Glossary

A–Z of the terms used in CareList and in this manual, from accession number to wizard mode.

Terms in bold inside a definition have their own entry.

A

Accession number. The unique number a test order gets when it's registered, such as DX-000012. It is printed on the sample label and can be searched in Diagnostics.

Admitted / Discharged. The two states of a patient. Only admitted patients can have care-plan checklists added or tests ordered from their page.

Approval. A manager's sign-off. Checklists marked "requires approval" (for example Discharge Readiness Checklist) wait in Approvals after they're submitted. Work orders wait there when they pass the approval threshold. Managers either Approve or Send back with a note. See wf-approvals.

Approval threshold. The company settings Require approval at cost ≥ and Always require approval for critical work orders. They decide when a completed work order needs a manager to approve it.

Asset / equipment. A registered device (monitor, ventilator, autoclave, analyser) with a tag, a location, a status (Active, Down, Retired) and a QR label.

Assignment / task. One checklist given to one person with a due time, and optionally a recurrence, patient, test order, location or asset. Your tasks are listed under Tasks.

Attestation. A statement at the end of a checklist (for example "I confirm I personally checked each item…") that you tick before you submit. The report records your name, the time and the exact wording as an electronic signature.

Automation rule. A manager-defined rule that runs when a checklist is submitted. It can create corrective actions or work orders, notify a person, or call a webhook. See wf-failed-item-to-action.

B–C

Bedside QR. The QR code printed from a patient's page. Scanning it opens that patient's care plan after sign-in. It contains no patient details.

Campus / location (spot). Your sites (campus) and the places within them (spots), such as "Ward 3A" or "CSSD". They are managed under Campus & Locations. Each location can have a QR code for starting checklists on the spot.

Capability. A permission attached to a role that unlocks a clinical or biomedical module, for example patients.manage (admit and discharge) or diagnostics.verify.lab (sign off lab reports). See permissions-matrix.

Care plan. The set of repeating checklists attached to an admitted patient. The standard care plan is Admission Assessment (once), Vitals Chart (every 4 h), Nursing Shift Round (every 8 h), Medication Administration Check (daily) and Fall Risk Assessment (daily).

Checklist / template. The form people fill in. Managers build it under Checklists, or install it from the Template library.

Copy answers from last time. A button on a checklist that fills in answers from the last completed run for the same patient, order, asset or location. Photos, signatures and locations are never copied.

Corrective action. A tracked fix-up job with an assignee, priority, due date, comments, a completion note and photo evidence. It's usually linked to a deviation.

Critical value. A panic result that must be phoned to a clinician. Lab or imaging staff record who was told and when, with Flag critical value. A critical order can't be verified until that call is recorded. See wf-critical-value.

D–I

Deviation. A record created automatically for every Pass/Fail question answered Fail in a submitted checklist. It's resolved by a manager or by completing its linked corrective action.

Downtime. The minutes a device was out of service, entered when a work order is completed. It adds up on the asset page and on Orders.

DPR (Daily Progress Report). A manager report of everything that was scheduled and completed on a given day, with a Download PDF button.

Follow-up questions. Describe the issue and Photo evidence. They appear under a Pass/Fail item when it's answered Fail.

Industry pack. A bundle of ready-made checklists (for example Hospital – Admitted Patients or NABH Accreditation Audits). The packs that suit your company type are installed when the company is created.

Inspection. One filled-in run of a checklist: its answers, score, signatures, photos and PDF report. History lives under My History and Overall Histories.

M–P

Meter reading. A running count on a device (hours, cycles, km). It's logged on the asset page and can trigger meter-based PM.

MTTR (Repair time). The average time from opening a work order to completing it, over the last 90 days, shown on Orders for managers.

NABH / NABL. India's accreditation boards for hospitals and for laboratories. CareList ships their department audit checklists. See wf-nabh-audit-cycle.

Override. A manager closing a task that won't be done, with a reason. It's listed under Override Histories. Discharging a patient or closing a test order overrides their open checklists automatically.

Pass mark / score. For scored checklists, the percentage earned. Below the pass mark, the result is fail.

Pipeline. The steps of a test order: Registered → Sample collected → Received in lab → Processing → Reported → Verified → Delivered. Imaging skips the receive and processing steps and says Scan done instead of collected.

Preventive maintenance (PM). Planned servicing. Schedules (time- or meter-based) create Preventive work orders automatically.

Priority. Test orders use Routine, Urgent and STAT. Actions and work orders use Low, Medium, High and Critical.

Protocol checklist. The checklist attached to a new test order: Sample Collection Checklist for lab orders, Imaging Safety Screening for imaging orders.

R–S

Recurrence. How often a task repeats (for example every 4 hours, daily, weekly). The next one is created when the current one is submitted. Missed slots are skipped, and patient checklists stop at discharge.

Rejection. Closing a lab order because the sample is unusable (haemolysed, clotted, insufficient and so on), with a reason. Imaging orders are cancelled instead.

Role / tier. Your job role (for example Staff nurse) sets your tier and your capabilities. The admin and manager tiers see the management screens. The staff tier sees its own tasks.

Sample label. A printable 50 × 25 mm label with the order's QR code, accession number, patient and tests.

STAT. The most urgent priority. Its TAT target is 1 hour by default.

T–W

TAT (turnaround time). The time from registering a test order to verifying its report. The default targets are STAT 1 h, Urgent 4 h and Routine 24 h. A TAT breached order gets a red chip, and an alert goes to the verifiers and the quality team.

UHID. Unique Health ID: the hospital's patient number (also called the MRN). It must be unique within your company.

Wizard mode. A checklist display setting that shows one question per screen with Back / Next and a progress bar, ending at Review and submit. In the demo it's used for Vitals Chart and WHO Surgical Safety Checklist.

Work order. A repair or maintenance job (WO-0007), of type Corrective, Preventive or Inspection follow-up, with parts, labour, downtime and comments. See wf-equipment-breakdown.