Administration support
Quick guide for Terveystalo Leo administrators
In this video, we provide guidance on using the administrator features in Terveystalo Leo. The video covers the configuration of organisation settings, including defining alert rules for absences, managing work ability support cases and creating an action plan. It also demonstrates user management features, defining roles and access rights, and configuring email settings and data deletion settings. The video provides a comprehensive overview of how an organisation can customise the platform to meet its needs and effectively implement the early support model.
Managing access rights and roles
Everything related to roles, users and organisations is managed by going to the Settings menu and selecting User Management.
Roles and access rights
Roles are managed at the organisation level, which means that the same role can have different access rights and notification settings in different organisations within the customer account. The organisation's administrator can view the access rights defined for roles, assign roles to users and edit subscriptions associated with roles (email notifications). The following table describes the roles available on the platform and their access rights.
In addition, each employee added to the platform is automatically assigned the “Employee” role, which does not provide access to any of the platform's functionalities.
The supervisor role differs from the other roles in two ways:
- Users cannot be assigned to this role directly via the Roles page.
- The supervisor role is assigned automatically based on the personnel data provided by the organisation. When a user is specified as having direct reports in the personnel data, the supervisor role is activated.
The roles of occupational health professionals (occupational health nurse, occupational health physician) are assigned automatically based on the access rights set in the patient information system. Professionals only have access to employees who are linked to the company and location assigned to the treating professional.
Users
On the Users tab, you can view a table of all users in the organisations under the customer account.
Note! Users are updated automatically based on the personnel data provided by the organisation. Therefore, any changes to user information must always be made in the personnel data rather than on the Users tab. The personnel data serves as the primary master data and will overwrite any changes made manually. The only exception is users whose information is not updated through the personnel data (e.g. external payroll administration).
There are 3 tabs in the user view
Active users
The employment start date is in the past, and no employment end date has been set or the end date is in the future.
Inactive users
The user has been created, but the employment start date is in the future.
Deleted users
The employment end date is in the past.
User page tabs
-
Profile information
Basic user information, such as personal details, contact information, and the employment start and end dates.
-
Employment
On this page, you can view the organisational groups the employee belongs to (e.g. department, cost centre). You can also view the user's supervisors and direct reports. Access rights and notifications associated with the supervisor role are applied to users who have direct reports on this page.
-
Access rights
You can view a more detailed breakdown of the access rights granted to the user.
-
Notifications
You can view which email notifications the user receives. You can also view the users who receive notifications concerning the employee in question.
Deleted users are divided into two statuses:
- Quarantine: A user is moved to quarantine when their employment ends. Users remain on this page for 30 days, during which they can be restored to active status without any loss of data.
- Deleted: After 30 days, all users in this view are deleted once the data retention period has expired.
To filter the user list in more detail, you must first select an organisation from the organisation menu. You can then use organisation-specific filters (e.g. department, cost centre). You can also search for a specific user by name, email address or personal identity code. The filters or searches you use are retained until a new search or filter is applied.
Adding and removing rules
- Adding a new rule: Select a category, fill in the required fields and click Save. The rule takes effect immediately. However, the rule does not affect past work ability support cases, only new ones.
- Removing a rule: Existing rules are listed under their respective categories. You can remove a rule by clicking the trash can icon on the right-hand side of the row.
Organisation
On the Organisation tab, you can view the organisational structure by department, cost centre, personnel group and other identifiers. The information is updated automatically based on the personnel and organisational data provided by your organisation.
-
How can a Work Ability Partner support your organisation?
A Work Ability Partner provides practical support in day-to-day work to help identify work ability risks at an early stage and get solutions underway. Work Ability Partner Riia Astola-Pöllänen explains what the role of a Work Ability Partner means in practice and in which situations it can be most beneficial.
Payroll administration
Payroll administration view
The payroll administration view is designed to streamline payroll processes related to the handling of long-term absences and sickness absence certificates. It serves as a centralised digital archive for all sickness absence certificates stored in the system.
Roles and access rights
A separate Payroll Administration role can be defined on the platform. This role allows the user to view only information relevant to payroll processing (sickness absence certificates). The role does not provide access to other system functionalities, such as managing work ability support cases and reporting.
Key functionalities
In the payroll administration view, you can:
- Receive information about new sickness absence certificates without delay. For example, certificates transferred directly from Terveystalo's patient information system are immediately available to payroll administration after the appointment, and payroll administration users can choose to receive an email notification of transferred certificates.
- Search for and view all sickness absence certificates stored on the platform, as well as related diagnosis codes, absence types (including accidents) and absence periods
- Download sickness absence certificates if they need to be submitted, for example, to Kela
- Track the processing status of certificates
Alert rules
The video provides guidance on configuring alert rule settings. Alert rules determine when an absence triggers an alert for a supervisor or HR and when a work ability support case is initiated. Three different types of absence rules can be defined in the system: recurring absences within a specified number of months, the duration of consecutive absences, and the total number of absence days within a selected period. For consecutive absences, the required number of healthy days between absences can also be defined.
Alert thresholds and identifying work ability risks
Alert rules are a key part of the early support model. When an employee's absences exceed the threshold defined for the organisation, the system triggers an alert and automatically creates a new work ability support case for HR/a supervisor to handle.
You can edit the rules by navigating to Configure services and selecting the Alert rule settings tab. First, select the organisation whose settings you want to view or edit from the drop-down menu. Alert rules must be set separately for each organisation.
Note: Alert rules only respond to absences that pose a work ability risk (such as sickness absences and accidents).
Types of alert rules
You can create alert rules in three different categories according to your needs: