Administrator Guide¶

Welcome to the comprehensive administrator guide for the MUHC Workforce Manager. This section provides detailed documentation for department chiefs, administrators, and coordinators responsible for managing schedules across the three MUHC hospital sites.

Administrator Overview¶

As an administrator, you have access to powerful tools for managing the anesthesiology workforce across multiple hospital sites. Your responsibilities typically include:

• User Management: Creating accounts, assigning roles, and managing permissions
• Schedule Coordination: Creating, editing, and publishing schedules across sites
• Multi-Site Operations: Coordinating resources between Glen, Neuro, and General sites
• Time-off Management: Reviewing and approving staff time-off requests
• System Administration: Configuring settings and maintaining system integrity

Multi-Site Context¶

The MUHC Workforce Manager serves three distinct hospital sites, each with unique operational requirements:

Core Administrative Functions¶

User Management¶

Comprehensive tools for managing department personnel across all sites.

• Creating Users: Step-by-step user account creation
• Managing Permissions: Role-based access control
• Bulk Operations: Efficient large-scale user management

Schedule Management¶

Powerful scheduling tools designed for healthcare environments.

• Creating Schedules: Individual schedule creation workflow
• Using Templates: Recurring schedule patterns
• Bulk Scheduling: Mass schedule creation and editing
• Managing Conflicts: Detecting and resolving overlaps

Publishing Workflow¶

Control over schedule publication and visibility.

• Draft Workflows: Working with unpublished schedules
• Publishing Process: Making schedules live
• Multi-Site Publishing: Coordinated publication across sites

Time-off Management¶

Streamlined approval processes for staff time-off requests.

• Request Management: Reviewing incoming requests
• Approval Workflows: Efficient approval processes
• Conflict Resolution: Handling scheduling conflicts

Administrative Workflows¶

Daily Tasks¶

Regular activities for maintaining smooth operations:

1. Morning Review
2. Check pending time-off requests
3. Review today's schedule for all sites

4. Address any overnight schedule changes or conflicts

5. Schedule Updates

6. Process new schedule requests
7. Publish approved schedules

8. Communicate changes to affected staff

9. User Support

10. Respond to staff questions and issues
11. Assist with account problems
12. Provide training for new users

Weekly Tasks¶

Regular maintenance and planning activities:

1. Schedule Planning
2. Review upcoming weeks for coverage gaps
3. Plan template usage for recurring schedules

4. Coordinate cross-site assignments

5. User Management

6. Review new user requests
7. Update permissions as needed

8. Archive inactive accounts

9. System Maintenance

10. Review audit logs
11. Check system performance
12. Update settings as needed

Monthly Tasks¶

Strategic planning and system optimization:

1. Reporting and Analysis
2. Generate scheduling statistics
3. Review time-off patterns

4. Assess system usage across sites

5. Process Improvement

6. Gather user feedback
7. Identify workflow optimizations
8. Plan system enhancements

Emergency Procedures¶

Healthcare environments require rapid response to scheduling emergencies:

Urgent Schedule Changes¶

• Immediate Coverage: Quickly assign replacement staff
• Notification: Automatic alerts to affected personnel
• Documentation: Maintain audit trail for emergency changes

System Issues¶

• Backup Procedures: Manual processes when system is unavailable
• Contact Escalation: IT support and emergency contacts
• Communication: Staff notification during outages

Critical Staffing Shortages¶

• Cross-Site Coordination: Moving staff between hospital sites
• On-Call Activation: Emergency call-in procedures
• External Resources: Contacting agency or external staff

Administrative Dashboard¶

Your admin dashboard provides real-time insights into system status:

Key Metrics¶

• Active Users: Current system usage across all sites
• Pending Requests: Time-off requests awaiting approval
• Schedule Status: Published vs. draft schedules
• Site Coverage: Staffing levels for each hospital location

Quick Actions¶

• Create Schedule: Direct access to schedule creation
• Approve Time-off: Rapid approval workflow
• Add User: Quick user account creation
• System Announcements: Department-wide communications

Alerts and Notifications¶

• Coverage Gaps: Automatic detection of understaffing
• Conflicts: Schedule overlaps requiring attention
• System Issues: Technical problems needing resolution
• Urgent Requests: Priority time-off or schedule changes

Administrative Responsibilities¶

Data Privacy and Security¶

• HIPAA Compliance: Maintaining patient confidentiality
• Access Control: Ensuring appropriate user permissions
• Audit Compliance: Maintaining detailed system logs
• Data Backup: Regular system backup verification

Quality Assurance¶

• Schedule Accuracy: Verifying correct assignments
• Process Compliance: Following established procedures
• User Training: Ensuring staff competency
• Continuous Improvement: Regular workflow assessment

Quick Reference¶

Common Tasks¶

Emergency Contacts¶

• IT Support: Extension 5555 or it-support@muhc.ca
• System Administrator: admin@muhc.ca
• On-Call Technical Support: 1-800-MUHC-TECH

Getting Started¶

New to administration? Follow this recommended path:

1. Familiarize yourself with the interface
2. Set up your first users
3. Create and publish a schedule
4. Learn the approval workflow
5. Configure multi-site settings

For immediate assistance with administrative tasks, consult the relevant section above or contact technical support.