PP Contacts

Step 1:    Create the Contact record in Medici

Application:   Medici

Navigation:    Student Placements®Placement Providers®Contacts

Select the Add a New Value tab.

Result:  The Contacts: Add a New Value page is displayed.

Result:  The Contacts page is displayed.

Effective Date:          Type or select the [date the new Contact is to be available].

      Status:                      Select Active (if this value is not already displayed).

        Name:                       Type the [new Contact’s name] (refer to the SPS Data Entry Standards for the required format).

        Contact Ref Nbr:        Type the [Contact’s Reference Number] (if applicable – eg. DECS Employee No, Nursing Registration No, etc - refer to the SPS Data Entry Standards for the required format).

        Payment Rate:          Type the [default pay rate for the Contact] (if applicable).

        Payment Rate Type:   Select the appropriate value as follows:

                                         -   Days (if a daily rate has been entered in the Payment Rate field).

                                         -   Hours (if an hourly rate has been entered in the Payment Rate field).

        TFN Provided:            If the Contact has provided a TFN, select the TFN Provided checkbox so that a tick is displayed.

Question 1: Is the Contact for an Organisation?

Question

Yes

No

Is the Contact for an Organisation?

Go to step 2.

Go to step 3.

Explanation:

If the Contact is for an Organisation, the Contact must be attached to the relevant Organisation record(s)
(step 2).

If the Contact is not for an Organisation, and is therefore a Site Contact, attach the Contact to the relevant Site record(s) (question 2).

Step 2:    Attach the Contact to the Organisation record(s)

Application:   Medici

Navigation:    The Contacts page will already be displayed as a result of performing step 1

Organisation ID:       Select the [Organisation of the new Contact].

       Job Title:                   Type the [Contact’s job title with the selected Organisation].

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

Phone Type:               Select the [type of number being entered for the Contact] (business, mobile, fax, etc) if the pre-populated value is incorrect.

        Telephone:                  Type the [Contact’s number] if the pre-populated number is incorrect.

        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 Organisation 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 C and D of this step until all numbers for the Contact at the selected Organisation have been recorded.

If the Contact needs to be attached to a second Organisation:

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

Continue to repeat this step until the Contact has been attached to all relevant Organisations.

Question 2: Is the Contact also a Contact for a Site?

Question

Yes

No

Is the Contact also a Site Contact?

Go to step 3.

Go to step 4.

Explanation:

If the Contact is also a Contact for a Site, the Contact must be attached to the relevant Site record(s) (step 3).

If the Contact is not a Contact for a Site, the new Contact record can be saved (step 4).

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

Application:   Medici

Navigation:    The Contacts page will already be displayed as a result of performing step 1 or 2

Site ID:                    Select the [Site of the new Contact].

        Job Title:                  Type the [Contact’s job title with 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) if the pre-populated value is incorrect.

        Telephone:               Type the [Contact’s number] if the pre-populated number is incorrect.

        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 C and D of this step until all numbers for the Contact at the selected Site have been recorded.

If the Contact needs to be attached to a second Site:

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

Continue to repeat this step until the Contact has been attached to all relevant Sites.

Step 4:    Record Comments (if applicable) and save the new Contact record

Application:   Medici

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

Result:  The new Contact is created in Student Placements in Medici and will be available from the entered Effective Date.  The Contact ID for the new Contact record is displayed at the top of the Medici page.

Step 1:    Update the Contact’s record in Medici

Application:   Medici

Navigation:    Student Placements®Placement Providers®Contacts

             Contact ID:          Type the [Contact ID].

Select the Search button (or press Enter).

Result:  The Contacts page is displayed.

In the Contact Details section, select the Add a New Row button ().

Effective Date:       Type or select the [date from which the updates will apply to the Contact].

Name:                    Type the [updated Contact name] (if applicable - refer to the SPS Data Entry Standards for the correct format).

        Contact Ref Nbr:     Type the [updated Contact Reference Number] (if applicable – eg. DECS Employee No, Nursing Registration No, etc – refer to the SPS Data Entry Standards for the correct format).

        TFN Provided:         If the Contact has provided a TFN, select the TFN Provided checkbox so that a tick is displayed.

If further Contact details need to be updated from the same effective date (eg. Pay Claim, Organisation or Site details), update these details prior to saving the record.

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

Result:  The updated information will apply to the Contact as at the entered effective date.

Step 1:    Access the Contact record and insert a new effective dated row

Application:   Medici

Navigation:    Student Placements®Placement Providers®Contacts

              Contact ID:          Type the [Contact ID].

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

Result:  The Contacts page is displayed.

In the Contact Details section, select the Add a New Row button ().

Effective Date: 

Question 1: Does an Organisation need to be added to the Contact record?

Question

Yes

No

Does an Organisation need to be added to the Contact record?

Go to step 2.

Go to question 2.

Explanation:

If an Organisation needs to be added to the Contact, add the Organisation(s) to the Contact record (step 2).

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

Step 2:    Add the Organisation(s) to the Contact record

Application:   Medici

Navigation:    The Contacts page will already be displayed as a result of performing step 1

Organisations

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

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

           Job Title:                  Type the [Contact’s job title with the selected Organisation].

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

Phone Type:             Select the [type of number being entered for the Contact] (business, mobile, fax, etc) if the pre-populated value is incorrect.

       Telephone:                Type the [Contact’s number] if the pre-populated number is incorrect.

       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.

If the Contact has further numbers to be recorded for the selected Organisation:

In the Organisation 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 Organisation have been recorded.

Continue to repeat this step until the Contact has been attached to all relevant Organisations.

Question 2: Does an Organisation need to be deleted from the Contact record?

Question

Yes

No

Does an Organisation need to be deleted from the Contact record?

Go to step 3.

Go to step 4.

Explanation:

If an Organisation needs to be deleted from the Contact, delete the Organisation(s) from the Contact (step 3).

If an Organisation does not need to be deleted from the Contact, the next step is to perform any other required changes to the Contact record for the same effective date, and then save the record (step 4).

Step 3:    Delete the Organisation(s) from the Contact record

Application:   Medici

Navigation:    The Contacts page will already be displayed as a result of performing step 1 or 2

If there is more than one Organisation record attached to the Contact, in the Organisations section, select the View All link to display all Organisation 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 Organisation is deleted from the Contact.

Continue to repeat this step until all Organisations that are no longer required have been deleted from the Contact record.

Step 4:    Save the updates to the Contact record

Application:   Medici

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

If further Contact details need to be updated from the same effective date (eg. Payment Rate or Site details), update these details prior to saving the record.

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

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

Step 1:    Update the Contact’s Payment Rate in Medici

Application:   Medici

Navigation:    Student Placements®Placement Providers®Contacts

             Contact ID:          Type the [Contact ID].

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

Result:  The Contacts page is displayed.

In the Contact Details section, select the Add a New Row button ().

Effective Date:           Type or select the [date from which updates will apply to the Contact].

Payment Rate:           Type the [new default Payment Rate for the Contact].

      Payment Rate Type:    Select the appropriate value as follows:

                                           -   Days (if a daily rate has been entered in the Payment Rate field).

                                           -   Hours (if an hourly rate has been entered in the Payment Rate field).

If further Contact details need to be updated from the same effective date (eg. Organisation or Site details), update these details prior to saving the record.

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

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

Step 1:    Access the Contact record and insert a new effective dated row

Application:   Medici

Navigation:    Student Placements®Placement Providers®Contacts

            Contact ID:          Type the [Contact ID].

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

Result:  The Contacts page is displayed.

In the Contact Details section, select the Add a New Row button ().

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 2.

Go to question 2.

Explanation:

If a Site needs to be added to the Contact, add the Site(s) to the Contact record (step 2).

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 2:    Add the Site(s) to the Contact record

Application:   Medici

Navigation:    The Contacts page will already be displayed as a result of performing step 1

Sites

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) if the pre-populated value is incorrect.

        Telephone:               Type the [Contact’s number] if the pre-populated number is incorrect.

        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.

If the Contact has further numbers to be recorded for the selected Site:

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.

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 3.

Go to step 4.

Explanation:

If a Site needs to be deleted from the Contact, delete the Site(s) from the Contact (step 3).

If a Site does not need to be deleted from the Contact, the next step is to perform any other required changes to the Contact record for the same effective date, and then save the record (step 4).

Step 3:    Delete the Site(s) from the Contact record

Application:   Medici

Navigation:    The Contacts page will already be displayed as a result of performing step 1 or 2

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

Step 4:    Save the updates to the Contact record

Application:   Medici

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

If further Contact details need to be updated from the same effective date (eg. Payment Rate or Organisation details), update these details prior to saving the record.

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

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

Step 1:    Receive request to correct a Contact’s details

Action

Details

Requests to correct an existing Contact’s 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 details).

The following information is required:

-   Contact to be corrected

-   Details of the required correction (name of field(s) and content to be corrected)

Step 2:    Update the Contact’s 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.

[Correct the Contact’s details as required].

If further Contact details need to be corrected (eg. Organisation or Site 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 3:    Send notification that the Contact record has been corrected

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.

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

Action

Details

Requests to correct an existing Contact’s Organisation 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 Organisation details).

The following information is required:

-   Contact to be corrected

-   Details of the Organisation(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 an Organisation need to be added to the Contact record?

Question

Yes

No

Does an Organisation need to be added to the Contact record?

Go to step 3.

Go to question 2.

Explanation:

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

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

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

Application:   Medici

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

Organisations

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

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

           Job Title:                   Type the [Contact’s job title with the selected Organisation].

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

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.

If the Contact has further numbers to be recorded for the selected Organisation:

In the Organisation 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 Organisation have been recorded.

Continue to repeat this step until the Contact has been attached to all relevant Organisations.

Question 2: Does an Organisation need to be deleted from the Contact record?

Question

Yes

No

Does an Organisation need to be deleted from the Contact record?

Go to step 4.

Go to question 3.

Explanation:

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

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

Step 4:    Delete the Organisation(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 Organisation record attached to the Contact, in the Organisations section, select the View All link to display all Organisation records attached to the Contact.

In the Organisations section, select the Delete Row button () adjacent to the Organisation to be deleted.

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 Organisation is deleted from the Contact.

Continue to repeat this step until all Organisations that are no longer required have been deleted from the Contact record.

Question 3: Do existing Organisation details require correction?

Question

Yes

No

Do existing Organisation details require correction?

Go to step 5.

Go to step 6.

Explanation:

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

If the Contact’s existing Organisation 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 Organisation 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 Organisation] (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 2, 3, 4 or 5

If further Contact details need to be corrected (eg. Payment Rate or Site 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.

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

Action

Details

Requests to correct an existing Contact’s Payment Rate 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 Payment Rate).

The request should contain the following information:

-   Contact to be corrected

-   Details of the correct Payment Rate for the Contact

Step 2:    Update the Contact’s Payment Rate 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 (ü) 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].

       Payment Rate Type:    Select the appropriate value as follows:

                                          -   Days (if a daily rate has been entered in the Payment Rate field).

                                          -   Hours (if an hourly rate has been entered in the Payment Rate field).

If further Contact details need to be corrected (eg. Organisation or Site 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 3:    Send notification that the Contact’s Payment Rate has been corrected

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.

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.