Defining Workflows and Checklist Templates

IN THIS ARTICLE

Workflows and checklist templates help you keep patient-related tasks organized and on schedule. Use this document to learn how to define workflows and checklist templates.

Note: You must have the Manage Checklist Templates permission to define workflows and checklist templates for your organization.

Accessing Workflows and Checklist Templates

To access your organization's workflows and checklist templates, click on the ProKnow icon in the top left corner of the page, and select Checklist Templates under Organization Settings. Just to the right of the main navigation are vertical tabs for the other Organization Settings. The checklist templates sidebar is to the right of the tabs. The sidebar holds a list of both workflows and checklist templates with a button to create workflows and templates at the top. Checklist templates are grouped under the workflow to which they are assigned. If they are not assigned to any workflow, then they will appear at the top of the list. Click on one of the workflows or templates to select it.

The main content area will update to display the details for the selected template. A button to edit the selected item is available on the far right side of the toolbar.

Creating Workflows

  1. Press the Create button dropdown and choose Create Workflow.
  2. Enter the Name for the new workflow.

    Define the list of states for the workflow. There are three state statuses—Unstarted, Started, and Done—and there must be at least one state defined for each of these statuses. Press the Add Workflow State button to the right of the status to add a new state with that status. Use the toolbar of icons to reorder states, delete states, and edit state names.

  3. Press the Create button to create the workflow.

Editing Workflows

  1. Press the Edit Workflow button for the workflow you wish to edit.
  2. Update the Name for the workflow.

    Edit the the list of states for the workflow. There are three state statuses—Unstarted, Started, and Done—and there must be at least one state defined for each of these statuses. Press the Add Workflow State button to the right of the status to add a new state with that status. Use the toolbar of icons to reorder states, delete states, and edit state names. When deleting an existing state, you will be asked to choose a transition state. Patient checklists belonging to state marked for deletion will be transitioned to the new state automatically.

  3. Press the Save button to save the workflow.

Deleting Workflows

  1. Press the Delete Workflow button for the workflow you wish to delete.
  2. Once you've read and understood the confirmation message, check the confirmation checkbox, and type the name of the workflow into the provided input.
  3. Press the Delete button to delete the workflow.

Creating Checklist Templates

  1. Press the Create button dropdown and choose Create Checklist Template.
  2. Enter the Name and Description for the new checklist template. Optionally, choose a workflow from the list of defined workflows (or None to leave unset).
  3. Press the Create button to create the checklist template.

Copying Checklist Templates

  1. Click on the checklist template row for the template you wish to copy.
  2. Press the Copy Template button located in the toolbar below the activated checklist template row.
  3. Enter the Name and Description for the new checklist template.
  4. Press the Copy button to copy the checklist template.

Editing Checklist Templates

  1. Click on the checklist template row for the template you wish to edit.
  2. Press the Edit Template button located in the toolbar below the activated checklist template row.
  3. Modify the Name and Description for the checklist template and set a Workflow from the list of defined workflows (or None to unset).
  4. Press the Save button to save the checklist template.

Editing Checklist Template Items

  1. Click on the checklist template row for the template you wish to edit.
  2. Press the Edit button aligned to the right of the toolbar in the main content area.
  3. To add a checklist template item, press the Add checklist item... button from the toolbar and use the popup to create a task or checkpoint. To define a task, set the Type to Task and define a Name and Description. To define a checkpoint, set the Type to Checkpoint and define the Name. If the checklist template is assigned to a workflow, you can also specify an automatic transition state for checkpoints using the When Complete, Automatically Transition To field.

    Actions for reordering, editing, and deleting checklist template items are available in the Actions column for each row.

    Tasks and Checkpoints

    A task is an assignable "to do" item. In the context of a patient checklist, each checklist task is has one of four statuses: Unstarted, Started, Done, and Exception.

    A checkpoint marks a break in a checklist. A checkpoint is useful for indicating a group of tasks that can be done in parallel and tasks which should be complete before moving on to another group of tasks. When used with workflows, checkpoints can also allow patient checklists to be automatically transitioned to a specific workflow state. If a checkpoint appears at the beginning of the checklist, the checklist will transition to the defined transition state once any task in the checklist has been marked as Started, Done, or Exception. If a checkpoint appears anywhere else in checklist, the checklist will transition to the defined transition state when all preceding tasks have been completed (marked as either Done or Exception).

  4. Press the Save button when you are finished editing to save the checklist template items.

Deleting Checklist Templates

  1. Click on the checklist template row for the template you wish to delete.
  2. Press the Delete Template button located in the toolbar below the activated checklist template row.
  3. Once you've read and understood the confirmation message, press the Delete button to delete the checklist template.
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