Notifications and reports
How alerts reach people (in-app, push, email), the scheduled compliance email, automation rules, DPR, CSV exports and the audit log.
AdministratorQuality manager (NABH / NABL)Medical director / superintendent
CareList tells people about their work in three ways and gives managers four kinds of reports. This chapter shows how to set them up. For a complete list of every alert and timer, see Alerts and schedules.
How alerts reach people
| Channel | When | Can a user turn it off? |
|---|---|---|
| In-app (bell icon and More → Notifications) | Always | No |
| Push to the phone or browser | For every in-app alert, on each device where the user tapped Enable under Push notifications in the More sheet | Yes, per device (Turn off) |
| For every in-app alert, as long as the user has an email address | Yes: untick Email me alerts under More → My account |
Push and email only arrive once your platform owner has switched them on for your installation. See Push notifications and Email reports and alerts.
Tip: Ask clinical leads to keep Email me alerts on. Critical-value and TAT-breach alerts then reach them even if their phone is off.
Who receives what (summary)
| Event | Who is alerted |
|---|---|
| New task assigned, or the next repeat of a task created | The assignee |
| Task due within 24 hours or overdue (once per task) | The assignee |
| Inspection completed | The manager who assigned it (unless they did it themselves) |
| Inspection or work order needs approval | Every manager-access user |
| Approved / sent back | The person who submitted it |
| Corrective action assigned, due soon or overdue | The assignee |
| Corrective action completed | Its creator |
| Work order assigned, due soon or overdue | The assignee |
| Automation rule fired | The user chosen in the rule's Notify |
| Critical value logged | Report verifiers for that department, Administrators, Quality managers and Medical directors |
| TAT target breached | Report verifiers for that department, Administrators and Quality managers |
Email compliance report
A summary email for the quality team, sent by the system at 07:00.
- Open More → Settings and scroll to Email reports.
- Choose Send:
- Daily at 7:00 (yesterday)
- Weekly on Monday at 7:00 (last 7 days)
- Off
- Enter Recipients (comma-separated emails). They don't need a CareList login, so you can include, for example, the CEO or an external consultant.
- Tap Save settings.
- Tap Email the report now to send it immediately to the saved recipients. Use this to check delivery and content. If no recipient is saved, you'll see "Add at least one recipient email and save first." Below the recipients you'll see when it was Last sent.
What's in it:
- Checklists completed, average score, and up to 10 failed (below pass mark) inspections.
- Missed (overdue) tasks, new and open deviations, and overdue corrective actions.
- Hospitals: patients admitted now, admissions, discharges and overdue patient-care tasks.
- Diagnostics: orders registered and verified, % verified within TAT, average TAT, rejected samples, critical values notified, and open orders already past TAT.
Reports are only sent for active companies. Using Email the report now is recorded in the Audit log as report · sent.
Note: "7:00" follows the time zone set for your installation; ask your platform owner which one is used. See Alerts and schedules.
Automation rules
Rules run each time someone submits an inspection. Open More → Automation (the page is titled Workflow automation).
- Rule name.
- When…:
- A Pass/Fail question is answered "Fail"
- Inspection score is below a threshold (fill in Score threshold % (low score))
- Any inspection is completed
- Checklist: Any checklist or one specific checklist.
- Then choose one or more actions:
- Create corrective action, with a priority, due in n days, and an assignee (default Assign to: whoever assigned the task). For a Fail trigger, one action is created per failed item.
- Create work order (if inspection is on an asset). This only applies to inspections started from an equipment page.
- Notify: one person.
- Webhook URL (optional, POSTs JSON), for an external system.
- Tap Add rule. Rules show Active or Paused. Use Pause / Resume or Delete.
Rules don't run again when a sent-back inspection is resubmitted. See Failed item to corrective action and Automation rules.
Daily Progress Report (DPR)
More → DPR Reports shows one day's scheduled checklists.
- Pick a date and tap Go.
- Read the tiles: Scheduled, Completed, Pending, Overridden and Deviations. Below them, every task due that day is listed with location, assignee, due time and completion time.
- Tap Download PDF for a printable copy with your logo and report footer, for the morning meeting or the NABH file.
Analytics
More → Analytics shows average score by week (last 10 weeks), Most frequent failures, results By checklist (inspections, average score, pass rate), Maintenance cost by asset (last 90 days), Locations by average score (lowest first) and Inspectors by average score. See Analytics and exports.
CSV exports
More → Export data downloads spreadsheets that open in Excel or Google Sheets:
| Export | Contains | Date filter |
|---|---|---|
| Completed inspections | Result, score, inspector, approval status | From / To |
| Corrective actions | Priority, status, assignee, due dates | From / To |
| Work orders | Type, status, equipment, labour and downtime | From / To |
| Assets | Tag, category, status, meter reading | None |
Tap Download CSV on the card you want. For every answer to one checklist, use CSV on that checklist's card in More → Checklists.
Audit log
More → Audit log answers "who did what, and when". Each entry shows the action, the user (or "System"), the record and the date and time. Use the drop-down (default All activity) to filter by area, for example Patient, Diagnostic, Inspection, Template, User or Settings.
Patient-data access trail
Opening a patient record writes patient · viewed, and opening a diagnostic order writes diagnostic · viewed. Each entry records who opened it and when. Filter by Patient or Diagnostic to answer privacy questions such as "who looked at this patient's record?" These entries are written automatically and can't be switched off.
Other useful entries include inspection · approved (and the matching entry when an inspection is sent back), assignment · overridden, diagnostic · critical, diagnostic · deleted, user · created, settings · updated and report · sent.
Related
- Alerts and schedules: every alert and timer in one place.
- Quality manager: using these reports day to day.