User Offboarding Summary – Profile EMR User Help

Overview
Access
Tool Design
Navigating to a Client's Medical Record within the Tool

1.Overview

The User Offboarding Summary is a tool designed to help clinics manage the transition when a clinician leaves. It provides a comprehensive view of outstanding items within the clinician’s caseload in the logged-in POS. This tool can help to ensure that critical tasks are addressed before the clinician’s account is inactivated. The tool is available to all roles except read-only roles and can be used:

Any time a clinician is being offboarded from a POS (ideally before departure).
When a clinician's Profile EMR account is scheduled for inactivation.

The User Offboarding Summary Tool can be used in conjunctions with the Offboarding Checklist.

Important Note: Transferring caseload function within User Offboarding Summary is not available at this time.

2. Access

Launch the tool by going to Admin Forms and select User Offboarding Summary.

3. Tool Design

The User Offboarding Summary consists of 8 tabs in total.

Navigating Tabs

Single select a clinician whose details you want to review.
Click on the desired tab (e.g., Active Clients, Future Appointments) to view detailed information.

Sorting Columns

Each column in the results table can be sorted in ascending or descending order. Simply click the column header to apply the sort.

Tab 1- Main Tab

This is the landing page when you first open the User Offboarding Summary Tool. Main Tab will populate a summary of clinician's caseload within the logged on POS.

#	Label	Definition
1	Load the Summary for POS	Your logged on POS.
2	COUNT of Clinicians in POS	Populates the total number of clinicians that are a member of your logged on POS (includes both inactive and active clinicians).
3	Active Client Button	To populate the total active clients for each clinician.
4	Future Appointment Button	To populate the total future appointment for each clinician.
5	Pending Tasks Button	To populate the total pending tasks for each clinician.
6	Open Inward Referrals Button	To populate the total open inward referrals for each clinician.
7	Incomplete Encounters Button	To populate the total incomplete encounters for each clinician
8	Unsigned Transactions Button	To populate the total unsigned transactions for each clinician
9	Manual Matches Button	To populate the total manual matches for each clinician.

Tab 2 - Active Client Tab

The Active Clients tab displays a list of all clients currently assigned to the selected clinician within the current logged on POS.

Reassign Caseload to another Clinician

Refer to the Caseload Transfer Tool to batch transfer clients from one clinician to another.

Tab 3 - Future Appointments Tab

The Future Appointments tab displays all upcoming appointments scheduled with the selected clinician within the current logged on POS.

Important Note: Recurring appointments are not displayed in the results table. This is a known vendor limitation currently under investigation.

Move Appointments to another Clinician

Refer to the Manage Appointment Helpfile.

Tab 4 - Pending Tasks Tab

The Pending Tasks tab displays all tasks created within the logged on POS where the selected clinician is the current task holder

Reassign Tasks to Another Clinician

From the Work Centre, click on Tasks from the segment bar.
Ensure the Pending Clinic Tasks (created at Current POS) view filter is applied.
Single select the task you would like to reassign and right click + Open Task
Change the Holder of the task to the new clinician
Refer to Tasks Helpfile for more details.

Tab 5 - Open Referrals Tab

The Open Referrals tab displays all inward referrals currently assigned to the selected clinician at your your current logged on POS that are in Open status.

To manage open referrals:

Refer to the Inward Referrals - Clinical Review Helpfile for detailed steps on closing or reassigning referrals.

Tab 6 - Incomplete Encounters Tab

The Incomplete Encounters tab displays all encounters created by the selected clinician that remain incomplete. The list is filtered to show only encounters where the POS matches your current logged on POS.

Mark Incomplete Encounters as Complete (For Encounter Authors only)

Open Work Centre
Click on Contacts tab
Set view filter to: Incomplete contacts for me
Double-click on the row you would like to edit
Notice that the encounter is (Incomplete)
Modify the encounter note as required
Click on Complete icon
Refer to Encounter Notes Helpfile for more details

Tab 7 - Unsigned Transactions Tab

The Unsigned Transactions tab displays all transactions assigned to the selected clinician that remain unsigned within the current logged on POS.

Important Note: The results in this tab is 1 hour old (refreshed hourly).

Cleaning up Unsigned Transactions

Open Work Centre
Click on Unsigned Trans
Set view filter to: Results Current Clinic
Sign outstanding Unsigned Transactions
Annotate and/or task as appropriate
Refer to Clinical Lab Functions: Unsigned Transactions (Lab Results, Transcriptions and Documents for more details.

Tab 8 - Manual Matches Tab

The Manual Matches tab displays transactions that are matched to the selected clinician but have an unmatched client. This requires manual matching.