Shift Handover

Overview

Shift Handover ensures continuity of care when receptionists change shifts. At the end of your shift, you create a handover note documenting pending tasks, critical patients requiring attention, treasury balance, and any important information the next receptionist needs. The incoming receptionist reviews and acknowledges the handover, confirming they have received all relevant information.

Creating a Handover Note

1. Navigate to Shift Handover — From the sidebar, click Settings > Shift Handover. This opens /settings/shift-handover.
2. Select Shift Type — Choose the shift you are handing over:
   • morning — Morning shift (typically 8 AM - 2 PM)
   • afternoon — Afternoon shift (typically 2 PM - 8 PM)
   • evening — Evening shift (typically 8 PM - midnight)
3. Set Shift Date — Defaults to today. Adjust if creating a handover for a different date.
4. Select Receiving Staff (optional) — If you know who is taking over, select them from the staff dropdown (to_staff_id). This helps them find the handover note easily.
5. Write Handover Notes — In the main notes text area, document important information:
   • Summary of the shift's key events
   • Any unusual situations that occurred
   • Pending phone calls to return
   • Special instructions from doctors
6. Add Pending Tasks — List specific tasks that need to be completed by the next shift:
   • Follow up with patient X about lab results
   • Confirm appointment for patient Y
   • Call insurance company about pre-approval
   • Restock reception area supplies
7. List Critical Patients — Document patients requiring special attention:
   • Patient name and reason (e.g., “Ahmed Hassan - waiting for urgent callback from specialist”)
   • Patients with outstanding payments
   • VIP patients expected today
8. Record Treasury Balance — Enter the current cash drawer balance in EGP. This is essential for financial accountability between shifts.
9. Submit Handover — Click submit to save. The system records your staff ID as from_staff_id and timestamps the creation.

Receiving a Handover

1. View Latest Handover — When starting your shift, the system shows the latest unacknowledged handover via GET /settings/shift-handover/latest.
2. Review All Sections — Read through the notes, pending tasks, and critical patients carefully.
3. Acknowledge — Click the “Acknowledge” button to confirm you have read and understood the handover. This sets acknowledged = true and records the acknowledged_at timestamp.

Viewing Handover History

Filter past handovers by date and shift type using GET /settings/shift-handover?date=...&shift_type=.... This is useful for reviewing what happened during previous shifts or resolving disputes.

FAQ

What if no one is taking over (last shift of the day)?

Still create a handover note with to_staff_id left empty. The first person in the next morning will see it as the latest unacknowledged handover.

Can I edit a handover after submitting?

Once submitted, handover notes cannot be edited to maintain accountability. Create a new note with corrections if needed.

Who can see handover notes?

Handover notes are visible to all staff with receptionist, nurse, doctor, or admin roles within the same clinic.

Is the treasury balance mandatory?

The field is optional in the system, but your clinic policy may require it. Check with your clinic administrator.