Org tree, reporting lines and access scope
Set centre and department heads, mark units as departments or teams, manage primary assignments and reports-to managers, and choose access scope per resource.
The org tree describes how your organisation is arranged: centres, the departments and teams inside them, who heads each one, and whom each staff member reports to. LeapHealthOS uses this structure to send escalations and manager notifications to the right person. This page is for administrators who maintain that structure.
All of the sections on this page are in SettingsPlatform ConfigurationSystem Settings, on the Organisation tab.
How the pieces fit together
- A centre can have a head.
- Each department belongs to one centre, can sit under a parent department, can have a head, and is marked as either a Department or a Team.
- Each staff member has one or more assignments. An assignment links them to a centre and, optionally, a department. Exactly one active assignment is primary.
- A staff member's reports-to manager is set on their primary assignment, or worked out from the heads above them.
Heads and reports-to managers are used by escalation policies (for example "Unit head" and "Reports-to manager" targets) and by task notifications that your implementation team sets up to reach the unit head or the assignee's manager. See Where tasks come from and how they are assigned and Notification events and recipient strategies.
Org tree: heads and unit types
The Org tree section lists each centre with its departments indented beneath it. The note on screen reads "Heads receive escalations and anchor the reports-to chain. Departments and teams are created under Onboarding."
Set a centre head
Next to the centre's name, open the drop-down and choose a staff member, or No head to clear it.
Expected result: The change saves straight away and you see "Saved".
Set a department head
Next to the department's name, choose a staff member in the head drop-down, or No head.
Mark a unit as a department or a team
In the unit type drop-down next to the department, choose Department or Team.
There is no separate Save button in this section; each choice saves as you make it.
Where departments come from
You cannot create, rename or move departments here. Departments are created when you onboard a centre and on the Departments tab of Clinic Configuration. See Departments and units.
Department hierarchy has no screen
The tree shows parent and child departments, but no screen in LeapHealthOS sets a department's parent today. Departments created from the screens are all top-level. If you need a nested structure, ask your implementation team to set it up.
The staff drop-downs list up to 500 staff members. If your organisation has more, you see "Only the first 500 staff members are listed."
Assignments: primary and reports-to
The Assignments section shows where a staff member works. The note reads "Where a staff member works, which assignment is primary, and whom they report to. Empty reports-to follows the department head, then the centre head."
Pick a staff member
Start typing a name in Staff member and choose the person.
Expected result: You see one row per assignment, with the centre, the department (or Centre-wide), a Primary switch and a Reports to drop-down.
Make an assignment primary
Turn on the Primary switch on the assignment you want.
Expected result: That assignment becomes primary and every other assignment of the person stops being primary.
Set a manager
In Reports to, choose a manager, or Follow the unit head to let LeapHealthOS work it out.
Rules:
- Every active staff member keeps exactly one primary assignment. You cannot switch the only primary off; make another assignment primary instead. The message is "Every staff member needs one primary assignment. Make another assignment primary instead."
- A person cannot report to themselves, and you cannot create a loop ("That manager already reports to this staff member.").
- Only the primary assignment's reports-to is used.
- If the person has no assignment, you see "This staff member has no centre assignment. Add one under Staff." Add centres when you onboard the person, or for doctors on the Centres tab of Doctor Configuration.
How reports-to is worked out
When Follow the unit head is selected, LeapHealthOS looks at the person's primary assignment and uses, in order:
- the head of the assignment's department, if it has one (and it is not the person themselves);
- otherwise the head of the nearest parent department that has a head;
- otherwise the head of the centre.
If none of these exist, the person has no manager, and escalations or notifications aimed at their manager have no one to go to.
Check the primary assignment after changing clinics
When you change a person's clinics in Edit User (Users screen) or in the doctor's basic-info dialog (Doctor Configuration), the person is left with one centre-wide assignment per selected clinic, and none of them is primary. Department links, rooms and validity dates are not kept. Afterwards, come back to this section and turn Primary on for the right assignment, so that the person's reports-to manager can be found.
Access scope
For tasks, appointments and inventory, the Access scope section sets whether a record's department or its centre counts as its unit for the Unit and Unit and below reach levels in Roles and permissions. The note reads "The row attribute that decides which unit a record belongs to, per resource."
Resource | Default | Choices |
|---|---|---|
Tasks | department | department, centre |
Appointments | centre | centre, department |
Inventory | department | department, centre |
Choose a value to change it; it saves straight away.
Escalation policies
The last section of the Organisation tab sets escalation policies: the ladder a stalled task climbs (for example, notify the unit head, then reassign by round robin). Heads and reports-to managers from this page are two of the targets you can choose. See Where tasks come from and how they are assigned.
Related pages
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Users and staff onboarding
Add clinical and non-clinical staff with the onboarding wizards, and use the Users screen to edit roles, clinics and status or reset a password.
Tenant registry and vocabularies
Use the Tenant Registry to manage your organisation's own lists of codes, such as staff types, visit types, bill types, payment methods and document categories.