CMD & Executive offices

The executive offices give the last word on requests, authorise payments and issue circulars to the whole hospital. This page shows how the suite brings that work to you and what to watch for.

Who this is for

The heads of the three executive offices. The suite gives each one a role when they are set as head of the office’s unit:

Chief Medical Director (CMD): Head of EXEC. Role: Chief Medical Director / Executive. Final approval on most requests, first and last word on finance requests, payment authorisation, circulars to all staff.
Chairman, Medical Advisory Committee (CMAC): Head of CMAC. Role: Chairman, Medical Advisory Committee (CMAC_OFFICE). Level 2 on clinical requests and circulars to the clinical services. Same as the CMD’s role, but without payment approval.
Director of Administration (DA): Head of ADMIN. Role: Director of Administration (DA_OFFICE). Level 2 on administrative requests, and the final signature on the ones that end at the DA. Also sees staff and units.

The Secretary to the CMD drafts the CMD’s circulars and keeps the CMD’s copies of finished records. That work is covered in Registry & Records.

What you’ll see in your menu

Your menu is the longest after an administrator’s: you can look at almost everything, and act on decisions.

The top of the CMD’s menu.

My Desk. Every request, voucher and memo waiting on your decision.
Payment Vouchers. The Finance section: vouchers, invoices, expenses, accounts, payroll and customers, read-only except for approving vouchers.

The rest of the CMD’s menu, scrolled down.

Payroll. The last of the Finance items you can view.
Role & Permissions. The Administration section: you can look at memo templates, the audit log, roles and settings, but not change them.
Settings. Read-only.

Menu section	What you will see (select to open it in the app)
Workspace	Dashboard AI Assistant Notifications Mail Documents Memos Events Meetings
Work	Projects Requests Approvals Fixed Assets
Finance	Payments Invoices Expenses Accounts Payroll Customers
People	Users User Groups
Administration	Memo templates Audit Logs Role & Permissions Settings

The CMAC’s and the DA’s menus are the same, and include Users and Departments & Units under People. In the app, Approvals reads My Desk, Payments reads Payment Vouchers and Memos reads Memos & Circulars.

Your working day

Morning: My Desk

Open My Desk and look at Critical first. Critical collects urgent memos, high-value items and anything that has not moved for a week. Overdue has items past their time limit.
Work through Action required. Each item shows every lower level’s decision and comment, so you see what the head, the DA or CMAC, Finance and Audit have said before you decide.
Decide with a comment. Your office’s buttons carry its own wording, for example Approved / Not Approved or Authorized / Not Authorized. A comment is always required. See Approve, return or reject.

The journeys that reach you

Administrative requests: Originator → head of unit → DA → CMD. Some types (legal advice, for example) end at the DA, and the CMD is never asked.
Clinical requests: Originator → head of department → CMAC → CMD. Training for clinical staff (TES-CLN-001) is one example.
Finance requests (FIN-REQ-…): CMD (initial evaluation: Approved / Not Approved, and the amount you approve in your comment) → DFA → the finance units involved → Checking → Audit → CMD (payment authorisation: Authorized / Not Authorized). Not Approved ends the request at once. The DA is told of your first decision. Audit may not recommend; the request still comes back to you, and you decide.
Audit reports: Written by an audit officer, reviewed by the Head of Audit, and forwarded to the CMD. You never see a report the Head of Audit has not forwarded.

When you give the final decision, the signed record goes back down to the originator and is filed with the Secret and Open registries, the CMD Secretary, the CMAC office and the DA’s office. Payment requests also go to Finance, who raise the voucher.

Circulars and memos

The CMD’s circulars are drafted by the CMD Secretary with the Circular: the CMD approves route and arrive on your desk. Once you approve, the circular goes to its audience. For all staff, that includes e-mail. See Take a memo through approval.
The DA and the CMAC approve circulars drafted in their own offices in the same way.
You can also Write a memo yourself and Publish it. See Write and send a memo.

Once a week

Open Trends on My Desk to see how long decisions take and where things wait.
In Requests, choose All and the In progress filter for everything still open in the hospital, with whose desk each one is on.
The CMAC and DA offices receive a copy of finished requests. Find them under Dispatched to me in Requests.

How do I…

Things only you can do

Give the final approval on requests that end with the CMD, and on administrative requests that end with the DA.
Authorise payment at the last level of a finance request (CMD only; the CMAC’s role cannot approve payments).
Approve circulars drafted in your office before they go out.
Publish memos directly.
See trends across all approvals.

Common pitfalls

Two levels in a row are yours. For example, when the DA is also the head of the originator’s unit. The decision panel says You also hold the next level. Tick the box to record the same decision for both. A negative decision is never carried over.
No signature on file. Your signature is printed on every official copy. Upload it in your profile, or the suite may ask you to before you approve.
Handing over the office. When a new CMD, CMAC or DA takes office, an administrator changes the head of the unit. New and pending items then go to the new holder. Nothing needs to be re-sent.
Away from the office? Voucher and memo steps have a Delegate button. Request steps do not; ask an administrator to change the head of the unit for the period.