Voalte Platform: Exclusive roles

This article describes exclusive roles and role extensions and provides instructions for creating and using both.

What is an exclusive role?

Exclusive roles are roles that only one person can hold at a given time. Exclusive roles can be held by one person per location if the role is unit-based, or by one person per facility if the role is hospital-based. For example, if the Charge Nurse is a unit-based exclusive role, only one person can be logged in as the Charge Nurse at any given time in each unit.

You can also assign an exclusive role its own extension or full 10-digit number. In that case, anyone who logs in to the exclusive role will also be reachable at the assigned exclusive role extension. If the Charge Nurse in the ICU has the exclusive role extension of 1235, for example, anyone can call 1235 to reach the Charge Nurse directly, no matter who holds that role during the shift.

Note: The assigned extension to an exclusive role does not have to be a Voalte extension. You can assign PBX extensions to a Voalte exclusive role. For example, the Unit Secretary of the ICU can have the desk phone extension of 2373. When someone looks at the role profile for the role/unit combination, they will be able to tap Call and the desk phone will ring.

Note: Alerts can also be routed to an exclusive role via the extension.

How are exclusive roles used?

Once an exclusive role is set up, anyone who has that role assigned to their account will be able to log in with the exclusive role. An exclusive role appears the same as any other role during the shift selection process.

If someone tries to log in with an exclusive role while someone else still holds the role, they will be given the option to bump the other person from the exclusive role. If the bump occurs, an automated message lets both parties know the exclusive role has been reassigned.

For example, a nurse starts a shift as the Charge Nurse of the ICU. At login, the nurse is notified that someone else is still logged in as the Charge Nurse in that unit. The nurse decides to bump that person because the new shift is now beginning, and both nurses receive a message confirming the bump. If an exclusive role extension was set up in Voalte Admin™, others can reach the newly logged-in Charge Nurse using that extension.

How do I create an exclusive role in Voalte Admin?

To set up an exclusive role:

1. Click Setup → Roles.
2. Click the desired role.
3. In the Role Editor pane, select one of the two options, unit-based or hospital‑based.
4. Under Unit/Hospital Exclusivity, click Role Is Exclusive.

How do I set up an extension for exclusive role?

To set up an extension for an exclusive role:

1. Click Setup →  Role Extensions.
2. Click the exclusive role.
3. Click Add New Role Instance + Extension.
4. Select the location the role extension is associated with (if the role is unit-based).
5. Enter the extension and (optionally) the full 10-digit number.
6. Click Save.

Note:

• The role must already be designated as exclusive to assign it an extension.
• Calls to an exclusive role extension will forward to the preferred number of a Voalte Me™ user if that user holds the exclusive role+location pair.
• You can assign a specific redirect number to the exclusive role extension, as long as the extension is a Voalte Platform extension.