Assigning an Assistant to the Doctor in Charge

In busy clinics, the responsible doctor often works with one or more assistants. Assigning the assistant inside the clinic workflow helps the team understand who supports the doctor, who should follow up, and which staff member is involved in the patient journey.

Where this fits

Use this setup when your clinic wants clearer doctor-assistant coordination for appointments, treatment follow-up, or internal task ownership. It is especially helpful in multi-doctor clinics where responsibilities change by chair, day, or specialty.

How to assign the assistant

1. Open Settings > Communication Settings > Responsible Personnel Settings.
2. In the Doctor - Personnel tab, use the left side to find the non-doctor user such as an assistant, manager, front desk team member, or treatment coordinator.
3. Use the doctor selection on the same row to choose which doctor or doctors this person should follow. For example, one assistant can follow three doctors who work on different days, or a manager can temporarily follow a newly onboarded doctor.
4. Save or confirm the change, then check the relevant calendar, task, recall, or patient workflow screen where your clinic expects the relationship to appear.
5. If an assistant changes role or leaves the clinic, update the assignment instead of leaving the old relationship active.

How notifications and ownership work

The Doctor - Personnel assignment is mainly a coverage and notification relationship. When the selected doctor has related appointment notes, recall updates, or follow-up activity, the matched assistant, manager, or front desk user can receive the related notification context. This is useful when an assistant supports specific doctors, or when management wants visibility over a new doctor’s daily flow.

The Responsible Personnel tab is slightly different. Some areas work like true ownership, while others are mainly notification routing:

• Recall should usually have one clear owner, because the recall is assigned to a person and unresolved follow-up should not be left between several people.
• Laboratory responsibility is usually close to a single-owner model because lab sent/received, revision, and current-account follow-up are normally tracked by a specific person.
• Stock and installment responsibility are more like notification routing. More than one user can be notified when a stock request is created or when an installment date arrives.

Operational checklist

• Make sure both users are active in Medicasimple.
• Check the assistant has the permissions needed for the work they will perform.
• Use one clear owner for workflows that must not be missed, such as recall follow-up.
• Use multiple notification recipients only when the workflow is handled by a shared team, such as stock or installment reminders.
• Review assignments after staffing changes, rota changes, or new doctor onboarding.

Why this matters

Clear doctor-assistant ownership reduces small handover mistakes. The front desk knows who to ask, the assistant knows which doctor workflow they support, and managers can keep the team structure cleaner as the clinic grows.