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.