If you are experiencing any difficulty with using our platform, either as a patient or a clinician please contact the live-chat support team by clicking on the blue icon in the corner of your screen:
You can also contact [email protected] if your problem is not urgent.
If this requires further escalation, the process is set out as below in detail:
1. Introduction
The MyClinic Support escalation process ensures that MyClinic provides customers and partners with the means to give an issue broader attention. We are committed to delivering high-quality support to all our customers and partners. If you need to escalate a case, our technical team is ready and available to help you quickly bring your issue to closure.
Our efficient escalation management process is designed to keep you informed of your escalated case status at every step of the way. A lead and/or manager is assigned to every escalation to oversee the case from a holistic viewpoint. This member is responsible for evaluating the situation, facilitating the issue, and acting as an advocate on your behalf.
2. Types of Escalation
Escalations occur in support centres for a variety of reasons. An escalation management system allows an organization to identify, track, monitor, and manage situations that require increased awareness and swift action. MyClinic provides our customers and partners with the two types of escalation described below.
2.1 Functional Escalation
We use this process when the MyClinic Support team is unable to resolve the issue or stay within the agreed timeline (meaning, the targeted time for resolution is exceeded). We assign the issue to another team based on the skill set required to resolve the issue.
2.2 Hierarchical Escalation
We use this process as a communicative means to inform all the parties involved in a proactive manner of a potential SLA breach.
The essence of our escalation management is to bring order, structure, focused management attention, and additional resources to those customer situations which could otherwise result in a high level of customer dissatisfaction and/or damage to the service provider's reputation.
3. Escalation Process Overview
4. When Should an Escalation Be Initiated?
For customers and partners who hold a valid support services contract, an escalation may be initiated anytime after the SLA response time. If you have worked through our standard support processes and with our teams and you are not satisfied with the level or timeliness of service you received, you can escalate accordingly. Additionally, an escalation should be initiated when there is tangible impact to your production environment, or there is high risk to the business operations.
Listed below are some examples of reasons to initiate an escalation:
Management of a major problem, especially where impact to business is high and the problem is taking too long to isolate the cause of the incidents
A prolonged outage that exceeds or threaten to exceed the SLA or timeframe
Frequently recurring or multiple related high-priority incidents where the priority is related to business impact and urgency
Security breaches identified or reported by a customer without a workaround that is mutually agreed upon
Risk of potential or actual damage to the customer's or provider's reputation
Data loss or risk of potential data loss
Common sense
5. What Is the Process for Escalating My Case?
The entry point into the MyClinic escalation process is through your support case. Please note that for an issue to be escalated, a support case must be created (we will not accept escalations solely based on communications via email). The reason behind this is to get multiple teams involved if need be in a consolidated manner. All communication between the Support Agent and case owner from the conception of the case should be documented within the case notes so all involved teams can view the progression of the issue.
This is the normal process for a support case:
1. Navigate to the MyClinic application or MyClinic.com website
2. Click the pink Chat icon, and then Send us a Message which will open this form:
The help form
3. Tell your Support Agent about your issue, and they will raise a Ticket for you, and inform you of the reference number. You will use this reference number to help Support Agents find details of your issue.
The Support Agent will come to a solution most of the time, sometimes after discussion with a Technical Support Lead and, if needed, with our second-line team.
If the gap between the customer's expectation and the MyClinic Platform possibilities cannot be resolved, an escalation is started.
6 How Can I Escalate My Case?
6.1 Via Email
Send an email to [email protected]. Ensure you add the following details to your email for an effective event-based escalation process:
Case number
Organization name
Technical contact details (full name, email address, and phone number)
The affected application URL and environment
Documentation of the issue in its entirety (the problem, replication steps, what has been done so far, and the last status of the case from the assignee)
6.2 During a Support chat
If you are in a support chat with your Support Agent, you can simply state that you would like to escalate the problem. Your Support Agent will then discuss with you why you feel an escalation is required, and escalate your case.
7 What Can I Expect During an Escalated Status?
You will be contacted by the assigned Lead or Manager and we will collaborate and develop a communication plan. As needed, a technical plan of action will be co-developed to ensure resolution of the issue. The Lead or Manager will also update your account team of the case progression. The assigned Leads will work as advocates internally and become a virtual member of your own problem-resolution team.
8 What Criteria Does MyClinic Use to Close My Escalation?
An escalation will be considered closed if it meets one or more of the following requirements:
The objectives that were initially agreed upon have been achieved
A satisfactory monitoring period has elapsed without problem recurrence
The escalation has been reviewed and an agreement reached to downgrade the case severity level
You have agreed that the issue is resolved
A mutually accountable decision has been made that the issue cannot or will not be resolved and this has been communicated to all parties
As part of our continuous improvement process, your escalation will be documented and reviewed to help MyClinic determine the steps that led to the escalation and how to avoid the issue from reoccurring.
9 De-Escalation Process
Once resolved to the customer's satisfaction, the situation is monitored for an agreed-upon period. The escalation team remains on standby and available in case the problem reoccurs during the monitoring period.
The de-escalation process follows these steps:
Once the monitoring period is successfully completed, the escalation is closed by the Escalation Manager after seeking agreement with the customer.
Once the escalation is closed, a post-escalation review is conducted and added to the escalation record.