Overview

As a PATCHS admin user you can invite new staff to your PATCHS practice, generate invitation link to copy and paste, and create group inboxes to aid collaborative working. This is done from your practices Manage Staff and Inboxes page, which can be accessed through your PATCHS dropdown menu.

Inviting staff as PATCHS admin users

To invite a member of staff to register as a PATCHS Admin user at your practice you should:

• Navigate to the Manage staff and inboxes page from your PATCHS menu. [If you're inviting staff when you are first registering your practice you can skip this step]
• Invite the staff user
  • Enter the staff user's NHS email address
  • Select the 'PATCHS Admin'
  • Send Invite

• The invited member of staff will be assigned the PATCHS Admin role which will be visible on the Registered Staff list.

As a PATCHS admin you are able to edit your practice and manage staff but not access inboxes. To access inboxes you must give yourself a staff role at the practice. This is usually done when setting up the practice, but if you missed that step you can always give yourself a staff role later. To do this you should:

• Navigate to the Manage staff page from your PATCHS menu [You can skip this step if you are already on the 'Manage Staff' page]

• In the Invite form below your staff list, enter the email address you registered your PATCHS account with and select a role other than PATCHS admin that reflects your role within the practice.

• Press the  Send Invite button.
• You should now appear twice in the staff list above - once with the role PATCHS admin and once with the role you just selected.

Please logout then log back in to now be able to access inboxes.

Inviting staff to register for PATCHS

If you have the PATCHS admin role, you will be able to:

• Invite additional PATCHS admins
• Invite other members of staff to register as PATCHS users - see below

• Generate an invitation links to copy and paste - see below

• Adding EMIS Usernames (EMIS Practices Only) - see below

Inviting staff to register as PATCHS users

• To invite a member of staff to register as a PATCHS user at your practice you should:
• Navigate to the Manage staff page from your PATCHS menu. [If you're inviting staff when you are first registering your practice you can skip this step]
• Invite the staff user
  • Enter the staff user's NHS email address
  • Select their role
  • 'Send Invite'

• An invitation email will then be sent to the staff user.  

• When an invited staff user receives their Invitation to join PATCHS email they should follow the 'click here' link to complete their registration.

• The staff user should complete all mandatory fields and Register.

• A registration complete message will confirm the registration and clicking 'Take me to my inbox' will navigate the user to their request inbox.

Creating invitation links

As a PATCHS Admin user you can generate an invitation link to copy, paste and send directly.

You can do this either when inviting the staff user by clicking the 'copy invite link' button.

Or afterwards, if the staff user hasn't received their invitation, click the paperclip icon in the 'COPY NEW LINK' column.

Adding EMIS Usernames (EMIS Practices Only)

PATCHS Admin users at practices with EMIS integration should include EMIS Usernames when managing staff details.

Creating Group Inboxes

Group inboxes are a way to assign requests to a shared space where multiple users could action them. For example - out of hours team, script clerks, secretaries.  To create a new group inbox for your practice you should...

Select the Group inboxes tab on the Manage Staff and Inboxes page

Give your group a name and role

Then click the Add button

The new inbox is created and can have requests assigned to it for the team to work on straight away.

All Practice Inboxes

*This feature is available upon request, to eHubs, PCNs, and group practices who want their staff to manage PATCHS requests using combined practice inboxes*

All Practice Inbox Settings

To enable the All Practice inbox view, on the Group Inboxes tab, you should tick the Enable All Practice inbox view box.

When enabling the All practice inbox view, you will need to agree to the following advisory notice:

After the feature is enabled, a warning banner about inbox naming will be shown:

This means that group inbox names for practices need to have the same name and same spelling to ensure they are viewed as one collective inbox in the All practice view.

All Practice Inbox workflow

Below is an example workflow of a GP who works across 3 practices, with all practice inbox view enabled.

Inboxes (per practice)

Practice 1 (1 request)

then

Practice 2 ( requests)

and 

Practice 3 ( 1 request)

Or from the All Practices Inbox view

My Inbox - All Practices (5 requests)

Requests from across all your practices are shown together with urgent request shown at top.