Handbook for MedPool staff
Onboarding and day-to-day operation: master data, matching, approvals, contracts and billing.
1. Onboarding: the first account and further users
The first staff account is created by the seed run (ADMIN_EMAIL/ADMIN_PASSWORD). All further accounts are created under “Users”.
Staff accounts see and may do everything. Clinics, candidates and recruiters only ever see their own portal — the application checks this twice: once when the page is requested and again in every individual action.
2. Creating master data
Specialties are the basis of the matching: doctors choose from the federal specialist titles, the other professions from the general specialties. Focus areas belong to a specific specialty.
You record clinics individually or by CSV import. The import accepts the column headings and plain-text values in all four languages; a sample file is available on the import page.
3. Recording candidates
Candidates too can be created individually or imported. Without a CV and (depending on the profession) proof of authorisation, the status stays “Pending” — and the matching then does not propose the person.
If someone later registers themselves with the same email address, the application takes over the existing profile instead of creating a duplicate. You are notified about it.
4. Vacancies and automatic matching
The matching runs the moment a vacancy is saved: specialty, region, availability and willingness by urgency all have to fit, as does any required focus area.
Every hit creates an assignment with the status “Pending”. The candidate and the clinic are notified automatically.
A pending proposal blocks the candidate for vacancies that overlap in time. If someone never answers, reset the assignment manually under “Assignments” — otherwise the person stays tied up.
5. Approval workflow
An assignment goes through three stages. It can be declined at any of them.
- Pending: the candidate has been asked and has not yet replied.
- Candidate accepted: it is now the clinic's turn to confirm in the portal.
- Confirmed: from here you take over — draw up and send the contract, and bill later.
6. Clinic takeover requests
If someone registers for a clinic that is already on file but unclaimed, the request appears under “Clinics” → “Takeover requests”.
On approval the account gains access to the clinic profile. On rejection the created sign-in is deleted and the person is informed. Both can be done for several requests at once.
7. Recruiters and commissions
Newly registered recruiters wait for your approval under “Recruiters”. Only after that does their referral link take effect.
Under “Finances & payroll” you see each recruiter's rate, billing mode and open amounts, the open payroll payouts per month, and every individual commission. You mark commissions as paid out there.
8. Contracts and invoices
On an assignment's edit page you first record a daily or hourly rate — without one of them, neither the contract nor the billing can be generated.
Doctors receive an assignment contract (a mandate relationship, billed through the partner company); nursing professionals receive a fixed-term individual employment contract between the clinic and the person. There is not yet automatic contract generation for life sciences.
Billing is per period. The fee rate and the recruiter commission are fixed when the period is recorded and do not change retroactively afterwards.
9. Languages
The platform is available in German, English, French and Italian. German runs without a prefix, the others under /en, /fr and /it.
Emails to clinics, candidates and recruiters go out in their language: the language chosen at registration or when switching languages is stored; if there is no entry, we derive it from the region (French-speaking Switzerland → French, Ticino → Italian), and otherwise German.
Internal notifications to the MedPool mailbox deliberately stay in German, so that four languages do not arrive mixed together there. The German versions of the legal texts and of the generated contracts are also the binding ones.
10. What runs automatically every day
Two automatic runs a day take the chasing off your hands:
- 06:00 — a reminder to candidates whose authorisation is about to expire or has expired (once per expiry date).
- 07:00 — a reminder about unanswered assignment proposals, to the candidate and to you.