> ## Documentation Index
> Fetch the complete documentation index at: https://docs.ndumed.co/llms.txt
> Use this file to discover all available pages before exploring further.

# Set up departments, clinics, staff and provider calendars

> Create departments and mark which are clinics, add staff records with licences, and set provider calendars, slot templates, exceptions and holidays in NduMed.

Departments, clinics and staff records describe how your hospital is organised. Clinics appear in the clinic pickers for appointments and encounters, and staff records appear as providers and clinicians.

## Departments and clinics

Open **Departments**.

* **Add department**: enter **Name** and **Code**. Tick **Clinic** if patients are seen there; it then appears in clinic pickers for appointments and encounters.
* **Mark as clinic** / **Remove from clinics**: change whether an existing department is a clinic.
* **Activate** / **Deactivate**.

New hospitals start with General Outpatient, Emergency, Inpatient Ward, Laboratory, Pharmacy, Records and Billing. Outpatient and Emergency are clinics.

## Staff

Open **Staff** and select **Add staff**:

| Field | Notes |
| - | - |
| Employee ID | Your hospital's staff number |
| Given name / Family name | |
| Designation | For example Consultant, Staff Nurse |
| Department | Their home department |
| Licence number / Licence expiry | Professional registration |

Use **Activate** and **Deactivate** as people join and leave. A staff record is separate from a user account; link them in [Manage users](https://docs.ndumed.co/admin/users.md).

## Provider calendars

Open `/admin/calendar` on your hospital's address.

* **Holidays**: add a **Holiday name** and **Date**.
* For each provider:
  * **Calendar entries**: **Day of week**, **Start time** and **End time** of regular working hours.
  * **Calendar Exceptions**: a date marked **Unavailable** or **Available (override)**, with times and a reason.
  * **Slot Templates**: **Slot length (minutes)** with start and end times.

> [!WARNING]
>
> Provider calendars are recorded for planning, but booking an appointment does not check them yet. Reception should check availability before booking.


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