Skip to main content
Sign in

Introduction to the Medic Profile

  • Updated

Purpose

The Medic Profile in NHS At Work is where managers can view and update a medic’s personal data, placement details and absence information. It is the hub of data for each medic and feeds all screens and filters where medic details are visible, including the roster screen, coverage view, and mobile app. It is therefore essential that medic profiles are kept up-to-date and that any inaccuracies are reported to your organisation’s superusers.

This guide provides a visual overview of the Medic profile, highlighting key information and useful features. It is designed to give users a clear starting point and support efficient use of the system, and is split into the following sections:

 

 

Accessing the Medic Profile

Medic profiles can be accessed in 2 ways:

  1. From the left-hand menu, select ‘Rostering’, then ‘Manage Rosters’, then open your roster.
  2. Click on the medic’s name on the left-hand side of the Roster or Roster Period screens to open their profile.

OR

  1. From the left-hand menu, select ‘Administration’, then ‘Staff’, then ‘Staff List’
  2. Search for the medic and then click their name to open their profile

 

 

Profile and Roster Details

  1. Profile Section - shows key medic details (e.g. name, email, assignment number, GMC). Assignment number acts as a unique identifier across multiple systems. It’s essential that this is accurate to e.g. import absence from NHS At Work into ESR.

Top Tip! Once a leaving date is added to a medic profile and that leaving date passes, access to NHS At work is automatically disabled.

  1. Editable Fields – Fields with a pencil icon can be edited within NHS At Work.
  2. Default unavailability hours (set at Trust level) - applies to leave booked in hours only.
  3. TOIL balance - can be viewed and manually adjusted. Updates automatically when TOIL is granted via exception reports.
  4. Notes - can be added to a medic’s profile for miscellaneous information.
  5. Roster Details - displays all rosters assigned during employment, with start and end dates.
  6. Filters – Use the downward arrow icon     to open filters for the roster records - helpful for medics with long employment histories.


 

 

Absence Details

  1. Date Picker - Use the arrows or click on the central calendar to navigate to the next or previous time period where there are many records.
  2. Absence records - shows each episode of leave, of all types, on a separate line including start date, end date, and number of days.
  3. Episode Status – Can be ‘Requested’, ‘Approved’, ‘Cancelled’ or ‘Declined’.
  4. Leave Entitlement section - displays current leave entitlements of each type including the start and end dates, initial balance, and remaining balance.
  5. Provisional Entitlement - shows the number of days a medic will have remaining if they were due to work every day on which they have requested leave. This is helpful to indicate the lowest entitlement they may have left if they’ve requested leave where shifts have not yet been rostered.

 

 

Placement and Contract Details

  1. Specialty, Site, Grade, and LTFT history - includes to and from dates where these details have changed. It’s essential that these fields and associated dates are complete and correct to accurately reflect staffing levels when using filters on the roster and the coverage view, and for accurate reporting.

 

Version 1.0 - Approved 21/11/2025