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Basic Navigation
Main Screen
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My Reminders - – If you are assigned to any Alerts/Reminders they will be listed here. You would also have received an email advising you of the Reminder.
My Open Actions - – any Action that has been assigned to you are listed here. Again, you may have received an email advice if the reminder is set up correctly.
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To return to your Home Screen, simply click the Company Logo in the top left-hand corner.
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Employee Movements
Adding a New Employee
There are two ways you can add new employees into ionMy; (1) via web services interface automatically synching records with your payroll system or (2) Using ionMy ‘Add Employee Wizard’. Either method, the system will automatically generate a Staff Id number.
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A green successful message is displayed
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Assigning an Employee to a Position
If not using an automated interface and synching to your source payroll system, should you seek to allocate a staff member to their subsequent positions, you must:
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Press Save once completed.
Transferring an Employee
To transfer an employee to a new position, either this is done via an automated interface that manages position changes, or if manually done you first need to Unassign them from their current position held (unless the employee is in multiple positions). To do this;
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Click on the ‘Unassign’ button.
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his removes the selected position from the staff members list of current assignments and updates the Position History for the staff member.
You can now Assign them to their new Position using the steps above (see Assigning an Employee to a Position).
Terminating an Employee
There are 2 options with terminating an employee; either automatically via a web services interface or manually via the Termination Wizard function. To record termination dates, check on Assets held and remove them from their Allocated Position and User Access, it is much neater to use the Termination Wizard than by just changing the users status field.
Termination Wizard
Using the Termination Wizard removes the employee from their current position, records a termination date, checks if the employee has Assets assigned to them and advises you if they are in an Organisational Position that may be linked to various functionality within ionMy that may effect alerts.
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Step 4 confirms any Committees this Employee was assigned to. Here you can also reassign another Employee who will then automatically be assigned to all alerts that relate to this committee. Leave the replacement empty if you only want to remove the Employee from the Committee. You can reassign the member or organiser later.
You can reassign Actions here.
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When you click on Terminate Employee this will take you to the final Step and you will see confirmation Message the Employee has been terminated.
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Processing an Accident/Incident
Please note that the steps provided here operate in a consistent manner for your Infections, Compliments & Complaints, Quality Improvement records, Hazards and Risks.
Creating an Incident record in your Core database (see Compliance App notes for entering via Compliance App)
· Go to Compliance > Incidents. This will bring up a list screen of existing records.
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· You will be asked if you want to save this as ‘Draft’ or ‘Open’. The difference being ‘Draft’ does not send out any automatic alerts, whereas ‘Open’ means you are ready to start processing the incident and alerts will be sent.
Closing an Accident/Incident record
Again, this procedure works the same in most areas within ionMy. Whoever has the rights to do so may sign off and close a record.
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Depending on your system settings, users might only have access to view closed records, meaning that closed records cannot be edited. If you would like this functionality enabled, please contact support@ionmy.com.au
Reporting
ionMy has a sophisticated reporting functionality, created by Izenda. You can use our set of default reports, edit a default report to cater for your needs or get creative and make your own.
The ionMy suite of default reports are found under Reports > ionMy Default Reports
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Viewing your Organisations existing report suite
Access the Report List by selecting Reporting > Our Report Suite
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Click the title of any report to open the Report Viewer and view the report’s results
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Editing a report
Depending on user permissions, you may have the ability to edit reports. To edit an existing report, locate the report in the Report List and select the Edit link to the left of the report name,
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This will open the current report in the Report Designer, where you can update Fields (columns), Filters, etc.
Saving your report
To save and override the existing report settings, click the Save button in the Report Viewer menu. To save as a new report, click the Save As button.
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Select an existing category, if a suitable category is already listed/used.
Exporting and sharing report data
In the top menu bar of the Report Viewer, there are several options for downloading and exporting your report.
CSV: this creates a comma separated values file, for opening in Excel or other spreadsheet or database software. For Excel you can also export in MIME format. The XML option may also be useful for database systems other than Excel.
Word: these options export files to be opened in word processors - – Word, OpenOffice, and any other word processing system. If you need to further format your report (add organisation headers etc), you can do that in the word processor.
The Report Viewer also has email functionality. The Email button will open your computer’s default email handler, with an email for you to send. This email contains a link to your report in the ionMy system. Any recipients of the email will need to log in to ionMy to view the report.
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Click here to download a copy of the guide
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