Workflows

Beta

Workflows is flagged Beta in the app navigation — the feature is functional but still evolving.

Introduction

A Workflow is a facility-configured checklist of clearance steps that must be cleared (or explicitly waived) before a triggering event on an encounter can proceed — today, the only trigger is a patient reaching Pending Discharge. If your facility requires, say, a billing sign-off and a pharmacy return check before anyone leaves, a workflow is how you enforce that consistently instead of relying on staff to remember.

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Key Concepts

Definitions vs. Clearances

A workflow definition is the reusable template — its name, its trigger, and an ordered list of steps. A clearance (workflow instance) is created automatically from a definition the moment an encounter hits the trigger condition, and tracks the real-time status of each step for that specific encounter. Editing a definition’s steps going forward doesn’t retroactively change clearances already in progress.

Steps Can Be Required or Optional

Each step in a definition can optionally be assigned to a specific department and marked optional. A clearance auto-completes once every required step is either cleared or waived — optional steps don’t block completion.

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Use Cases

Creating a Workflow Definition

1. Go to Administration → Workflows.
2. Click New Workflow.
3. Enter a name and choose the trigger (currently only “Pending Discharge” is available).
4. Click Save.

Adding, Reordering & Removing Steps

1. Open the workflow definition.
2. Click Add Step, enter a name, optionally assign a department, and mark it optional if it shouldn’t block completion.
3. Drag steps to reorder them — order is purely informational/display, not sequential enforcement; all pending steps are actionable at once.

A step already used by an in-progress or completed clearance can’t be removed — this protects the historical record of what a specific patient’s clearance actually required.

Clearing a Workflow Step on an Encounter

From an encounter that’s reached the trigger condition (e.g., Pending Discharge), open its clearance checklist and click Clear on a step, optionally adding a note. Once every required step is cleared or waived, the clearance completes automatically.

Waiving a Required Step

If a required step genuinely doesn’t apply to a specific case, click Waive on it instead of Clear, and add a note explaining why. A waived step counts the same as a cleared one for completion purposes, but stays visually distinct in the record.

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Reference

Permissions

Action	Permission
View/create/edit/delete workflow definitions	workflow.definition (view / create / edit / delete)
View, clear, or waive clearance steps on an encounter	workflow.clearance (view / edit / waive)

See Discharging a Patient for how a Pending Discharge clearance appears from the clinical side.