Head of department
Run your department's checklists and people: assign audits, approve, follow up failures and watch your team's results.
Head of department
Who this is for
The Head of department manages one department's checklists and staff. Examples include the head of OT, emergency, CSSD, pharmacy, housekeeping or front office in a hospital, or a section head in a diagnostic centre. You have manager access, so you can assign, approve and report. Clinically you can only look: you can view patients (hospitals) and test orders, but you can't admit, register, collect, process, verify or deliver.
What you see
- Bottom tabs: Home, Tasks, Scan, then Patients (hospital) or Diagnostics (diagnostic centre), then More.
- More sheet:
- Clinical: Patients (hospital only), Diagnostics.
- Work: My Team Dashboard, Corrective Actions, My History, Overall Histories.
- Biomedical & facility: Equipment, Work orders.
- Manage: the full list, from Checklists to Settings.
- Home shows company-wide figures. My Team Dashboard narrows them to you and the members of your teams.
- Alerts you receive: Approval needed, completions of tasks you assigned, and anything assigned to you.
Note: Because you have manager access, Tasks, Approvals, Deviations and Corrective Actions show the whole company, not just your department. Use your team names, location names and the Assigned to me filter to focus.
Your day
Start of day
- My Team Dashboard: today's completion, overdue tasks and results for your teams.
- Tasks, filter Overdue: chase your staff.
During the day
- Approvals: sign off your department's audits.
- Deviations from your locations: create actions for them.
- Corrective Actions: check progress on the ones assigned to your staff.
End of day / week
- DPR Reports: the day's scheduled versus completed checklists.
- Weekly: Analytics → By checklist and Inspectors by average score for your department's audits.
Step by step
Set up your department team
- More → Teams: create a team (for example "OT staff") and Add each member.
- New starters: More → Employees → + Add employee, with the right role and your team ticked. Set Reports to to yourself. See Staff and roles.
Assign your department's checklists
- Tasks → + Assign.
- Choose the checklist (for example OT Audit, CSSD Audit, Housekeeping Services Audit), the Location, and your team under Or a whole team.
- Set Due and Repeat, then tap Assign & notify.
Adapt a checklist to your department
- More → Checklists. Tap Copy on the original to keep it intact, then Edit the copy.
- Rename it (for example "Housekeeping Services Audit – OT complex"), adjust the questions, tick Published and tap Save.
Approve your department's work
- More → Approvals.
- Open each inspection from your area. Tap Approve, or type a note and tap Send back.
See Approvals.
Follow up a failure
- More → Deviations. Find the deviation from your location.
- Tap Create action, assign it to the person responsible, set Priority and Due, and tap Create action.
- Track it in Corrective Actions. Comment on the action to chase progress.
See Failed item to corrective action.
Override a task that can't be done
If a room is closed for renovation or a device is out of service, go to Tasks, tap Override… on the task, enter a Reason and tap OK. The quality team reviews these in Override Histories.
Look up a patient or an order
- Hospitals: Patients shows admitted patients and care plans, read-only. Each record you open is logged in the audit log as patient · viewed.
- Diagnostics shows test orders and their status, read-only.
Report an equipment fault
More → Work orders → + New, or open the device under Equipment and tap Report problem / new work order. See Equipment breakdown.
What you can't do
| You can't… | Who can |
|---|---|
| Admit, edit, plan care for or discharge patients | Doctor, Nursing superintendent, Front office |
| Register test orders, collect samples or do lab / imaging steps | Front office, nurses, phlebotomists, lab and imaging staff |
| Verify reports | Pathologist / Lab manager (lab), Radiologist (imaging) |
| Register equipment or maintenance schedules | Biomedical engineer, Lab manager, Administrator |
| Create an Administrator or change your own role | Platform owner / Administrator |
Settings, Employees and Automation are open to you as a manager. Agree with your administrator before changing company-wide items.
Try it
There's no seeded head of department. Sign in as admin@hospital.test or admin@diagnostics.test (password password), add one under More → Employees with Head of department · manager access, add them to a team (in the hospital demo, the seeded "Nursing – Ward 3A"), then sign in as them and open My Team Dashboard.