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Administration
Communicare Administrators can tune the way in which Communicare works at your health clinic using the configuration, tools and task information.
System Administration
Appointment Session Templates
Appointment Session Templates identify when appointments can be made, in a general way. They are used as a template for creating the sessions into which appointments are actually booked.
Provider's Planned Absence

Administration
Communicare Administrators can tune the way in which Communicare works at your health clinic using the configuration, tools and task information.
- System Administration
  - System Parameters
    If you belong to the System Administrators user group, you can configure Communicare by setting system parameters.
  - Organisation Maintenance
    Configure Communicare for your organisation by setting organisation parameters. Changes to organisation parameters affect the Communicare system for the organisation and all workstations.
  - User Groups
    Users of the Communicare system are organised into groups. Rights to access various parts of Communicare are given to these groups of users.
  - Address Book
    The address book stores local address book entries and address book entries that are linked to external directory services.
  - Reference Tables
  - Appointment Session Templates
    Appointment Session Templates identify when appointments can be made, in a general way. They are used as a template for creating the sessions into which appointments are actually booked.
    - Appointment Encounter Program
      Assigning an Encounter Program to the Appointment Template ensures that all future Sessions generated will have the same Encounter Program.
    - Appointment Session Template Application
      You can force Communicare to generate appointment timeslots in the appointment book according to the details of the template, rather than waiting for the nightly process.
    - Appointment Session Type
      An appointment session type defines attributes that are common to a class of Appointment Sessions. Every session has a type.
    - Session Booking Type
      Session booking types determine how appointments are scheduled and booked.
    - Appointment Timeslot Template
      Use the Appointment Timeslot template to edit the timeslots that belong to a session.
    - Provider's Planned Absence
  - Reference Tables
  - Providers
    The Providers window lists clinicians who have been added to Communicare as providers at your health service.
  - Medicare Number Import
    Patient Medicare numbers can be imported directly from files provided by Medicare Australia.
  - Patient Import
  - Communicare Security
  - Daily Process Service
  - Automatic Patient Status Change
  - Terminal Server and Communicare
    The Communicare client can be installed on a Terminal Server.
  - Backup Regimes
    Backups of your Communicare database are critical for business continuity in the event of a disaster. Communicare is automatically backed up to the server nightly. Your site should take regular backups of these backups.
  - Disaster Recovery
    In the event of disaster, call Communicare Support on 1800 798 441 and follow these steps to recover your data.
  - File Transfer
    Communicare demos and updates are available from the Communicare User Portal - Help and Support tab.
  - Firewall Configuration
  - Upgrades
    Communicare upgrades are performed remotely by Communicare Support at a time arranged with the system administrator.
  - Database Connection Settings
  - Central Data Update
    This program allows a specific set of Clinical Item definitions to be centrally maintained and distributed to user sites by Communicare. These centrally maintained Clinical Item definitions are referred to as central items.
  - Terms Conversion
    Together with your Implementation Consultant, when your site goes live with Communicare, a clinician with Administrator user privileges can use the Terms Converter tool to convert local terms into centrally maintained terms, for example, ICPC-2 PLUS terms.
  - CAT Export Tool
    Use the CAT Export Tool to export datasets defined by the Improvement Foundation, from Communicare as XML.
  - Background Processes
    Communicare runs a number of server-side background processes that integrate with various external services.
- Tools
  Use these tools to help manage Communicare.
- Regular Administrator Tasks
  There are several regular maintenance tasks for the Communicare Administrator to perform.

Provider's Planned Absence

This form is used to record planned provider absences such as holidays. The daily process service will not organise appointments for a provider for these dates.

Public holidays, when all providers are on holiday, can be set at File > Appointments > Public Holidays.

To record a planned provider absence:

Reschedule any existing appointments that have already been booked during the planned period of absence.
Manually cancel any sessions that exist during the period of absence:
1. In the Appointment Book, right-click the session and select Cancel Session.
2. In the Session Cancellation window, enter SESSION.
3. Click OK.
Select File > Appointments > Provider Planned Absences.
In the Provider Planned Absences Maintenance window, click Add.
From the Provider list, select the provider's name from the list.
Enter a start and end date for the period of absence.
Click Save.

14 November 2023