Introduction to external recipients

The External Recipients feature is designed to automatically send messages to people, for example when a specific activity is cancelled or a clinician has their leave approved. This feature removes the need for rota teams to manually notify people by generating automatic messages for a given alert type to a specified recipient.

This page outlines how to configure external recipients for your department, the different alert types for leave requests and cancellations, monitoring options, and subsequent automatic messages.

External recipients in CLWRota

Add an external recipient

To add an external recipient go to Admin > External Recipients > Add an external recipient.

Add an external recipient

The Label can be the name or role of the recipient, and the Email will be the email address to which messages are sent. The Enabled option indicates that this is an active external recipient.

Before clicking 'Save external recipient' you will need to select which Alert types this recipient should receive, and who or what they are Monitoring. These will be covered in the next sections.

An external recipient can receive one or more of these alert types and can monitor multiple options.

To copy an external recipient (for example if two people monitor the same thing) simply 'Edit' an existing recipient, change the email and then 'Save as new external recipient'.

Once you have added external recipients you can review the list of active and inactive external recipients for your department.

Leave requests

There are two 'Alert types' available for monitoring leave:

  • Approved and cancelled leave: refers to any clinician leave request that is either approved or cancelled by a rota master or through automatic approval
  • Submitted, cancel requested and withdrawn leave: refers to any clinician leave request that has been submitted, requested to be cancelled by the clinician, or withdrawn prior to a decision being made by a rota master
Choosing an alert type

For departments who use automatic approval for annual leave, any submitted leave requests that are automatically approved will not generate a message to external recipients set only to receive alerts about submitted, cancel requested and withdrawn leave.

Cancellations

External recipients can alternatively receive alerts about cancellations of activity on the rota. To set this up choose Cancellations for the 'Alert type'.

Cancellations

Messages about cancellations are generated both when a session is cancelled or if it is uncancelled.

Monitoring

Once you have chosen the alert type you then need to select the monitoring fields. This refers to who or what the external recipient will recieve alerts about.

  • People: the individual clinicians on the rota
  • Roles: these are either all consultants or all trainees
  • Locations: the locations on the rota
  • Groups: these are either location or people groups

You can select 'All' for both people and locations, and you can similarly choose to monitor multiple people, roles, locations or groups.

Choosing which roles to monitor

Please note that none of the options are monitored in conjunction with each other. For example, selecting both 'People' and 'Locations' will generate messages about any approved or cancelled leave in a location even if the external recipient is not monitoring a selected person.

Messages

Messages are generated automatically and can be found under the Messages > Outgoing tab.

As soon as the relevant action is performed this will generate the relevant external recipient message and add it to the outgoing messages queue. Messages will then be sent to their recipient at the designated in-system times.

The example message below is for an external recipient who has been set up to be notified about approved and cancelled leave requests for all consultants. For privacy reasons the leave type is not shown.

Approved leave message

The message provides the recipient with detail on who has had leave approved, the duration of their request and its status. The dates and sessions of all planned activity are shown, as well as any activity that differs from their templates.

The next example shows the message that would be sent to the theatre scheduling team who have been set up as an external recipient to be notified of any cancellations in the 'Theatres' location group.

Cancellation message

The message details the name of the location being cancelled, as well as any supplementary information denoted by the title such as the surgeon's name. The message notes when the session was due to take place, and the people in that location. Finally, the cancellation reason is given in addition to any information further required by the recipient.

External recipients in Medirota

Add an external recipient

To add an external recipient go to Admin > External Recipients > Add external recipient.

Adding an external recipient

The Label can be the name or role of the recipient, and the Email will be the email address to which messages are sent. The Enabled option indicates that this is an active external recipient.

Before clicking 'Save external recipient' you will need to select which Alert types this recipient should receive, and who or what they are Monitoring. These will be covered in the next sections.

An external recipient can receive one or more of these alert types and can monitor multiple options.

To copy an external recipient (for example if two people monitor the same thing) simply 'Edit' an existing recipient, change the email and then 'Save as new external recipient'.

Once you have added external recipients you can review the list of active and inactive external recipients for your department.

Leave requests

There are two 'Alert types' available for monitoring leave:

  • Approved and cancelled leave: refers to any clinician leave request that is either approved or cancelled by a rota master or through automatic approval
  • Submitted, cancel requested and withdrawn leave: refers to any clinician leave request that has been submitted, requested to be cancelled by the clinician, or withdrawn prior to a decision being made by a rota master
Choosing an alert type

For departments who use automatic approval for annual leave, any submitted leave requests that are automatically approved will not generate a message to external recipients set only to receive alerts about submitted, cancel requested and withdrawn leave.

Cancellations

External recipients can alternatively receive alerts about cancellations of activity on the rota. To set this up choose Cancellations for the 'Alert type'.

Monitoring clinic cancellations

Messages about cancellations are generated both when a session is cancelled or if it is uncancelled.

Monitoring

Once you have chosen the alert type you then need to select the monitoring fields. This refers to who or what the external recipient will recieve alerts about.

  • People: the individual clinicians on the rota
  • Roles: these are the active roles in Medirota
  • Activities: the activities on the rota
  • Groups: these are either activity or people groups

You can select 'All' for both people and activities, and you can similarly choose to monitor multiple people, roles, activities or groups.

Choosing which roles to monitor

Please note that none of the options are monitored in conjunction with each other. For example, selecting both 'People' and 'Activities' will generate messages about any approved or cancelled leave in a activity even if the external recipient is not monitoring a selected person.

Messages

Messages are generated automatically and can be found under the Messages > Outgoing tab.

As soon as the relevant action is performed this will generate the relevant external recipient message and add it to the outgoing messages queue. Messages will then be sent to their recipient at the designated in-system times.

The example message below is for an external recipient who has been set up to be notified about approved and cancelled leave requests for all consultants. For privacy reasons the leave type is not shown.

Approved leave message

The message provides the recipient with detail on who has had leave approved, the duration of their request and its status. The dates and sessions of all planned activity are shown, as well as any activity that differs from their templates.

The next example shows the message that would be sent to a clinic coordinator who has been set up as an external recipient to be notified of any cancellations in the 'Clinics' activity group.

Cancellation message

The message details the name of the activity being cancelled, as well as any supplementary information denoted by the title such as the clinic type or specific timings. The message notes when the session was due to take place, and the people in the activity. Finally, the cancellation reason is given in addition to any information further required by the recipient.

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