PP Contacts

Step 1:    Receive request to correct a Contact’s Site(s) (if applicable)

Action

Details

Requests to correct an existing Contact’s Site details will be received via email from Placement Officers (assuming it is a Placement Officer and not a Placement Administrator that identifies the need to correct the Contact’s Site details).

The following information is required:

-    Contact to be corrected

-    Details of the Site(s) to be added and/or deleted from the Contact

Step 2:    Access the Contact record in ‘Correction’ mode

Application:   Medici

Navigation:    Student Placements®Placement Providers®Contacts

            Contact ID:               Type the relevant [Contact ID].

            Name:                             Type the [name of the Contact to be corrected].

Correct History:       Select the Correct History checkbox so that a tick is displayed.

Select the Search button (or press Enter).

Result:  The Contacts page is displayed in ‘Correction’ mode.

Warning:  The Effective Date field should only be updated in ‘Correction’ mode if the effective date currently entered for the Contact record is incorrect.  ‘Correction’ mode is generally used to correct information within the other fields on the page ‘as at’ the existing effective date.

Effective Date:           If required, type or select the [correct date for the Contact record].

Question 1: Does a Site need to be added to the Contact record?

Question

Yes

No

Does a Site need to be added to the Contact record?

Go to step 3.

Go to question 2.

Explanation:

If a Site needs to be added to the Contact, add the Site(s) to the Contact record (step 3).

If a Site does not need to be added to the Contact, the process continues by determining if a Site needs to be deleted from the Contact (question 2).

Step 3:    Add the Site(s) to the Contact record

Application:   Medici

Navigation:    The Contacts page will already be displayed as a result of performing step 2

Sites

If there is an existing Site attached to the Contact:

In the Sites section, select the Add a New Row button ().  There is no need to insert a new row if there are no existing Sites for the Contact.

           Site ID:                     Select the [Site to be added to the Contact record].

           Job Title:                   Type the [Contact’s job title at the selected Site].

           Email Address:          Type the [Contact’s email address at the selected Site].

  Phone Type:             Select the [type of number being entered for the Contact] (business, mobile, fax, etc).

         Telephone:               Type the [Contact’s number].

         Phone Extension:      Type the [Contact’s Extension] (if applicable).

         Preferred:                If the number being entered is the Contact’s preferred or only number, select the Preferred checkbox so that a tick is displayed.

In the Site Phones section, select the Add a New Row button ().

             Phone Type:              Select the [type of number being entered for the Contact] (business, mobile, fax, etc).

             Telephone:                Type the [Contact’s number].

             Phone Extension:       Type the [Contact’s Extension] (if applicable).

             Preferred:                 If the number being entered is the Contact’s preferred number, select the Preferred checkbox so that a tick is displayed.

Continue to repeat parts D and E of this step until all numbers for the Contact at the selected Site have been recorded.

If further Sites need to be added to the Contact, continue to repeat this step until the Contact has been attached to all relevant Sites.

Question 2: Does a Site need to be deleted from the Contact record?

Question

Yes

No

Does a Site need to be deleted from the Contact record?

Go to step 4.

Go to question 3.

Explanation:

If a Site needs to be deleted from the Contact, delete the Site(s) from the Contact (step 4).

If a Site does not need to be deleted from the Contact, the process continues by determining if the Contact’s details for an existing Site (eg. Job Title, Phone Number) need to be corrected (question 3).

Step 4:    Delete the Site(s) from the Contact record

Application:   Medici

Navigation:    The Contacts page will already be displayed as a result of performing step 2 or 3

If there is more than one Site record attached to the Contact, in the Sites section, select the View All link to display all Site records attached to the Contact.

Result:  A message is displayed requesting confirmation the selected row is to be deleted, and advises the deletion will occur when the transaction is saved.

Result:  The selected Site is deleted from the Contact.

Continue to repeat this step until all Sites that are no longer required have been deleted.

Question 3: Do existing Site details require correction?

Question

Yes

No

Do existing Site details require correction?

Go to step 5.

Go to step 6.

Explanation:

If the Contact’s existing Site details need to be corrected, correct the details as required (step 5).

If the Contact’s existing Site details do not need to be corrected, the next step is to perform any other required corrections to the Contact record, and then save the record (step 6).

Step 5:    Correct the existing Site details as required

Application:   Medici

Navigation:    The Contacts page will already be displayed as a result of performing step 2, 3 or 4

Job Title:                  Type the [Contact’s correct job title at the selected Site] (if required).

 

Phone Type:             Select the [correct type of number for the Contact] (if required).

       Telephone:                 Type the [corect telephone number for the Contact] (if required).

       Phone Extension:      Type the [Contact’s correct Extension Number] (if required).

       Preferred:                   If the number is the Contact’s preferred or only number, select the Preferred checkbox so that a tick is displayed (if required).

Step 6:    Save the corrections to the Contact record

Application:   Medici

Navigation:    The Contacts page will already be displayed as a result of performing step 3, 4 or 5

If further Contact details need to be corrected (eg. Payment Rate or Organisation details), correct these details prior to saving the record.

Refer to the relevant process instructions on the ‘Correcting a Contact Record’ process page if required.

Result:  The corrected information will apply to the Contact as of the entered effective date.

Step 7:    Send notification that the Contact record has been corrected (if applicable)

Action

Details

Advise the Placement Officer that the Contact record has been corrected in Medici (if applicable).

Send a ‘Reply to All’ response to the email request received in step 1 of this process, and advise that the Contact record has been corrected using the details supplied in the request.