What this means for your practice
Define permissions around genuine management responsibility and cover arrangements. Review temporary access rather than allowing exceptions to become permanent.
An example to discuss with your team
Sign in as a single-site manager and attempt an unrelated location change.
What to ask before you choose
Ask for a demonstration using the accounts of a local manager and a group manager. Can each find the correct site easily, and is the scope of an edit obvious before saving? Include temporary cover in the example. The practice should know who approved the wider access and when it will be reviewed or removed.
Handle temporary cover deliberately
Write down the difference between viewing a rota and changing it. A group manager may need an overview of several clinics, while a local manager only edits one. If someone covers another site, agree whether they need the same permissions as its usual manager or a smaller set for the particular task.
Ask the supplier to show how the current location is made obvious before an edit is saved. Similar staff names and dates can make an accidental cross-site change hard to notice. A temporary extension should have an approving person and an agreed review point. When cover ends, check that the original access arrangement is restored without blocking the manager's normal work. Look at a sample of actual changes during handover with the authorised team. Unexpected edits may indicate confusing navigation or an access arrangement that is broader than the practice intended.
How to check the result
Review unexplained cross-site edits and temporary permissions past their end date.
Turn reading into a next step
Your action checklist
Work through these checks with your team or supplier. Tick the ones you have resolved and leave unknowns open.
Record what you know, what is still missing and the answer you need from your team or supplier.
Use project decisions only, without personal, patient or confidential details. Entries stay in this page and are not submitted to Kay & Co. Copy or download before leaving; this page does not save your notes.
Further reading
These sources provide background for the topic. The practice examples and checklist are illustrative planning suggestions from Kay & Co.
Related guides
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