Introduction to annotations

Annotations provide a tool for people who are on the rota (not just people writing the rota) to mark up sessions with either public or private notes.

Some example use cases for this feature are:

  • Consultants marking when they have had to come in during a non-resident oncall
  • Trainees reporting when they have had to work longer than their expected hours
  • Clinicians recording private thoughts and comments on sessions worked
  • Clinicians noting when sessions have overrun
  • Trainees recording supporting material and notes for their logbooks

Index

Public vs. private annotations

Annotations come in two main types, public and private. A public annotation is visible to anyone administering the rota and the clinician who made it; a private annotation is visible only to the clinician who made it.

An annotation type for denoting session overruns is a good example of a public annotation. An annotation type for recording personal logbook notes is an example of a private annotation.

Setting up annotation types

The CLWRota annotations settings area

The CLWRota annotations settings area

To create an annotation type:

  • Log in to the super user area
  • Select 'Annotation Types' (found under the 'System Management' tab on CLWRota, and in the main navigation bar in Medirota)
  • Choose the name of the type (such as 'Session Overrun')
  • Choose the roles that will be able to use this annotation type
  • Choose whether it will be public or private
  • Click 'Add'

This annotation type will then be available for the relevant members of your department.

Making an annotation

Once annotation types have been setup, clinicians can make annotations either from the website, or from their mobile apps.

To make an annotation from one of our mobile apps:

  • Tap on 'My Rota' or 'My Oncalls'
  • Tap on the session you wish to update to view the 'Details' screen
  • Choose the annotation type you wish to make
  • Fill in the 'Comment' field
  • Tap 'Make annotation'
The CLWRota iOS make annotation form The CLWRota Android make annotation form

The CLWRota iOS and Android create annotation forms

To make an annotation from one of our web apps:

  • Click on the 'Annotations' tab at the top of the page
  • Fill in date, session and location you wish to attach the annotation to (choose 'No location' if you don't wish to attach the annotation to a particular location)
  • Choose the annotation type
  • Add the appropriate text
  • Click 'Save'
The CLWRota make annotation form

The CLWRota make annotation form

Viewing annotations

Rota administrators can view all public annotations. Individual clinicians can view both public and private annotations that they themselves have made. Rota administrators cannot view any private annotations, and clinicians cannot view public annotations made by other people.

To view your annotations as a clinician:

  • Click on the 'Annotations' tab at the top of the page
  • Click on the 'Report' link in the grey navigation bar
  • Choose either locations or annotation types to filter by (or leave them blank to return all annotations
  • Choose a date range
  • Click 'Go'

To view annotations as a rota administrator:

  • For CLWRota go to the 'Reports' tab and click on 'Annotations report'; for Medirota go to the 'Reports' tab, click on 'Management Reports', then click on 'Annotations report'
  • Choose either people, locations, or annotation types to filter by (or leave them blank to return all annotations)
  • Choose a date range
  • Click 'Go'

Contact

To discuss annotations in CLWRota or Medirota please contact the Rotamap support team at support@rotamap.net.