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Staff Management, Rosters & Clinical Task Boards

This section provides an exhaustive guide to Staff Management, Rosters & Clinical Task Boards in MOANA EHR, covering all core operational pillars: Staff Directory & Credentialing, + Add Staff Member, Live "On Shift Now" Tracking, Weekly 7-Day Shift Rosters, Staff Profile Dossiers, and the Clinical Task Delegation & Workboard Engine.

1. Module Overview & Operational Architecture​

The Staff Management & Clinical Tasks module unites human resources, shift scheduling, and clinical workflow delegation into a unified operational command center.

graph TD
    A[Staff Directory & Licensing Roster] --> B[Shift Directory & Timing Templates]
    B --> C[Weekly 7-Day Shift Roster]
    C --> D[Live On-Shift Roster & Patient Load]
    D --> E[Clinical Task Delegation Engine]
    E --> F{Task Execution Lifecycle}
    F -->|Assigned| G[Pending / To Do]
    F -->|Accepted| H[In Progress]
    F -->|Performed| I[Completed with Clinical Notes]
    F -->|Emergency / Heavy Load| J[Decline & Reassign to Next Nurse]

Core Operational Components:​

AreaPurpose & WorkflowCore Features
1. Staff DirectoryPersonnel & Licensing RegistryCentral staff repository, role categorization (Doctors, Nurses, Support Staff), professional license tracking, and digital access provisioning.
2. Live Shift TrackingReal-Time On-Duty RosterLive list of staff currently clocked in, active department assignments, shift times, and current patient load capacity ratios.
3. Weekly Shift Roster7-Day Shift Scheduling GridInteractive multi-department roster matrix with color-coded shift pills (Morning, Afternoon, Night, 24 Hours, Off/Leave).
4. Staff ProfilesRole-Aware Personnel DossierComprehensive employee view with contact data, credentials, verified skills, assigned inpatients, and shift history.
5. Clinical Task ManagementPatient-Centered Duty DelegationDelegation engine connecting Doctors, Ward Sisters, and Staff Nurses for clinical bedside procedures with priority bands.

2. Staff Directory & Departmental Distribution​

The Staff Directory is the central personnel repository accessible to Hospital Administrators, Medical Directors, and HR Managers.

Staff Management Directory with Executive KPIs and Departmental Staffing Distribution
Staff Management Directory with Executive KPIs and Departmental Staffing Distribution🔍 Click to enlarge
Staff Management Directory with Executive KPIs and Departmental Staffing Distribution
Staff Management Directory with Executive KPIs and Departmental Staffing Distribution🔍 Click to enlarge

Key Capabilities:​

  1. Executive Staffing KPIs:
    • Total Staff: Total registered workforce across all hospital facilities.
    • Doctors: Count of active medical practitioners and specialists.
    • Nurses & Technicians: Aggregate count of nursing personnel, lab technologists, and radiographers.
    • On Shift Now: Real-time headcount of staff currently on duty.
    • On Leave: Staff on approved annual, medical, or study leave.
  2. Departmental Staffing Distribution: Live visual bars showing headcount allocation across departments (Emergency, Surgery, Pediatrics, Internal Medicine, ICU, Laboratory, Pharmacy, Administration).
  3. Role Categorization Tabs: Quick filtering by Doctors, Nurses, Support Staff, and Deactivated Staff.
  4. Live On-Shift Cards: Compact status cards displaying currently working staff, their assigned department, active shift timing (e.g., 08:00 – 14:00), on-shift status badge (On Shift, On Break), and patient load ratio (e.g., 4 / 8 Patients).

3. Registering New Staff (+ Add Staff Member)​

Clicking + Add Staff Member opens the personnel onboarding form.

Add Staff Member Modal with Credentials Licensing and Clinical Skill Matrix
Add Staff Member Modal with Credentials Licensing and Clinical Skill Matrix🔍 Click to enlarge
Add Staff Member Modal with Credentials Licensing and Clinical Skill Matrix
Add Staff Member Modal with Credentials Licensing and Clinical Skill Matrix🔍 Click to enlarge
Add Staff Member Modal with Credentials Licensing and Clinical Skill Matrix
Add Staff Member Modal with Credentials Licensing and Clinical Skill Matrix🔍 Click to enlarge

Step-by-Step Onboarding Workflow:​

Step 1Enter Personal Details & Contact Information

Provide the employee's First Name, Last Name, Gender, Date of Birth, Phone Number (with country code), Email Address, physical Address, and Emergency Contact Number. Upload a professional profile photograph.

Step 2Assign System Role & Department

Select the primary System Role:

  • 🩺 Doctor — Clinical consultation, CPOE ordering, diagnostic sign-off.
  • 👩‍⚕️ Nurse — Bedside charting, triage vitals, eMAR medication administration, shift handover.
  • 💊 Pharmacist — Prescription verification, CDS interaction review, dispensing.
  • 🔬 Lab Technician — Specimen accessioning, analyzer telemetry, supervisor verification.
  • 🩻 Radiologist — DICOM PACS review, structured 3-part reporting.
  • 📇 Receptionist — Patient registration, MPI lookup, OPD triage queue.
  • 🛡️ Administrator — Facility configuration, RBAC, financial ledgers, audit logs.
  • 🧰 Support Staff — Ward orderlies, porters, and maintenance personnel.

Specify the assigned Department (Emergency, Internal Medicine, Surgery, Pediatrics, ICU, etc.) and assigned Room / Office Number.

Step 3Configure Licensing, Credentials & Clinical Skills

  • Professional Licensing: Enter the Medical / Nursing Council License Number and License Expiration Date.
  • Specialization (Doctors): Select specialty (General Practice, Internal Medicine, Pediatrics, Surgery, Cardiology, Emergency Medicine, Anesthesiology, Radiology, Pathology, Obstetrics & Gynecology, Orthopedics, etc.).
  • Nursing Level (Nurses): Select nursing grade (Staff Nurse, Charge Nurse, Nursing Sister, Ward In-Charge).
  • Clinical Skills Checklist: Tag verified competencies:
    • 🫀 ICU Certified · Critical Care
    • 🔪 OT / Scrub Trained · Anesthesia Assist
    • ⚡ ACLS (Advanced Cardiac Life Support) · BLS (Basic Life Support) · PALS (Pediatric Advanced Life Support)
    • 🩸 Trauma Certified · Neonatal Care · Wound Care Specialist

Step 4Define Default Duty Schedule & Working Days

  • Shift Timing Template: Choose from standard presets:
    • 🌅 Morning: 08:00 – 14:00
    • 🌇 Afternoon: 14:00 – 20:00
    • 🌙 Night: 20:00 – 08:00
    • 🔄 24 Hours: 00:00 – 23:59
    • ⚙️ Custom: Specify custom start/end hours.
  • Working Days: Check the scheduled days of the week (Monday through Sunday).

Step 5Generate Credentials Handover

Click Save Staff Member. The system creates the user record and presents the One-Time Temporary Password Handover Modal containing the auto-generated username and secure initial password for the employee.

4. Weekly 7-Day Shift Roster Grid​

The Weekly Shift Roster provides an interactive, color-coded scheduling matrix across the entire facility roster.

Weekly 7-Day Shift Roster Matrix with Interactive Cell Popovers
Weekly 7-Day Shift Roster Matrix with Interactive Cell Popovers🔍 Click to enlarge

Roster Key & Shift Codes:​

Shift CodeShift LabelTiming WindowColor Badge
MMorning Shift08:00 – 14:00🟡 Amber / Yellow
AAfternoon Shift14:00 – 20:00🔵 Blue
NNight Shift20:00 – 08:00🟣 Indigo / Purple
24hFull 24-Hour Duty00:00 – 23:59🟢 Green
OFFOff Duty / Scheduled LeaveNon-Working Day⚪ Slate / Gray

Interactive Roster Features:​

  • Role Filtering: Filter the grid to view Doctors, Nurses, or Support Staff separately.
  • Cell Popover Details: Clicking any day cell displays the exact scheduled shift timing, department location, and active replacement coverage if on leave.
  • Shift Availability Updates: Administrators can quickly adjust individual daily availability or mark emergency sick leave directly from the roster.

5. Role-Aware Staff Profile Dossier​

Clicking on any staff row opens the comprehensive Staff Profile Dossier.

Role-Aware Staff Profile Dossier with Assigned Inpatients and Duty Schedule
Role-Aware Staff Profile Dossier with Assigned Inpatients and Duty Schedule🔍 Click to enlarge
Role-Aware Staff Profile Dossier with Assigned Inpatients and Duty Schedule
Role-Aware Staff Profile Dossier with Assigned Inpatients and Duty Schedule🔍 Click to enlarge
Role-Aware Staff Profile Dossier with Assigned Inpatients and Duty Schedule
Role-Aware Staff Profile Dossier with Assigned Inpatients and Duty Schedule🔍 Click to enlarge

Profile Sections:​

  1. Header & Credentials: Staff photo, full legal name, system role, department, employee ID, and active license validity badge.
  2. Work Schedule Card: Displays today's shift timing, clock-in status, weekly hours, and scheduled rest days.
  3. Role-Specific Active Work Panels:
    • Doctors: Current outpatient queue, assigned inpatient beds, pending lab/radiology reviews.
    • Nurses: Active ward bed assignments, patient acuity breakdown, eMAR doses due in current shift.
    • Pharmacists: Pending dispensing queue count and Controlled Drugs Register movements.
    • Lab Technologists: Active specimen accessioning worklist and pending verification queue.
    • Receptionists: Front desk check-in queue and today's scheduled clinic appointments.
  4. Action Bar:
    • Edit Profile: Update personal details, contact number, or schedule.
    • Assign Task: Delegate a new patient-centered task to this staff member.
    • Set Availability: Update shift availability, break times, or log leave.
    • End Shift: Conclude active shift and prompt nursing handover summary.

6. Clinical Task Management & Workboard Engine​

The Clinical Task Management console connects Attending Physicians, Ward Sisters, Staff Nurses, and Support Staff for real-time task delegation.

Clinical Task Management Workboard with Priority Bands and Status Filters
Clinical Task Management Workboard with Priority Bands and Status Filters🔍 Click to enlarge
Clinical Task Management Workboard with Priority Bands and Status Filters
Clinical Task Management Workboard with Priority Bands and Status Filters🔍 Click to enlarge

Task Workboard Structure:​

stateDiagram-v2
    [*] --> Scheduled: Task Created & Delegated
    Scheduled --> Acknowledged: Staff Accepts Ownership
    Acknowledged --> InProgress: Care Action Commenced
    InProgress --> Completed: Procedure Finished & Notes Saved
    InProgress --> Declined: Staff Rejects Due to High Acuity
    Declined --> Reassigned: Task Re-routed to Available Nurse
    Reassigned --> InProgress
    InProgress --> Missed: Exceeded Due Window
    Completed --> [*]

Status Tabs & Workflow Stages:​

  • All: Comprehensive list of all departmental tasks.
  • Pending / Scheduled: Newly created tasks awaiting staff acknowledgment.
  • In Progress / Acknowledged: Staff member has taken ownership and started the task.
  • Completed: Procedure performed; includes completion timestamp and clinical note.
  • Missed / Overdue: Tasks that have exceeded their target turnaround time (highlighted in red).
  • Skipped / Declined: Tasks declined by staff; automatically flagged for supervisor reassignment.

Priority Bands & Time-to-Due:​

  • 🟢 Low: Routine care (e.g., linen change, routine vitals).
  • 🟣 Medium: Standard clinical care (e.g., blood glucose check, oral medication).
  • 🟠 High: Urgent interventions (e.g., IV cannula re-siting, post-op dressing).
  • 🔴 Urgent / STAT: Immediate clinical duty (e.g., STAT blood draw, emergency ECG, pre-op fasting check).
  • Dynamic Time Counter: Displays real-time countdown (e.g., In 25 m, In 2 h 10 m, or Overdue).

7. Creating & Assigning a Clinical Task (+ New Task)​

Ward Sisters and Attending Physicians can create tasks from the Clinical Tasks Console, Nurse Dashboard, or Inpatient Patient Chart.

Create and Assign Clinical Task Modal with Patient and Priority Selection
Create and Assign Clinical Task Modal with Patient and Priority Selection🔍 Click to enlarge
Create and Assign Clinical Task Modal with Patient and Priority Selection
Create and Assign Clinical Task Modal with Patient and Priority Selection🔍 Click to enlarge

Step-by-Step Task Creation:​

Step 1Select Target Staff Member

Choose the assigned staff member from the searchable staff combobox. The selector displays each staff member's real-time on-shift status, role, and current patient load.

Step 2Link Patient & Bed Location

Search and select the patient by name or Moana ID. The modal auto-populates the patient's ward, room, and bed number.

Step 3Define Task Type & Category

Select the clinical task category:

  • 🩸 Sample Collection / Phlebotomy — Blood draw, blood culture, urine specimen.
  • 🩹 Wound Care & Dressing — Surgical site dressing, burn care, pressure ulcer dressing.
  • 💉 Medication & Infusion — IV cannulation, infusion rate check, nebulization.
  • 📊 Vital Signs & Monitoring — Batch vitals, blood glucose check (BGL), neurological GCS check.
  • 📋 Pre-Op & Procedural Prep — Fasting check, surgical scrub prep, consent check.
  • 🛏️ Patient Care & Transport — Patient transfer, catheterization, hygiene care.
  • 🧹 Ward Duty & Supplies — Ward stock check, equipment sterilization.

Step 4Set Priority & Due Timestamp

Specify the Priority (Low, Medium, High, Urgent / STAT) and the mandatory Due Date & Target Completion Time. Enter specific clinical instructions in the Description field.

Step 5Dispatch Task

Click Create Task. The assigned staff member immediately receives an in-app notification and the task appears in their personal dashboard queue.

8. Task Execution, Declining & Reassignment​

Actioning a Task (Nurse / Staff Workflow):​

  1. Acknowledge: On receiving a task, click Acknowledge to transition status to In Progress.
  2. Complete: Once the clinical action is performed, click Mark Complete, enter brief completion notes, and save. The record updates permanently with user ID and timestamp.
  3. Decline Task Protocol: If a nurse cannot perform the task (e.g., attending an acute resuscitation):
    • Click Decline.
    • Select a mandatory decline reason (Emergency in another bed, Patient in radiology, Shift ended, Competency out of scope).
    • Enter explanatory notes.
  4. Reassignment: The task immediately triggers a supervisor alert and opens the Task Reassignment Modal to route the duty to another on-duty nurse on the same ward.