Clinicians, assessors or supervisors will sometimes need to be added or removed from existing form distributions because they have joined a rotation late, gone on leave or for many other reasons. In this article we will show you how to manage this process without creating a new distribution to accomodate for these situations.
Select only the relevant forms
Add them to all the open and upcoming forms in one hit!
No supplementary distributions needed
Approaches to adding clinicians to distributions
You can add clinicians in two ways:
Clinicians who are have access to your hospital: You will need to add them to an existing cohort that is linked to a form distribution.
New clinicians who are being added to your hospital: You will need to add them to a cohort during the invitation process
Which cohorts are associated with a form distribution?
Before you begin it's important to know which cohorts are linked to a form distribution. You can find this out in a few quick steps:
Open Communications > Forms
Click a form name & open the distribution you'd like to review
The associated cohorts can be found under the distribution title, in the below example 'WBA calibration' is the clinician cohort. 'WBA Assessor' is the assessor cohort.
Clinicians who are have access to your hospital:
For clinicians who already have access to your hospital it can be easier to add them directly to a 'Cohort' in order to add them to any associated form distributions.
Open Med App > Cohorts > Cohort Name
Click 'Add Users' button located in the top right corner of the screen
Search the clinicians name & use the tick box next to their name to select who you'd like to add to the cohort
Select all clinicians you'd like to add, click 'Save Users'
You'll then be prompted to select which assessment distributions you want to add them too.
Add clinicians to a cohort during the invitation process
The most efficient way to add clinicians to inviting users to Med App is while you're inviting clinicians to your hospital, this way you can complete multiple steps in the same process. (This assumes you've setup the cohorts beforehand).
Open Med App > Users > Invite users
Either manually add details or bulk upload:
Add clinician details - Enter in all the details of invitees
Bulk assign a cohort - From the drop down use the checkbox to select your cohort
Assign cohort: by searching or clicking the drop down menu
Assign form distributions: By clicking the tickbox next to each form
Adding clinicians to Forms or Assessments
When adding clinicians to a cohort, select any active or upcoming form distributions that you want to add them too.
Click the checkbox next to any distribution.
They will automatically be notified of the new forms directly via Med App.
Common questions
How do I reopen a closed form?
You can do this in a few steps:
Open Communications > Forms > Form Name
Click the 3 dots on the right of a distribution name
Click Edit distribution from the menu
Change the form due date / close date by either typing a new date or by clicking the calendar icon to select it
How are clinicians notified when modifying close dates?
When a closed distribution is reopened and a new person added to that distribution
only the new clinician added to the distribution will receive a "Form Available" notification, while existing clinicians will not be notified.