clinics: Use the dropdown menus to filter the employee list by their assigned role or clinic(s).
• Add Employee Button:
  • [+ Create Employee]: Located in the top right corner of the page, click this button to add a new employee's system account.
• List Fields:

Field Name	English Name	Description
名稱	Name	The employee's name.
電郵	Email	The employee's email address used for logging into the system.
診所	Clinics	The clinic(s) the employee is assigned to and has access rights for.
角色	Role	The employee's assigned role in the system, which determines their operational permissions.
是醫生	Is Doctor	Indicates "Yes/No" whether the employee is a practicing doctor.
電話	Tel	The employee's contact phone number.
操作	Actions	Operations that can be performed on the employee account: 🔍 View, ✏️ Edit, 🗑️ Delete/Deactivate.

2. New Employee Window

After clicking the [+ Create Employee] button, this form will pop up for you to fill in the new employee's detailed information.

Main Operation Workflow

How to Add a New Employee?

Before adding an employee, it's highly recommended that you complete the following preparatory steps:

• Confirm roles are created: Go to "Settings -> Permissions" and ensure all necessary roles (e.g., "Doctor," "Front Desk Receptionist") have been established.
• Confirm clinics are created: Go to "Settings -> Clinics" and ensure the clinic(s) you want to assign already exist.

Operation Steps:

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

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

3. Please fill in the following fields in order:

   • Name / Name (English) (Required): Enter the employee's name.
   • Avatar: Optional. Click to upload the employee's profile picture.
   • Email (Required): Enter the employee's email address. This will be their username for logging into the system.
   • Tel: Optional. Enter the employee's contact phone number.
   • Role (Required): From the dropdown menu, select an existing role to assign to this employee. This option will determine all their permissions within the system.
   • Clinics (Required): From the dropdown menu, select the clinic(s) where this employee will work. You can select multiple if it's a multi-branch setup.
   • Is Doctor (Key Field):
     • If this employee is a practicing doctor, make sure to enable this toggle.
     • When enabled, this employee will appear in the doctor selection list in the "Appointments" module and can be assigned for consultations. If they are a nurse or administrative staff, keep this toggle off.

4. After filling in all the information, click the [Create] button in the bottom right corner.

5. Once successfully created, the employee can log into HelloClinic using their email and the system's default or sent password.