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Administration
Communicare Administrators can tune the way in which Communicare works at your health clinic.
System Administration
System administration functions affect all Communicare users and should be used with care.
Appointment Book Configuration
Before your health service can use the appointment book, you must first configure the background information required for appointments and the appointment session templates that generate sessions into which appointments are booked.
Provider Planned Absences
Record planned provider absences such as holidays to block dates from the appointment book.

Administration
Communicare Administrators can tune the way in which Communicare works at your health clinic.
- 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
  - Appointment Book Configuration
    Before your health service can use the appointment book, you must first configure the background information required for appointments and the appointment session templates that generate sessions into which appointments are booked.
    - Appointment Facilities
      A facility is an object that is needed on an exclusive basis for an appointment.
    - Appointment 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.
    - Appointment Session Type
      An appointment session type defines attributes that are common to a class of Appointment Sessions. Every session has a type.
    - Public Holidays
      Public holidays identify normal working days (or part days) that the practice will be closed.
    - Provider Planned Absences
      Record planned provider absences such as holidays to block dates from the appointment book.
    - 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
    The Daily Process Service is a Windows Service which can automatically run a variety of database tasks each day.
  - Automatic Patient Status Change
    Every night the server will check the Inactivity years in system parameters and use it to change a patient's status after the specified number of years, based on the existence of contact services and patient address.
  - 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
    Communicare maintains and distributes a specific set of Clinical Item definitions. 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.

Provider Planned Absences

Record planned provider absences such as holidays to block dates from the appointment book.

For days when all providers are away, set holidays for the whole practice. For more information, see Public holidays.

The daily process service will not organise appointments for a provider for these dates. For more information, see daily process service.

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.

16 February 2026