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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
System administration functions affect all Communicare users and should be used with care.
Reference Tables
Public Holidays
Public holidays identify normal working days (or part days) that the practice will be closed.

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 administration functions affect all Communicare users and should be used with care.
  - 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.
  - Reference Tables
    - Certificates Maintenance
      The Certificates Maintenance window lists all of the currently installed certificates that can be used in various places in Communicare.
    - Appointment Facility
    - Requirements
      Requirements are services or objects that may be needed for particular patient appointments and services, such as Fasting Bloods, Test Results, Transport, X-Rays.
    - Public Holidays
      Public holidays identify normal working days (or part days) that the practice will be closed.
    - MIMS Database Import
      If your site uses the Prescribing Full or Prescribing Once off/short course module, Adverse Reactions or browses the MIMS drug database, update MIMs monthly.
    - Formularies
      Use the Formulary Maintenance window to manage medication lists or formularies.
    - Locality
      The Locality reference table is a list of places used in patient addresses. It is initially populated with over 14,000 localities used by Australia Post when your Communicare server is installed.
    - Patient Skin
    - Patient Group Maintenance
      Use the Patient Group Maintenance window to define the groups that a patient can belong to and the behaviour of those groups.
    - Encounter Place
      An encounter place can take one of two forms.
    - Text Shortcuts
      Add or modify the text shortcuts for commonly used blocks of text available in Communicare. Text shortcuts can be used by clinicians in progress notes and letters.
    - Dosage instructions
      Use the Dosage Instruction window to review abbreviations or short codes for use when prescribing and add new abbreviations.
    - Medicare Benefits Schedule Shortlist
      Because the Medicare Benefits Schedule (MBS) is so big, you can control the order in which Medicare Benefits Schedule (MBS) items are displayed in Communicare and add short descriptions that are meaningful to your context.
    - Private Billing Configuration
      Use File > Reference Tables > Private Billing options to modify the fee schedule and private billing types used by the Private Billing module.
    - Investigations
      Investigations can be requested by a provider from within a patient's clinical record. Use the Investigation reference table to define investigations.
    - Clinical Item Maintenance
      Clinical items are an essential building block for providing a care pathway with the clinical record workflow.
    - Special Lookup Table Maintenance
    - Transport Mode
    - Chart Types
    - Viewing Rights
      Viewing Rights define access levels to clinical data for each user group.
    - SNOMED CT Import
      Communicare uses SNOMED CT-AU terminology to capture clinical data.
    - Reference Table Codes
      Communicare reference tables use a variety of codes to identify and manage clinical data.
  - 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.
  - 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
    Communicare's security scheme is designed to be easy to maintain yet effective. It works on 3 layers: SYSDBA, ADMINISTRATOR, MEDISYS.
  - 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. These XML datasets can then be loaded into PEN CS' Clinical Audit Tool (CAT).
  - Background Processes
    Communicare runs a number of server-side background processes that integrate with various external services.
  - Communicare Logs
    Adjust the level of detail recorded in Communicare logs if required.
- Tools
  Use these tools to help manage Communicare.
- Regular Administrator Tasks
  There are several regular maintenance tasks for the Communicare Administrator to perform.

Public Holidays

Public holidays identify normal working days (or part days) that the practice will be closed.

Appointments are not generated for the period that the practice is closed. Sessions are not added to the Appointment Book automatically and manual sessions cannot be added.

Public holidays are also used in the calculation of normal working hours for some reports.

By default, the start date and time of the holiday is the first minute of the selected date and the end date and time defaults to the last minute of the end date. Typically this is the same as the start date, that is, most holidays are full, single days.

As long as your site does not routinely see patients on public holidays, enter national and state public holidays for the new year as early as possible, and before the default horizon days has automatically added sessions to the Appointment Book. If they are observed at your site, also include cultural holidays such as NAIDOC Week, or site-specific holidays such as Staff Picnic Day.

Note:

A public holiday cannot be entered for a period in which appointments sessions already exist, except for cancelled sessions. If you attempt to create a holiday where sessions exist an error message is displayed.

To add a public holiday to the appointment book:

Select File > Appointments > Public Holidays.
In the Public Holiday Maintenance window, click Add.

Tip:
You can position the mouse anywhere; holidays are sorted by date after they have been saved.
In the row added, enter the name of the holiday and the start and end date.
Repeat steps 2-3 to continue adding holidays for the whole year.
Click Save.
Restart Communicare.

The public holidays are reserved in the appointment book. When you go to the date of the reserved public holiday in the appointment book, a banner is displayed with details of the holiday.
Example public holiday in the appointment book

Example public holiday in the appointment book

You can now insert new sessions into your appointment book. If you attempt to insert sessions into a reserved public holiday, an error is displayed in the Template Application Log.
Example error when attempting to create a session on a reserved public holiday

Example error when attempting to create a session on a reserved public holiday

13 December 2024