Guided tutorial

Evergreen needs a Patient Services Coordinator in Outpatient Services. You will authorize the job, assign Avery Reed, and confirm the result. This tutorial works in both Position Control and Workforce Budgeting. Budget and pay are a separate next walkthrough.

Keep this guide open beside FTE Tree. Work in your own account, pause at any checkpoint, and resume with the same records. Record your actual position, employee, request, and report numbers in your practice notes.

Before you begin

Select your prepared practice organization and January 1, 2027. Confirm:

• Outpatient Services, the Patient Services Coordinator job classification, and Weekdays are available.
• The coordinator position and Avery Reed employee do not exist yet.
• You can create and request a position, manage its employee and assignment, and export a staffing report.
• You know whether the starting approval policy completes a valid request automatically or a different assigned reviewer must approve it.

If choices or access are missing, use Set up practice data or ask your organization administrator to prepare them. If the coordinator and Avery already exist, use View a completed example instead.

Some practice organizations include six supporting positions from the sample pack. These sit outside Outpatient Services. Every checkpoint below uses the coordinator so the same lesson works with or without those supporting records.

1. Identify the staffing need

Start in: Evergreen, with January 1, 2027 selected. Confirm the edition and the organization before entering anything.

Outpatient Services needs one full-time Patient Services Coordinator to arrange appointments and support patient enquiries. Avery Reed is the intended employee. First authorize the job; then record who fills it. Budget and employee pay are separate decisions in Workforce Budgeting.

1. Open Workforce > Position control, select Outpatient Services, and confirm that the coordinator does not already exist.
2. Check who can submit and review your request, using the arrangement confirmed before you began. Leave Reports to blank if your practice organization has no manager position or employee.
3. Open the current page’s Help and return to your work. Keep your practice notes beside this guide.

Checkpoint: you can describe the proposed job, the person intended to fill it, and which organization will receive the new records. No coordinator draft exists yet.

2. Create the position draft

1. Open Workforce > Position control > Create position.
2. Enter January 1, 2027 as the effective date first so the dated choices are available, then complete the remaining values below.
3. Save the draft and record its actual position number in your references file.

The position has no employee, budget rate, or salary yet. Saving the draft does not approve it.

Checkpoint: you have one saved coordinator draft for January 1. Its request has not yet completed, and no employee is assigned.

3. Submit the request and confirm approval

Use your saved coordinator draft. The organization’s approval arrangement was prepared before this tutorial. With No independent review configured, a valid request completes when submitted. With configured review steps, a different eligible reviewer must decide. You can follow the request while that person works in their own account.

1. From the draft, start a New position request. Choose an available Reason and enter Create a full-time coordinator for the fictional Outpatient Services example in Justification.
2. Read the proposed details, dates, and review requirements shown on the request form.
3. Choose Request approval and record the request number.
4. With the solo starting policy, confirm the valid request completed and the position became approved.
5. With configured review, ask the assigned reviewer to open Requests > My approvals > Ready now, read the proposal, and approve the ready step. Follow any other configured steps through completion.
6. Stay in your own account. Open the coordinator for January 1, 2027 and confirm its approved 1 FTE and 1 vacant FTE.

Checkpoint: the coordinator has 1 approved FTE, 0 assigned FTE, and 1 vacant FTE. If you started without supporting records, it is the only position. With the CSV background, seven official positions total 6 approved FTE, 4 assigned FTE, and 2 vacant FTE.

4. Assign Avery and check staffing

Start in: your own account. Use the approved coordinator from chapter 3.

1. Open Workforce > People and create Avery Reed, effective January 1, 2027.
2. Choose employee status Active, owning department Outpatient Services, job classification Patient Services Coordinator, and 1 FTE. With the CSV background, you may select Morgan Ellis as the reporting employee. If your practice organization has no manager employee, leave Reports to blank. Save and record Avery’s actual employee number.
3. Return to the coordinator position and choose Add assignment. Enter January 1, 2027 as the start date before selecting Avery Reed and the coordinator position. Enter 1 FTE, select the regular assignment purpose and the Weekdays schedule where requested, and leave the end date blank.
4. With the CSV preparation, external assignment IDs are Optional: you may enter EVERGREEN-ASG-AVERY if you want a recognizable reference. Do not reuse a background assignment ID. If this field is unavailable in your practice organization, continue without it.
5. Save. Open the position and Avery’s assignment for January 1 and compare their staffing amounts.

Checkpoint: the coordinator has 1 approved FTE, 1 assigned FTE, and 0 vacant FTE. If you started without supporting records, you now have one position, employee, and assignment. With the CSV background, seven positions, six employees, and six assignments total 6 approved FTE − 5 assigned FTE = 1 vacant FTE. The remaining vacancy is Inpatient Clinical Assistant vacancy.

5. Save your staffing report

Use January 1, 2027 and the same Outpatient Services coordinator.

1. Open Reports and choose Position Control Snapshot.
2. Set Effective date to January 1, 2027 and filter to Outpatient Services and Patient Services Coordinator where offered.
3. Choose CSV, run the report, and wait for Completed.
4. Open the result and download its file before the displayed expiration date.
5. Match the coordinator’s actual position number and 1 approved / 1 assigned / 0 vacant FTE to the position page. Record the report reference in your practice notes.

Checkpoint: your saved report confirms the same staffing result as the coordinator. Saved reports belong to the account that ran them; keep your own report reference.

6. Check the date and explain the result

1. Compare the coordinator and assignment on December 31, 2026 and January 1, 2027. Your newly created job and assignment begin on January 1.
2. Open the shared Activity history clock immediately to the right of the page actions. Distinguish when you entered the information from when it takes effect.
3. Find the coordinator again without following the earlier navigation steps. Open its completed request, Avery’s assignment, and your saved report.

You have finished: explain what job was authorized, how its request completed, who fills it, when it begins, and why the coordinator has no vacancy. Keep these records for the next walkthrough; do not recreate Avery or the position.

If a checkpoint differs

Next step

Workforce Budgeting: continue with Compare budget and employee cost using this same coordinator and Avery. Position Control: choose More walkthroughs when you need to practice another responsibility.