T31P User Guide
The Surgery Connect T31P Extension offers all of the functionality essential to all staff but can also be user configured to best suit any role in your surgery
This guide takes you through all of the standard and configurable features available on the extension
Additional resources;
Step by step guide
The Telephone Extension
Fig 1. The main components of the T31P Extension are individually numbered, there is more detail in the following table.
No | Item | Description |
1 | Activity Indicator
| Flashes when - ● The phone is ringing ● Calls have been missed ● The phone is rebooted and is starting up |
2 | Phone Screen | Shows - ● Information about calls, including missed ● Feature information and button labels ● The user associated with the extension and their current status ● The Date & Time ● General information messages |
3 | Feature Line Keys | Log In/Out |
4 | Context Sensitive Softkeys | Linked to various features and functionality, some of which are configurable
These keys can change function depending on the current user activity (such as in call or transferring a call) |
5 | Arrows navigate through displayed information
“OK” confirms actions or answers incoming calls | |
6 | Mute or unmute an active call | |
7 | Calls the Surgery Connect access system for personal or group voicemails | |
8 | Transfers a call
| |
9 | Toggles the headset mode ON/OFF | |
10 | Toggles the handsfree speakerphone mode | |
11 | Brings up a recently dialled numbers list and initiates redial of selected number | |
12 | Adjusts the volume of the handset, headset and speaker
The handset and speaker volume is changed whilst at the dial tone or in a call
The ringer volume is changed whilst the extension is idle | |
13 | Allows you to enter numbers, letters and special characters
If a menu item has an index number, you can use the keypad to select the item | |
14 | Speaker | Provides ringer and hands-free (speakerphone) audio output |
15 | Hookswitch | Secures the handset in the handset cradle when the phone is mounted vertically
Connects and disconnects the phone to the line when the handset is placed and lifted from the hookswitch |
Feature Keys
Feature | Description | Usage and Comments |
Login/Logout | Toggle between logging in and logging out the extension from the service entirely | When logged in the associated button light will be green and the button label will show “Logout”
When logged out the associated button light will be red and the button label will show “Login”
When logged out no calls will target the extension at all and the extension will not appear on views and consoles |
Spare |
| Can be programmed as Do Not Disturb or No Appointments |
Context Sensitive Softkeys
The context sensitive softkeys are the 4 below the phone screen
As the name suggests, the functionality of these changes depending on the the current activity, this next table describes what the buttons allow when the phone has no call activity on it -
Key | Description & Comments |
Go DND | Toggles the user between Available and DND ( Do Not Disturb) |
GPickup | The Group Pickup key can be pressed in order to answer a call that is ringing on another extension that is part of the same distribution group
For example, a telephone that’s part of the Appointments Group can be answered by any other extension in the Appointments Group by using the GPickup button |
Cen Dir | The key to access the Central Directory which is centrally managed via the Configuration Console
It can be used from and added to via the Surgery Connect User Console. The contacts can then be accessed through all extension handsets through the Cen Dir button, once the handset has updated overnight. |
History | Shows in and outbound call history on the extension
You can scroll down the list with the arrow keys
You have the option to call back or delete the call record from your extension’s records |
Details | Important information about the extension - this will be mainly used for identification purposes when contacting the Support Department - they will talk you through the information they need |
Next, here is an overview of the functionality when the extension is in dial mode - this is when the handset has been lifted or the speakerphone or headset keys have been pressed but no number has been dialled
Key | Description & Comments |
GPickup | The Group Pickup key can be pressed in order to answer a call that is ringing on another extension that is part of the same distribution group
For example, a telephone that’s part of the Appointments Group can be answered by any other extension in the Appointments Group by using the GPickup button |
Cen Dir | The key to access the Central Directory which is centrally managed via the Configuration Console
It can be used from and added to via the Surgery Connect Console
The contacts can then be accessed through all extension handsets through the Cen Dir button |
History | Shows in and outbound call history on the extension. You can scroll down the list with the arrow keys
You have the option to call back or delete the call record from your extension’s records |
Delete | Deletes one or more part dialed numbers |
Cancel/End Call | Ceases the current call whether it has been dialled or not and returns to the idle screen |
Finally, here is an overview of the softkey buttons whilst a call is active
Key | Description & Comments |
P.Rec | Pause Recording button which toggles whether the call is being recorded or not - an audible announcement is played to the extension when this is toggled |
Hold | A traditional hold key, pressing this will put the caller on hold, the key will then turn to Resume which will retrieve the caller |
Conf | Use this softkey to add a third party to the current call |
Hard Keys
The hard keys are the 6 keys to the right of the main keypad area, these have static functionality that you would expect on most telephone extensions
A brief overview of these is below
Key | Description & Comments |
Mute
| Mutes or unmute an active call |
Message
| Calls the Surgery Connect voicemail access service where you can login to manage your voicemail with your individual user pin
(if applicable to your service) |
Headset
| Toggles between using a connected headset and not |
Transfer
| Initiates and finalises the transfer process |
Redial
| Redial - brings up a list of the most recent dialled calls |
Speakerphone
| Causes the other parties in the conversation to be played through the telephone speaker |
Hold & Transfer
As described in the button descriptions section, the Hold softkey will put the caller on hold (both inbound and outbound calls) in the expected manner, pressing the Resume softkey will bring the call back
If you decide that you would like to transfer the call you can press the transfer key which automatically holds the caller
You will hear a dial tone where you are able to enter either a short dial of a colleague or, if you would prefer, dial a full external number to transfer the call out of your organisation
Note: if you know straight away you want to transfer the call, you can skip the hold stage and just press the transfer key straight away
Once you have dialled the desired transfer number, you can speak to the recipient before finalising the transfer with the transfer key
Should, at any point during the transfer process, you wish to resume the call with the original caller you may press the Cancel button to cancel the transfer process and then press the Resume key to get the caller back from hold
Conference Calling
The Conf softkey allows you to join three participants together in a conference call by following the steps below:
Whilst in a call with a second party press the Conf softkey
This puts the second party on hold and presents you with a dial tone
Enter a short dial of a colleague or a full external number to dial out to the third party
When they answer you have the chance to talk to them
Pressing the Cancel softkey will release the third party if they are not able to join the call
Pressing the Conf softkey will confirm the conference and join all three parties together
Central Directory
The CenDir softkey gives you access to your organisation’s Central Directory of contacts which is managed by the Administrators of the service but can be populated through the Surgery Connect User Console
Upon pressing the CenDir softkey you will be presented by the latest 50 entries in alphabetical order, as it is likely your Central Directory has more than this number your most effective method of finding the contact number you want is to use the search facility
You may search on either name or number, the search is reactive so as you enter characters into the search box the contacts list is updated to show the entries matching the current search criteria
To alter the search entry method you can press the central softkey, this will either display -
● abc/ABC/Abc - Letters only, (case is not important in the search)
● 2aB - Combination of numbers and letters
● 123 - Numbers only
Depending on your selection each key will have numbers and letters associated with it, cycle through the numbers and letters by pressing the keys multiple times and pausing when you get to the desired character
Once the contacts list is filtered down as per your search you can use the arrow keys and the ok button to select and call the chosen contact
Screen and Icons
Idle Screen
The idle screen is made up of the status bar, line keys and softkeys. The time and date is displayed in the middle of the screen.
Key | Description & Comments |
Status Bar | Displays the default account (number), feature status icons and the time
The Status icons are displayed when features are activated |
Line Keys (Configured) | Displays the information associated with the line keys and feature keys on the phone |
Page Icons | The page icons appear only when you assign functionality to line key 5 - 12 |
Softkeys | Each softkey label indicates the action for the softkey below the screen |
Status Bar Icons
Key | Description | Key | Description |
Wired network is unavailable | Phone Lock | ||
Wired network is unreachable | Do Not Disturb (DND) | ||
Speakerphone (hands-free) mode | Keep Mute | ||
Handset mode | Silent mode | ||
Headset mode | Voice Mail |
Icons Indicators
Associated with the line
Key | Description | Key | Description |
Line successfully registered | DND enabled | ||
Registering | Register Failed |