Checklists and incident reports

Setting up checklists

Staff in the menu → Compliance → Set up (managers and the owner). Start from a template (daily cleaning, weekly water safety check, monthly equipment check) with Copy and edit, or press New checklist. Write one item per line: a plain line is a box to tick, `[number °C 50-60]` is a reading with the range it should be in (`min 50` or `max 20` for one end), `[note]` is a longer answer and `[photo]` a photo. Add `optional` for items that can be left out. Then choose how often (daily on chosen days, weekly, or monthly), the time it's due by, and who does it: a role (anyone in it) or a person. With more than one site, tick each site that needs its own.

The templates are general wording: change the items, ranges and timings to match your own procedures and water risk assessment.

Doing a checklist

When one is due, it appears on the Compliance page and in Tasks for whoever does it, with the usual reminders. Press Fill in, answer each item and save: it's recorded with your name, the time and every answer. Anyone on the team can fill one in, so someone can cover when a colleague is off.

A reading outside its range is still saved, and managers get a task to act on it straight away.

Missed checklists

A checklist not filled in by the time the next one is due (the next working day for a daily one) is recorded as missed, taken off the to-do list, and managers get a task to follow it up. The Compliance page shows what was missed and what was out of range over the last 30 days.

Filing a report

Anyone can file a report from Staff → Compliance or a patient's record: a clinical incident, a patient complaint, a near miss, or any form your clinic adds. Say when it happened and how serious it is, and answer the questions. If it's about a patient, choose them so it's linked to their record.

Reports go to managers (or the role or person the form names), never to whoever filed it: a manager's own report goes to the owner. Each of them gets a task to look into it, due the same day for high severity. What's written is encrypted like other health records, and only managers, whoever filed it and whoever's handling it can read it. Every time someone opens one, it's recorded in the access log.

Looking into a report

Open the report to move it from Open to Investigating to Closed (closing needs a note of the outcome; a closed one can be reopened). Add actions for a person or a role: they go on Tasks with the report's reference, so don't name the patient in the action. Notes, status changes and actions build up the report's log.

The log and exports

Log and export (managers) lists every due checklist with filters for dates, checklist, site and status (done, missed, out of range, still to do). Download the checklists or the reports as a spreadsheet for an inspection: each answer with who filled it in and when. The reports spreadsheet has what was written, which can name patients, so keep it safe.