1. Healthcare Staff HRMS
  2. Data model
Reference

The tables behind Healthcare Staff HRMS

Healthcare Staff HRMS ships with 45 tables, grouped here by the feature that uses them. Every record your team works with lives in one of them, and you can add fields and tables in Proto.

Tables
45
Features
6, plus shared settings
Change it
Add fields and tables in Proto

How the model is organised

Credential policy

Organizations and credential requirements define the organization-specific item to review.

Credential operations

Staff credential packets link the employee, organization, owner and requirement.

Evidence and review

CME activities, evidence documents, review decisions, follow up actions and state history retain the material, decision and subsequent work.

People foundation

Employees connect to Positions, Departments, Locations, learning, leave, time, payroll and performance records.

Every table, by feature

Credential requirements

4 tablesAbout this feature
  • Organizations

    Healthcare organizations and facilities in scope.

  • Credential requirements

    License and credential definitions with policy reference and effective window.

    Linked to Organizations
  • Staff credential packets

    Credential packet for an eligible employee, carried through review to current status.

    Linked to Employees, Organizations, People, Credential requirements
  • Employees

    Central employee record for the clinical and support workforce.

    Linked to Positions, Departments, Locations, Employees

Staff credential packets

5 tablesAbout this feature
  • Staff credential packets

    Credential packet for an eligible employee, carried through review to current status.

    Linked to Employees, Organizations, People, Credential requirements
  • Employees

    Central employee record for the clinical and support workforce.

    Linked to Positions, Departments, Locations, Employees
  • Organizations

    Healthcare organizations and facilities in scope.

  • Credential requirements

    License and credential definitions with policy reference and effective window.

    Linked to Organizations
  • State history

    Status transition audit trail for a credential packet.

    Linked to People, Staff credential packets

CME and evidence

4 tablesAbout this feature
  • CME activities

    Observation-level CME and license activity evidence for a credential packet.

    Linked to Staff credential packets
  • Evidence documents

    Primary-source documents attached to a credential packet.

    Linked to Staff credential packets, People
  • Staff credential packets

    Credential packet for an eligible employee, carried through review to current status.

    Linked to Employees, Organizations, People, Credential requirements
  • Follow up actions

    Actions assigned to close missing evidence or held conditions.

    Linked to Staff credential packets, People

Review and follow-up

6 tablesAbout this feature
  • Review decisions

    Independent reviewer decision recorded against an exact source revision.

    Linked to Staff credential packets, People
  • State history

    Status transition audit trail for a credential packet.

    Linked to People, Staff credential packets
  • Follow up actions

    Actions assigned to close missing evidence or held conditions.

    Linked to Staff credential packets, People
  • Staff credential packets

    Credential packet for an eligible employee, carried through review to current status.

    Linked to Employees, Organizations, People, Credential requirements
  • Evidence documents

    Primary-source documents attached to a credential packet.

    Linked to Staff credential packets, People
  • People

    Named internal owners, reviewers and actors referenced across the domain records.

    Linked to Organizations

Workforce records

7 tablesAbout this feature
  • Employees

    Central employee record for the clinical and support workforce.

    Linked to Positions, Departments, Locations, Employees
  • Employment history

    Lifecycle events: hire, promotion, transfer, comp change, manager change, leave and termination.

    Linked to Employees, Positions
  • Positions

    Seat-level org entries that an employee fills.

    Linked to Job titles, Departments, Locations, Pay grades
  • Job titles

    Canonical clinical and administrative job titles.

    Linked to Pay grades
  • Departments

    Clinical and administrative departments.

    Linked to Departments, Employees
  • Locations

    Facilities and remote work locations.

    Linked to Tax jurisdictions
  • Staff credential packets

    Credential packet for an eligible employee, carried through review to current status.

    Linked to Employees, Organizations, People, Credential requirements

Learning and leave

8 tablesAbout this feature
  • Courses

    Learning catalog of clinical and compliance content.

  • Course enrollments

    Employee enrollment in a course, the learning transaction record.

    Linked to Courses, Employees
  • Training records

    Durable record of completed training and certifications.

    Linked to Employees, Courses
  • CME activities

    Observation-level CME and license activity evidence for a credential packet.

    Linked to Staff credential packets
  • Leave requests

    Employee-submitted leave requests requiring manager approval.

    Linked to Employees, Leave types
  • Leave balances

    Current balance per employee per leave type, maintained by accrual.

    Linked to Employees, Leave types
  • Leave types

    Leave categories with country- and class-scoped accrual rules.

  • Employees

    Central employee record for the clinical and support workforce.

    Linked to Positions, Departments, Locations, Employees

Shared and settings

24 tables
  • Applications

    A candidate applying to a requisition, the recruiting pipeline record.

    Linked to Candidates, Job requisitions, Employees
  • Benefit enrollments

    Per-employee enrollment in a benefit plan, with dependents and dates.

    Linked to Employees, Benefit plans
  • Benefit plans

    Enrollable benefit plans for the workforce.

  • Candidates

    Clinician and support candidate pool for the staffing pipeline.

    Linked to Employees
  • Engagement responses

    Anonymous-scale engagement responses aggregated by department.

    Linked to Engagement surveys, Departments
  • Engagement surveys

    Employee engagement survey windows with respondent-group suppression.

  • Goals

    Employee goals tied to a performance cycle.

    Linked to Employees, Performance cycles
  • Interviews

    Scheduled interviews against an application with scorecard capture.

    Linked to Applications, Employees
  • Job requisitions

    Approved positions opened to recruiting.

    Linked to Positions, Job titles, Departments, Locations
  • Offers

    Offer letter, approval chain and e-sign state.

    Linked to Applications, Candidates, Positions, Employees
  • Onboarding checklists

    Per-hire or per-separation container of tasks.

    Linked to Employees
  • Onboarding tasks

    Individual onboarding and offboarding tasks that fan out to IT, Facilities, Payroll, HR and the manager.

    Linked to Onboarding checklists, Employees
  • Pay grades

    Salary bands tied to job titles and positions.

  • Pay statement lines

    Each earning, benefit deduction, tax and garnishment on a pay statement.

    Linked to Pay statements, Tax jurisdictions
  • Pay statements

    Per-employee pay statement for a payroll run.

    Linked to Payroll runs, Employees
  • Payroll calendars

    Named pay schedules for the workforce.

  • Payroll runs

    A scheduled execution of payroll for a calendar and period.

    Linked to Payroll calendars, Employees
  • Performance cycles

    Annual, mid-year and probation performance cycles.

  • Performance reviews

    Subject-by-reviewer review within a performance cycle.

    Linked to Performance cycles, Employees
  • Tax filings

    Payroll tax filings produced from a run and remitted to an authority.

    Linked to Tax jurisdictions, Payroll runs
  • Tax jurisdictions

    Tax authority records driving withholding and filings.

  • Time entries

    Hours against a day, project or cost center.

    Linked to Timesheets
  • Timesheets

    Weekly timesheet header per employee.

    Linked to Employees
  • Users

    Users

    Linked to Users

Keys and references

A packet points to its employee, organization, owner and credential definition. CME activities use their parent packet. Evidence documents, review decisions, follow-up actions and state history point back to that packet. Review decisions carry a source revision, which should be compared with the packet revision during review. Employee references connect the broader workforce records without turning a leave or payroll status into a credential conclusion.

Migration order

  1. Load organizations and named people who own and review credential work.
  2. Load departments, locations, job titles and positions, then employee records.
  3. Add credential requirements with organization and effective dates.
  4. Add staff credential packets with employee, organization, owner and definition references.
  5. Add CME activities, evidence documents, review decisions, state history and follow-up actions against their packets.
  6. Load learning, leave and other workforce records after their reference records are available.

Set up Healthcare Staff HRMS your way.

Start free, then use Proto to change fields, steps and approvals before your team goes live.

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