Alerts and schedules
Every notification CareList sends, who gets it and how, plus every automatic job and when it runs.
How every alert is delivered
Every alert below except the compliance email, password reset and webhooks is a CareList notification, delivered in three ways:
- In-app: the bell in the header and More → Notifications (latest 50; opening the page marks them read). Always on.
- Push: on each device where the user tapped Enable under Push notifications in the More sheet. Push only works once your platform owner has switched it on.
- Email: sent unless the user unticked Email me alerts in More → My account. Mail only arrives once outgoing email is set up for your installation.
Tapping an alert opens the related task, inspection, order or approval list.
Checklists and tasks
| Alert (text starts with) | Sent when | Sent to |
|---|---|---|
| New checklist assigned: | A manager assigns a checklist (Assign & notify); the next repeat of a recurring task is created; a checklist is added to a patient's care plan (including the standard plan); a protocol checklist is added to a test order for someone else | The assignee |
| Due soon: / Overdue: | The task is due within 24 hours, or already overdue, and hasn't been completed or overridden. Sent once per task | The assignee |
| Name completed checklist | An inspection is submitted | The person who assigned the task, unless they did it themselves |
| Approval needed: checklist by name | A checklist that requires approval is submitted or resubmitted | Every manager-access user |
| Approved: | A manager approves the inspection | The person who submitted it |
| Sent back for changes: | A manager sends the inspection back (includes the note) | The person who submitted it |
| Rule "name" fired for | An automation rule with Notify set is triggered by a submission | The user chosen in the rule |
Corrective actions
| Alert | Sent when | Sent to |
|---|---|---|
| Action assigned: | An action is created for someone else, reassigned, or created by an automation rule | The assignee |
| Action due soon: / Overdue action: | Due within 24 hours or overdue, not completed. Sent once | The assignee |
| Action completed: | The action is marked Completed by someone other than its creator | The person who created it |
Work orders and equipment
| Alert | Sent when | Sent to |
|---|---|---|
| Work order assigned: | A work order is created for someone else, reassigned, generated from a maintenance schedule, or created by an automation rule | The assignee |
| Work order due soon: / Overdue work order: | Due within 24 hours or overdue, not completed. Sent once | The assignee |
| Approval needed: WO-nnnn | A staff member completes a work order that meets the cost or critical-priority rule in Settings | Every manager-access user |
| Approved: / Sent back for changes: WO-nnnn | A manager decides in Approvals | The assignee |
Diagnostics
| Alert | Sent when | Sent to |
|---|---|---|
| Critical value: accession patient – notified to person | Someone records Save critical value call on an order | Active users whose role can verify that department (lab: Pathologist, Lab manager; imaging: Radiologist), plus Administrators, Quality managers and Medical directors. Not the person who logged it |
| TAT breached: accession patient (status) | An open order passes its TAT due time. Checked every 5 minutes, sent once per order | Active users whose role can verify that department, plus Administrators and Quality managers |
TAT targets run from registration to Verified: STAT 1 hour, urgent 4 hours, routine 24 hours. Orders that are verified, delivered, rejected or cancelled are never alerted. See Critical value.
Emails that aren't notifications
| Sent when | Sent to | |
|---|---|---|
| Compliance report (daily or weekly) | 07:00 each day (daily) or Mondays (weekly), or immediately via Email the report now | The Recipients in Settings → Email reports. They don't need a login |
| Password reset link | Someone uses Forgot password? | That user |
Webhooks: an automation rule with a Webhook URL POSTs JSON to that address each time it fires.
Scheduled jobs
These run automatically in the background once your IT team has switched on the scheduler. If it stops, none of them happen, so platform owners should keep an eye on it.
| Job | Runs | What it does |
|---|---|---|
checklists:send-reminders |
Every 15 minutes | Sends the one-off Due soon / Overdue reminders for tasks, corrective actions and work orders due within 24 hours |
diagnostics:tat-alerts |
Every 5 minutes | Finds open test orders past their TAT due time and sends TAT breached once per order |
maintenance:generate |
Hourly | Creates work orders for time-based maintenance schedules that are due, or due within their Lead days. Occurrences missed while the server was off are skipped |
reports:send-digest |
Daily at 07:00 | Emails the compliance report to each active company set to Daily, or set to Weekly on Mondays. Skips any company already sent one today |
Note: Times follow the time zone set for your installation. Ask your platform owner which one is used.
Things that happen on events, not on a timer
- Repeating tasks: the next task is created the moment the current one is submitted. Missed periods are skipped. A task that's never completed doesn't spawn the next one.
- Patient care plans: repeats such as Every 4 hours or Every 8 hours (each shift) work the same way, and stop when the patient is discharged. Discharge closes open care tasks as Overridden ("Patient discharged").
- Meter-based maintenance: checked when someone records a meter reading on the equipment.
- Generate due work orders now on Maintenance schedules runs the hourly job immediately.
- Deviations: created when a checklist is submitted with a Fail answer. Automation rules run at the same moment.
Related
Notifications and reports · Troubleshooting by role · Email reports and alerts (help center)
Need a single task? Try the help center. Printing the manual? Use the printable version.