This user guide will explain the most frequently used functions within XS, the full list of topics can be found in the table of contents below. When using the guide, you can look up the section you need and go directly to it.
TABLE OF CONTENTS
- TABLE OF CONTENTS
- 1. INTRODUCTION
- 2. HOMEPAGE
- 3. EMPLOYEE FILE
- 4. SICK LEAVE & OTHER WORKFLOWS
- 5. ASSIGNING TASKS AND MAKING NOTES
- 6. SCHEDULE AN APPOINTMENT
- 7. MESSAGING
- 8. SETTINGS
(Please note that this user guide includes screen shots of Xpert Suite where we have used a fictitious organization with fictitious employees).
1. INTRODUCTION
What is Xpert Suite?
XS is a cloud-based software-as-a-service (SaaS) solution where all rehabilitation specialists can securely collaborate in one system. This tool is here to help you in your work with managing your employees’ sick leave and rehabilitation. XS is a case management system where all cases of sick leave with all relevant documentation will be securely stored. Everything will be in one place. This will protect employees’ personal data and will ensure GDPR compliance.
2. HOMEPAGE
Once you have logged-in, you will find yourself on the Homepage which gives you an overview of your messages, open tasks, recent tasks and more. From here you will be able to assign new tasks to yourself, and search for employee files.
2.1 HOME
Home is the start screen you see when logging in to XS and it is also where you return to when you click the home button (1): .
2.2 SEARCH FILE
| All registered employees have a case file in Xpert Suite, so you can search on any employee reporting to you. On the home page you will find a search function where you search on name or employee number in the grey box and select the correct employee from the results list.
|
2.3 TASKS
When an employee is on sick leave there are a number of legally required tasks that need to be completed. Within Xpert Suite’s (XS) you receive timely reminders of specific tasks that need to be completed. The automatic creation of tasks and reminders support you in completing them.
You will find an overview of your tasks on the homepage. The overview is divided into tasks identified as overdue, open and upcoming (week). Each task category will show you how many open tasks there are.
Clicking on a task in your Tasks list will take you to the complete lists of tasks of this employee.
At the bottom of your tasks overview, there is a 
button which you can click in order to quickly reach the following overview screen:
2.4 ACTIONS
Here you can find several actions. All actions will be explained in the following chapters.
2.5 MESSAGES
Here you will find all your incoming messages from other users. For more information go to chapter 7 Messaging.
2.6 LIBRARY
Here you can find instructions.
2.7 STATISTICS / REPORTING
On the menu on the left is the button for Statistics where you can see data about all the employees you are authorized to.
Within every report you can choose your variables:
1 The start and end date of your report data
2 Which period do you want to compare your report? To one month ago, or to maybe the same month of last year.
3 Which organizational unit you want.
4 A specific department/unit of the organizational unit.
5 Language
6 Generate the report
2.8 SETTINGS
Here you can change your language or assign a deputy while you are on leave. For more information go to chapter 8 Settings.
3. EMPLOYEE FILE
To look at an employee’s file, start by searching for the employee using the search function on the homepage.
3.1 OVERVIEW TAB
The overview tab shows recent workflows and relevant information about the employee.
In this tab you will find the following information:
The employee’s general information;
Recent and historical cases of sick leave (workflows) and shortcuts to related notes, tasks and documents;
The line manager’s contact information.
3.2 THE TASKS PAGE
On the Tasks page you have the option to filter types of tasks (1) or types of workflows (2). For example, you can display your own tasks using the “All own tasks” filter or choose to see “All tasks”.
To close a task (3), you change the status and set it on performed. You can also postpone a task to a later time, delete the tasks or make it important. When marking a task as important, it will show up on the homepage with an exclamation mark and it will be on top of your list. Also, if you see a green tick next to a task then you know that it has been completed.
When you click on a task (4), it will show you a more detailed description. Sometimes you have to fill in a document, this can be done by opening the screen (5). Next to filling in documents it is also possible to make notes about your contact (6).
When you assign tasks to another user, these allocated tasks will show up underneath your task list (7). Assigning tasks is explained in chapter 6.
3.3 THE WORKFLOW CASEFILE
The tab “Workflow Casefile” displays all the relevant information about the selected workflows.
Information found in the Workflow Case file tab:
Xpert Suite documents: documents which can be created and stored in Xpert Suite are located here.
Imported documents: here you can upload documents.
Overview documents (different kinds of summaries):
Contact moment overview: an overview of the contact moments.
Overview of Progress: an overview including all the notes.
3.4 UPLOAD THE MEDICAL CERTIFICATE
You can upload the Medical certificate from the homepage or within the employee case file.
Homepage: Under Actions you will find the symbol for uploading documents.
Workflow casefile: go to Imported document, here you can upload the medical certificate.
3.5 MESSAGES
The Messages tab takes you to the messages area for secure messaging:
More information about Messaging in chapter 7: Messaging.
4. SICK LEAVE & OTHER WORKFLOWS
Sick leave can be reported by anyone who has the authority to do so.
4.1 SICK LEAVE PERIODS
To see Sick Leave periods of the employee go to Actions > Absences.
You can find all sickness absence periods here. The creation of an absence period will result in a Sick Leave Workflow with tasks.
4.2 WORKFLOW TASKS
A Workflow consists of tasks for you to carry out.
Each task is described to help you work through the process and will sometimes include a screen will guidance to help you which you fill in directly. This might trigger a new task or generate a document such as a Rehab Plan. A screen is attached to the task at the end of the row.
Fill in the screen and press Save
When the employee is no longer sick, the absence period must be ended and the workflow will be closed automatically.
4.3 OTHER WORKFLOWS
Aside from Sick leave it is also possible to register other workflow within XS.
You can start these workflows directly from the homepage:
Close a workflow:
You can close a workflow and all the tasks will be ended. Go to the button: “Close Workflow”. Choose the workflow you want to end, the reason why and the closing date. Press Close and the workflow is ended. Note the workflow for Sick leave will close automatically via registering an end-date at the absence period.
5. ASSIGNING TASKS AND MAKING NOTES
5.1 ASSIGN TASK
Tasks can be created in association with a workflow (e.g. Sick Leave, AMC etc.) and can either assigned to yourself or another user. To get started, use the search function to search and select the employee who’s file you wish to work on. Next, select the function “Assign task” by using the Actions drop down.
Assign task
The screen will allow you to allocate a task to yourself or another user.
1 Select the relevant workflow from the drop-down list. If needed, this can even be a completed workflow;
2 Select the task type;
3 Select the person to perform the task;
4 Give the task a short title, subject or description;
5 Important: be careful when writing sensitive/medical information about the employee. They have the right to see information written about them.
6 Click on add Task.
5.2 REGISTER NOTES
Notes can be created in a workflow. These can be stored in the employee’s file and can also be used to document agreements made with employees. However, if you want to create a reminder for yourself to complete a task, you should to use the Assign task functionality (see previous paragraph).
To get started, use the search function to search and select the employee whose file you want to work on. Next, select the function “Add note” by using the Actions drop down.
You will see a screen where you can add a note by following these steps:
1 Select the relevant workflow from the drop-down list. If needed, this can even be a completed workflow;
2 Select a date to categorise the note. This can even be a date in the past if required;
3 Register a description of your note in “Note”.
Important: be careful when writing sensitive/medical information about the employee. They have the right to see information written about them.
4 Click on Save
6. SCHEDULE AN APPOINTMENT
Open your calendar by clicking on the calendar button.
You can also find this link in the employee file.
After clicking you will open your own calendar. If you need to schedule an appointment for another user you need to switch to the calendar of the other user.
By left clicking in the calendar on the preferred time you will have the option to schedule the appointment:
Fill in the appointment data and save.
After saving a second screen appears. This screen will show to whom the reminder (confirmation) will be sent.
After saving this screen you will return to your calendar.
6.1 PROCESS A SCHEDULED CONSULTATION
7. MESSAGING
7.1 MESSAGING INSTEAD OF MAILING
Instead of sending emails it is much safer to use Xpert Suite Messaging function. We strongly advise using this, because information about Sick leave is privacy sensitive.
Xpert Suite’s messaging function can be used to safely communicate directly with colleagues. To access it, use the search function and select the relevant employee case file. Once you are in the case file, you can see the message function under the tab furthest to the right.
The messages screen:
The categories that make up the message are the following:
Subject
Participants: the person you want to message needs to be added to the list of participants. When you create the message, you are automatically added as a participant.
Message
Add File: Use this function to upload any documents from your computer or from Xpert Suite.
Once you have added the participants and filled all the relevant fields, click on START DIALOGUE. The messaging system sends a link to the recipient so that they can login to the messaging system and respond.
Remember, only participants of the dialogue can read the content. To share the information in the dialogue it is possible to share the dialog within the case file (choose share checkbox).
7.2 DIGITAL SIGNING
When you want to sign a document there are two options: via SMS code or via Digital signature.
Choose the document you want to sign within the Workflow Case file.
When the document is signed this will be visible when you open the document as PDF.
7.2.1 DIGITAL SIGNING – SMS CODE
The use of SMS code signing is very useful when both signing parties are not physical together.
1 Choose Signature by SMS
2 Automatically a dialogue will be started within the tab Messages
3 Fill in who needs to sign the document and push Send.
4 As a manager you can sign the document by pressing Signing. Fill in your mobile phone number and you will receive a SMS code. Save and you have signed the document.
5 The employee will receive an invitation in his mailbox to log in.
6 The employee needs to do the following steps only once:
a Register to the messaging service
b Agree to the terms of use and log in
c Choose a password
d Fill in their mobile phone number
e Fill in their personal data
7 The employee enters their messages. Here they can read the document and also sign it.
7.2.2 DIGITAL SIGNING – DIGITAL SIGNATURE
Digital Signature can be used when both parties have a user account or when both parties sit physically next to each other. With your mouse you can make the signature.
8. SETTINGS
The Settings button is located on the bottom left of your XS screen. In the Settings section you can customise XS to match your needs. In the following section we will cover some of these features.
|
|
8.1 CHANGING LANGUAGE
To change language to your own preferred language the browser will ask you whether you want to refresh the page, choose refresh and next choose to leave the page. The browser page will refresh itself and Xpert Suite will be changed to your preferred language.
8.2 ASSIGNING A DEPUTY (TRANSFER AUTHORISATIONS)
When an user is out of office for a period of time, there is the possibility to assign a deputy within XS. In the absence of the user, the deputy can access to the employee files and tasks.
Note! You can only assign a deputy to someone who already has authorisation to Xpert suite, i.e. another manager. It is not possible or appropriate to assign this function a team member.
To assign a deputy, click on “Settings” (bottom left of screen) and scroll down to the Deputising (Transfer authorisations) section:
Click on REGISTER DEPUTY and the following options will appear:
The following information is required:
In the “Deputy For” field search for your own user name and click on it to select.
In the “Deputy” field search for the name of your replacement and click on it.
Select the period during you want, including a start and end date.
Click on DEPUTY ORDER to complete the process