The ‘My Information’ feature enables staff to view and update their personal profiles within the HOPS system. Staff members have the capability to edit their own information, while administrators have the authority to edit information for all staff members. This ensures that personal details are accurately maintained by the individual, while administrators can manage and update information across the organization as needed. Information is organized into categories accessible via tabs located at the top of the page. These categories include Personal Information, Job Details, Emergency Contacts, Medical Information, and Equipment. Users can navigate to this feature by selecting [ My Information ] from the left navigation menu. 

 

Personal

The ‘Personal’ tab is designed to present an overview of a staff member’s basic information. This includes:

• Full Name (including Preferred Name) – This field captures the staff member’s complete name, along with any preferred name they may use.
• Date of Birth – the staff member’s birth date
• Social Security Number – used for identification and verification purposes. 
• Email Address – The staff member’s official email address is utilized for all work-related communications and notifications. 
• Phone Number – This field includes the staff member’s primary contact number.
• Address – This section provides the staff member’s residential address

 

Job Details

The ‘Job Details’ tab allows staff members to enter detailed information related to their employment. This includes:

• Title – This field specifies the staff member’s job title or position.
• Duty station – This indicates the primary location where the staff member is assigned to work.
• Department – This section identifies the department or unit within the organization to which the staff member belongs.
• Office Phone – This field contains the staff member’s direct office phone number.
• Intercom Number – This refers to the staff member’s designated intercom number.
• Room – This indicates the specific room or office where the staff member works.
• Employee ID – This unique identifier is assigned to each staff member for administrative purposes.
• Healthcare Plan – This section details the staff member’s enrolled healthcare plan.

 

Emergency

The “Emergency” tab is specifically designed to store all critical emergency contact information. This feature allows you to add and manage essential contacts, ensuring that important details are readily accessible in case of an emergency. You can add:

• Name – The full name of the individual being added as an emergency contact.
• Contact Level – The priority level of the contact, should they need to be notified in case of an emergency.
• Relationship – The relationship between the staff member and the contact (i.e. spouse, family member, friend, or colleague).
• Address – The physical address of the contact.
• Email Address – The emergency contact’s email address.
• Primary Number – The contacts primary phone number.

 

Medical

The “Medical” tab is specifically designated for serious medical concerns or conditions that staff members may have. This feature ensures that critical health information is readily accessible, facilitating appropriate care and response in medical situations. It is important to note that this section is not intended for recording comprehensive medical history. Completion of this portion is optional for staff members.

Details to provide include:

• Name – The name of the medical condition.
• Note – Comprehensive information about the condition and any necessary response instructions (for example, if a staff member is prone to seizures, the notes should indicate where to locate their EpiPen).

 

Equipment

The “Equipment” tab displays the history of a staff member’s assigned equipment, with currently assigned items displayed by default. By selecting a specific piece of equipment, users can access detailed information about that item.

The filter located at the top right of the page modifies the equipment history displayed, allowing users to view:

• Currently Assigned – This includes all items that are presently allocated to the staff member, indicating which pieces they are responsible for at the current time.
• Returned – This includes lists all items that have been returned by the staff member, providing a record of equipment that is no longer in their possession.
• All Equipment – This encompasses the complete history of all equipment assigned to the staff member, including both currently assigned and previously returned items.