How CareList is organised

What CareList does, the two company types, the two layers of access, how a day flows between roles, and how this manual is laid out.

What CareList is

CareList is a checklist, audit and quality app built only for hospitals and diagnostic centres. Staff use it on their phones to complete bedside, lab, imaging, facility and accreditation checklists. Managers use the same app to assign that work, sign it off, follow up failures and show compliance to NABH / NABL assessors.

Everything is designed for a phone screen. You move around with the bottom tab bar (Home, Tasks, Scan, a fourth tab that depends on your role, and More). The More sheet holds every other screen. See Your first sign-in for a tour.

Two company types

Each company is created by the platform owner as one of two types. The type decides which clinical modules appear and which ready-made checklists are installed.

Note: In the app, assets are called Equipment, spare parts are Consumables & spares and spots are Locations.

Two layers of access

Every employee has exactly one role. A role gives two separate things:

1. Access tier. Roles with manager access (Administrator, Medical director, Quality manager, Nursing superintendent, Head of department, Lab manager) see the whole Manage section of the More sheet: checklists, assigning, approvals, deviations, analytics, employees, settings and more. They also see everyone's tasks, history, actions and work orders. Every other role is staff: they see their own tasks, history, actions and work orders.
2. Capabilities. These unlock the clinical and biomedical modules, independently of the tier. A Staff nurse has no manager access but can view patients and collect samples; a Head of department has manager access but cannot admit patients or move test orders along.

The full grid is in the Permissions matrix.

How a typical day flows

A hospital day, simplified:

• 07:00 – The quality team receives the daily compliance email (yesterday's completion, scores, failed audits, deviations, TAT and critical values). → Notifications and reports
• Start of shift – Nurses open Tasks and their patients' care plans (vitals every 4 hours, rounds every 8 hours, daily medication and fall-risk checks). → Staff nurse
• Ward round – A doctor orders lab tests from the patient page; the nurse or phlebotomist collects the sample. → Lab test order
• Lab – The technician receives and processes; the pathologist reports and verifies. A critical result must be phoned through and logged before it can be verified. → Critical value
• Rounds and audits – Housekeeping, pharmacy and department in-charges complete their scheduled checklists. Any Fail answer creates a deviation. → Failed item to corrective action
• Equipment – Anyone can report a fault as a work order; the biomedical engineer repairs it, and costly or critical jobs go to a manager for approval. → Equipment breakdown
• Quality office – Managers approve audits that need sign-off, resolve deviations, assign corrective actions and watch analytics. → Approvals, NABH audit cycle
• Discharge – The nurse completes the Discharge Readiness Checklist and the patient is discharged; open care tasks close automatically. → Patient stay

A diagnostic centre follows the same pattern without the ward steps: reception registers the order, the phlebotomist or radiographer collects or scans, the lab or radiologist reports and verifies, and reception hands the report over. → Imaging study

How this manual is organised

For a single task, such as adding a question type or printing a QR label, the help center is quicker.

Your first sign-in

Sign in, install CareList on your phone, find your way around the tabs and More sheet, and set up alerts.

CareList is a web app that you can install on your phone like any other app. You don't need an app store. This chapter takes you from your first sign-in to a fully set-up phone.

Sign in

Your administrator creates your account and gives you an email and password. You can't sign yourself up.

1. Open the CareList address your administrator gave you and go to the sign-in page (/login).
2. Enter your Email and Password.
3. Tick Remember me on your own phone. Leave it off on shared ward computers.
4. Tap Sign in. You land on Home.

Forgot your password? Tap Forgot password? on the sign-in page, enter your Email and tap Send reset link. Open the link in the email and choose a new password. If no email arrives, ask your administrator. They can set a new password for you from Employees.

Note: If you see "Your account has been deactivated" or "This company account is suspended", signing in again won't help. Contact your administrator. Only the platform owner can reactivate a suspended or expired company.

Install it on your phone

Installing gives you a home-screen icon, a full-screen app and (on iPhone) push notifications.

• Android (Chrome): Open More. If you see Install app on this device, tap it and confirm. Otherwise use the Chrome menu → Add to Home screen.
• iPhone (Safari): Tap the Share button → Add to Home Screen → Add. Then open CareList from the new icon. On iPhone, push notifications only work from the installed icon.

See Sign in and install for screenshots.

The Home dashboard

Home opens with a greeting and today's figure, checklists done today, with a completion bar. Below it you'll find:

• Totals: published Checklists, Locations and Teams. Then Overdue tasks (tap to see them), Avg score 30d and This month completion.
• Quick access: tiles for Tasks, Scan, Actions, Repairs, Equipment and History, plus Patients and/or Diagnostics if your role can see them. Managers also get Checklists, Approvals, Deviations, Analytics, Campus, Teams, DPR and Automate. Equipment managers get Service and Spares. A red badge means something is overdue or needs attention.
• Progress rings for today, this week and this month, Completed – last 7 days and Results – last 30 days (pass, fail, unscored).
• My open tasks: your next tasks. Tap one to start it.
• Managers also see Recently completed and Activity.

If you don't have manager access, the figures on Home only count your own tasks. Managers see the whole company.

The bottom tabs

On any page below the top level, a back arrow appears at the top left of the header.

The More sheet

Tap More to open the sheet. The header shows your name, your role and your email. Below that you'll find:

• Notifications, with a red count of unread alerts.
• Clinical: Patients and Diagnostics, if your role allows them.
• Work: My Team Dashboard, Corrective Actions, My History and Overall Histories.
• Biomedical & facility: Equipment and Work orders, plus Maintenance schedules and Consumables & spares if you manage equipment.
• Manage (manager access only): Checklists, QR codes, Template library, Approvals, Deviations, Override Histories, DPR Reports, Analytics, Automation, Campus & Locations, Teams, Employees, Export data, Audit log and Settings.
• My account, Help center and a language picker (Google Translate).
• Push notifications, Install app on this device (when available) and Log out.

Search

Tap the magnifying glass in the header. Type at least 2 characters to search equipment, work orders, corrective actions and inspections. If your role allows it, the search also covers patients (name, UHID, ward, bed) and test orders (accession number, patient, tests). Managers can also search checklists and employees.

Notifications

The bell in the header shows how many alerts you haven't read. Tap it to see your latest 50 notifications. Opening the page marks them all as read. Tap a notification to go straight to the task, order or approval.

Turn on push notifications

Push alerts reach you even when CareList is closed.

1. Open More.
2. In the Push notifications box, tap Enable and allow notifications when your phone asks.
3. The status changes to "On for this device". Tap Send a test notification to check it works.

If the box says "Blocked in browser settings", allow notifications for the site in your phone's settings. If it says "Not supported here", you're on an iPhone that hasn't installed the app yet. The box only appears once your company's push service has been configured. See Push notifications.

My account

More → My account has two cards:

• Profile: change your Name, Email and Phone. Turn Email me alerts on or off. When it's on, you get an email as well for new tasks, reminders, approvals, critical values and TAT breaches. In-app and push alerts always stay on. Your Role is shown here but only a manager can change it. Tap Save profile.
• Change password: enter your Current password, a New password (min 8) and Confirm new password, then tap Change password.

Sign out

Open More and tap Log out at the bottom. Logging out also stops push notifications on this device and clears the pages saved on it, so do it on any shared device.

Working offline

CareList keeps working when the signal drops:

• A yellow banner says you're offline. Answers you type in an inspection you already have open are saved on the phone and sync automatically when you reconnect.
• Pages you opened earlier still load. A page you have never opened shows "You're offline" with a Try again button.
• Approving, verifying, discharging and other actions need a connection. Wait for the banner to disappear.

Next: Find your role.

Find your role

All 17 CareList roles, who each one is for, which company types offer it, and which chapter to read next.

Your role decides what you see and what you can do in CareList. Find it below, then open your role guide. Each guide covers your tabs, your daily routine and step-by-step instructions.

Check which role you have

There are two places to check:

• More sheet header. Tap More. Under your name you'll see your role and your email, for example "Staff nurse · nisha@hospital.org".
• My account. More → My account shows Role: under your profile details.

Only a manager (or the platform owner) can change your role. You can't change your own role, and an Administrator's role can't be changed from the Employees screen. See Staff and roles.

All roles

"Manager access" means the role sees the Manage section of the More sheet (checklists, approvals, analytics, employees, settings and more) and everyone's work, not just its own.

Two older roles

Accounts created before the medical roles existed may show one of these:

• Manager: full access to the same screens as an Administrator. Read the Administrator and Quality manager guides. New staff can't be given this role.
• Staff / auditor: completes assigned checklists only, with no clinical modules. Read the Housekeeping guide; the screens are the same. This role is still offered for general auditors.

Which fourth tab will I see?

The fourth bottom tab follows your work:

• Patients: ward and management roles in a hospital (Administrator, Medical director, Quality manager, Nursing superintendent, Head of department, Doctor, Staff nurse, Pharmacist, Front office).
• Diagnostics: lab and imaging roles (Lab manager, Pathologist, Radiologist, Lab technician, Phlebotomist, Radiographer), and in a diagnostic centre everyone who can see test orders.
• Orders (work orders): roles with no clinical module, such as Biomedical engineer and Housekeeping.

Not sure which role someone should have?

Pick the role that matches what the person must do, not their title. Examples:

• A ward sister who assigns audits and approves discharge checklists needs Nursing superintendent (or Head of department if she shouldn't admit patients).
• A lab in-charge who must verify reports needs Lab manager / chief pathologist. A Head of department can't verify.

Compare roles side by side in the Permissions matrix.

Platform owner

Use the platform panel to create hospitals and diagnostic centres, set plans and seats, add users, and suspend or support companies.

The platform owner runs the CareList service itself. You don't belong to any company. Instead, you create companies (hospitals and diagnostic centres) and hand each one over to its own Administrator. This chapter covers the platform panel at /platform.

Note: Self-service sign-up is off by default, so every company is created here. On a fresh install the seeded platform owner is owner@example.com (password password). Change the password straight away under More → My account.

The platform panel

When you sign in as the platform owner you go straight to Companies. The bottom bar has only two tabs:

• Companies: totals for Companies, Active, Suspended, Expiring ≤14d and Users, a search box (Search name, ref ID or email) and one card per company with its type, plan, users used / limit and status (Active, Suspended or Expired).
• New: the new-company form.

Tap a company card to open it.

Create a company

1. Tap + New company (or the New tab).
2. Under Company:
   • Company name.
   • Type: choose Type: Hospital or Type: Diagnostic centre. This decides the modules and the ready-made checklists (see below).
   • Plan: Trial (5 users), Starter (10 users), Pro (50 users) or Enterprise (500 users).
   • User limit: the seat limit that's actually enforced. Choosing a plan doesn't change this number, so type it to match.
   • Subscription ends (leave empty for no expiry). When this date passes, the company's users can no longer sign in.
   • Optional Contact email, Phone and Internal notes, which only you can see.
3. Under Company admin login, enter Admin name, Admin email and, optionally, a password. Leave Password (leave empty to generate) empty to have one generated.
4. Tap Create company.
5. The company page opens with a box headed Share these login details — the password is shown only once. Copy the email, password and sign-in address and send them to the administrator securely.

What gets installed automatically

On creation, CareList installs that company type's ready-made checklists. They're all published and ready to assign:

Every Pass/Fail item in these checklists asks for a description and a photo when it's answered Fail. Nothing else is created: no locations, teams, equipment or staff. The administrator does that (see Administrator setup).

Add users to a company

Usually the company's own administrator adds staff. You can also add them here, which is the only way to create another Administrator.

1. Open the company.
2. Under Add user, enter Name and Email, choose a role (the list only shows roles that fit the company type, with Administrator pre-selected) and optionally a password (Password (auto)).
3. Tap Add user and share the one-time login details shown.

If the seat limit is reached, the form says "(seat limit reached)". Raise User limit first. Deactivated users still count towards the limit.

Reset a password or deactivate a user

Each user row shows their email, role and when they last signed in (or "never signed in").

• Reset password: confirm, then share the new password from the box at the top. The old password stops working immediately.
• Deactivate / Activate: a deactivated user can't sign in, but their records are kept.

Change plan, seats, expiry or type

Edit the fields under Plan & company details and tap Save changes.

Changing the Type (for example from diagnostic centre to hospital) installs the new type's checklists, and the confirmation says how many were added. Nothing is removed. Patients only appear for hospitals, and hospital-only roles are only offered to hospitals.

Suspend or reactivate a company

On the company page, tap Suspend. Its users are locked out straight away, including anyone already signed in, and see "This company account is suspended". Tap Activate to restore access. (You can still use Open as admin on a suspended company to look around.) Suspending also stops that company's scheduled email reports.

Open a company as its admin (support)

To see exactly what an administrator sees:

1. Open the company and tap Open as admin. You're signed in as its first active Administrator.
2. An amber bar reads "Viewing as name". Everything you do is recorded under that admin's name, so take care.
3. Tap Back to platform in the amber bar when you're done.

If the company has no active Administrator, you'll see an error. Add or reactivate one first.

Delete a company

This permanently deletes the company, its users and all its data. It can't be undone.

1. Open the company and scroll to Delete company.
2. Type the company name exactly as shown, then tap Delete permanently and confirm.

Tip: To stop a customer temporarily, Suspend instead. To end a subscription on a date, set Subscription ends.

Before you hand over

• Make sure outgoing email is set up for your installation (your IT team does this once). Until it is, password resets, email alerts and compliance reports won't reach anyone.
• Make sure the background scheduler is running (your IT team sets this up once). Reminders, preventive maintenance, TAT alerts and the 07:00 email report depend on it. See Alerts and schedules.
• Switch on push notifications if companies want phone alerts (a one-time setup by your IT team). See Push notifications.

More detail: Platform admin.

Administrator setup – your first week

A phase-by-phase checklist to take a new hospital or diagnostic centre from empty to running audits, alerts and reports.

Administrator

You're the company's first Administrator. The platform owner has created your company and sent you your login. Your company already has ready-made checklists installed for its type (hospital or diagnostic centre). Everything else is up to you. Work through the phases below in order. Each one takes between 10 minutes and an hour.

Tip: Every screen mentioned here is under More → Manage unless stated otherwise.

Phase 1 – Company settings

Open More → Settings (the page is titled Organization settings).

1. Branding & reports
   • Check the Organization name.
   • Pick a Brand colour. It's used on the header, buttons and PDF reports.
   • Upload a Logo (PNG/JPG, max 2 MB).
   • Fill in Report footer (appears on PDF reports), for example your NABH or NABL certificate number and address.
2. Maintenance costs & approvals
   • Labor rate (per hour) is used to price technician time on work orders.
   • Require approval at cost ≥ sends a completed work order to Approvals when parts plus labour reach this amount. Leave it blank for never.
   • Tick Always require approval for critical work orders if every critical repair must be signed off.
3. Email reports
   • Send: Off, Daily at 7:00 (yesterday) or Weekly on Monday at 7:00 (last 7 days).
   • Recipients (comma-separated emails), for example the quality manager and medical director.
4. Tap Save settings, then tap Email the report now to check that it arrives.

Details: Company settings, Notifications and reports.

Phase 2 – Campus and locations

Locations are where checklists happen (wards, ICU, OT, lab sections, X-ray room). They appear on assignments, reports and QR codes.

1. Open Campus & Locations.
2. Open Add campus, enter a Name (for example "Main Block") and an optional address, then tap Add campus.
3. Open Add location, choose the campus, enter a Location name (for example "Ward 3A", "ICU", "Collection Room") and an optional Code, then tap Add location. Repeat for each area.

See Campus and locations.

Phase 3 – Employees and roles

1. Open Employees and tap + Add employee.
2. Fill in Full name, Email (login) and the Role. Optionally add a password, Designation, Department, Campus / site, Reports to and Teams.
3. Tap Save employee and share the one-time login details.

Start with your leadership roles (quality manager, nursing superintendent, lab manager), then department staff. The full rules (which roles appear, seat limits, deactivating) are in Staff and roles.

Note: You can't create another Administrator yourself. Ask the platform owner.

Phase 4 – Teams

Teams let you assign a checklist to a whole group at once, and they feed My Team Dashboard.

1. Open Teams, type a New team name (for example "Nursing – Ward 3A") and tap Create.
2. On the team card, choose a person and tap Add. Repeat for each member.

Phase 5 – Review the installed checklists

1. Open Checklists. You'll see the installed templates, each marked Published or Draft, with its category, question count and assignment count.
2. Open Template library to see the packs. Your own company type's packs are tagged Your industry. Tap Add to install single checklists from another pack, or Add all n checklists.
3. Open the checklists you'll use first and adjust them to your SOPs in the builder: questions, scoring and pass mark, Require manager approval of completed inspections, Layout when filling in and Attestation statement.
4. Untick Published on anything you don't want staff to see yet, and delete checklists you'll never use.

See Checklists and schedules.

Phase 6 – Assign recurring audits

1. Go to Tasks and tap + Assign.
2. Choose the checklist and an optional Location, then pick people under Who (or Or a whole team).
3. Set the first Due date and time and choose Repeat: Never, Daily, Weekly or Monthly.
4. Tap Assign & notify.

Good first assignments: Hand Hygiene Audit (weekly per ward), the NABH or NABL department audits (monthly to each department in-charge), daily lab QC and analyzer start-up (daily to the technician).

Patient care-plan checklists aren't assigned here. Nurses and doctors start them from the patient page. See Patient stay.

Phase 7 – Print QR codes

1. Open QR codes.
2. Tap Print and stick the codes where the work happens:
   • A checklist code (for example by a crash cart) starts that checklist.
   • A location code (for example on the ICU door) lets staff choose which checklist to run there.

Staff scan the codes with the Scan tab or any phone camera, and must be signed in. See QR codes.

Phase 8 – Equipment and maintenance

You can do this yourself or hand it to your Biomedical engineer or Lab manager (both can manage equipment).

1. More → Equipment → + Add: enter Name, Category, Location, Serial number and Tag (blank = auto), then Save.
2. On the Equipment screen, tap Print QR labels and stick each label on its device.
3. More → Maintenance schedules: choose the equipment, enter the Task, choose Time-based (with a frequency, First due and Lead days) or Meter-based, set the priority and assignee, then tap Add schedule. Due schedules become work orders automatically (checked hourly).
4. More → Consumables & spares: add each part you stock with its SKU, Unit cost, In stock and Reorder at quantity, so low stock is flagged.

See Equipment, Preventive maintenance and Biomedical engineer.

Phase 9 – Automation rules

Rules run every time an inspection is submitted.

1. Open Automation.
2. Example: Rule name "Failed audit item → action". For When…, choose A Pass/Fail question is answered "Fail". Set Checklist to Any checklist and tick Create corrective action with priority High, due in 3 days, assigned to whoever assigned the task.
3. Tap Add rule. Use Pause / Resume to switch a rule off and on.

See Notifications and reports and Automation rules.

Phase 10 – Test with a demo run

Before go-live, walk one checklist through end to end:

1. Assign a short checklist (for example Hand Hygiene Audit) to yourself, due in an hour.
2. Open Tasks → Start. Answer one item Fail, add the description and photo, sign, and tap Submit inspection.
3. Check that the report opens and that Download PDF shows your logo and footer.
4. Open Deviations: the failed item is listed. If you set up the rule in Phase 9, a corrective action is waiting in Corrective Actions.
5. If the checklist requires approval, open Approvals and Approve it.
6. Check Home, Analytics and Audit log to see the activity.

When this works, tell your staff to sign in (send them Your first sign-in) and point them at their role guide.

Staff and roles

Add and edit employees, choose the right role, work within seat limits, deactivate leavers and organise people into teams.

AdministratorMedical director / superintendentQuality manager (NABH / NABL)Nursing superintendentHead of departmentLab manager / chief pathologist

Everyone who uses CareList needs their own login. Their role decides what they see and do. This chapter explains how to manage staff from More → Employees and More → Teams.

Who can manage staff

Employees and Teams are in the Manage section, so every role with manager access can open them: Administrator, Medical director, Quality manager, Nursing superintendent, Head of department and Lab manager (plus the older Manager role). Agree within your organisation who actually adds and edits staff. Usually that's the Administrator and, for their own departments, the nursing superintendent and lab manager.

Add an employee

1. Open More → Employees. The top line shows seats in use, for example "23 of 50 users · Pro plan".
2. Tap + Add employee.
3. Basic details
   • **Full name *** and **Email (login) *** (required). The email must be unique across CareList.
   • Employee ID and Phone (optional).
   • Password (leave empty to generate). Leave it empty and CareList creates a secure one.
4. Job
   • Designation and Department (free text, shown on the employee card).
   • Role (decides what this person can see and do). See "Choosing a role" below.
   • Date of joining, Campus / site, Reports to (a manager-access user) and Teams (tick any).
   • Emergency contact (name & phone).
5. Tap Save employee.
6. A box headed Share these login details — the password is shown only once appears. Copy the email and password and give them to the person, who can change the password under My account.

Every new employee is recorded in the Audit log as user created, with the role.

Choosing a role

The Role list only shows roles that fit your company type:

• Hospitals see all 16 assignable roles plus Staff / auditor.
• Diagnostic centres don't see Medical director / superintendent, Nursing superintendent, Doctor / consultant, Staff nurse or Pharmacist.

Roles marked · manager access (for example "Quality manager (NABH / NABL) · manager access") open the whole Manage section: checklists, assigning, approvals, deviations, analytics, employees and settings. Give manager access only to people who should see and change company-wide data.

Tap What can each role do? under the list for a quick summary, or see the Permissions matrix. A few rules of thumb:

Administrators are created by the platform owner

Administrator isn't in the list. You can't create another administrator or promote someone to administrator from Employees. Ask your platform owner, who can add an Administrator from the platform panel (see Platform owner).

Older roles

• Staff / auditor is still offered. It completes assigned checklists only, with no clinical modules.
• Manager (full access) is no longer offered for new staff. Existing Manager accounts keep it, and it stays selectable while you edit them. Consider moving them to a medical role such as Quality manager so their access is explicit.

Edit an employee

1. In Employees, tap Edit on the card.
2. Change any details. To set a new password, type it in New password (leave empty to keep).
3. Tap Save changes.

Two protections apply:

• Administrators keep their role. An Administrator's card shows "Role: Administrator (cannot be changed here)".
• You can't change your own role, so you can't lock yourself out by mistake.

Seat limits

Your plan allows a fixed number of users (the User limit set by the platform owner). When every seat is used, saving a new employee fails with: "Your plan allows n users and all seats are used. Ask the platform administrator to raise the limit."

• Deactivated employees still use a seat.
• Removing an employee frees the seat.

When someone leaves or goes on long leave

On the employee's card:

• Deactivate blocks sign-in straight away ("Your account has been deactivated…") and keeps all their history. Tap Activate to restore access. Use this for leavers so their completed inspections and signatures stay attributed.
• Remove deletes the user account after confirmation. Only do this for accounts created by mistake.

You can't deactivate or remove yourself.

Tip: Before deactivating someone, check Tasks (filter Pending and Overdue) for their open assignments. Reassign them by creating new assignments, then Remove the old ones. Do the same for their open Corrective Actions and Work orders by changing the Assignee.

Teams

Teams group people so you can assign a checklist to all of them in one go (Or a whole team on the assign screen). Each person's My Team Dashboard shows progress for their teams.

1. Open More → Teams.
2. Type a New team name and tap Create.
3. On the team card, pick a person and tap Add. Tap ✕ next to a member to remove them.
4. Tap Delete to remove the team. The people stay; only the grouping goes.

You can also tick teams on the employee form.

Good team examples: "Nursing – Ward 3A", "ICU nurses", "Lab – Biochemistry", "Housekeeping – Night shift", "Internal auditors".

Related

• Administrator setup: where staff fit in your first week.
• Find your role: send this to new staff.
• Help center: Employees and teams, Roles and permissions.

Checklists and schedules

Install ready-made checklists, edit them in the builder, publish, assign them on a schedule and put QR codes where the work happens.

AdministratorMedical director / superintendentQuality manager (NABH / NABL)Nursing superintendentHead of departmentLab manager / chief pathologist

A checklist (also called a template) is the form: its questions, scoring and rules. An assignment (a task) is one checklist given to one person, with a due time and optionally a location and a repeat. A completed assignment becomes an inspection with a PDF report.

Everything in this chapter needs manager access.

1. Start from the template library

Your company already has its type's packs installed (see Platform owner). To add more:

1. Open More → Template library. Your company type's packs come first, tagged Your industry.
2. Tap a pack to open it and read its description. Each checklist shows its item count, or Added ✓ if you already have it.
3. Tap Add next to one checklist, or Add all n checklists. Checklists with the same name as one you already have are skipped, so your edited copy is never overwritten.

Library checklists arrive published, with scoring and pass marks set. Every Pass/Fail item automatically asks for Describe the issue and Photo evidence when it's answered Fail. See Template library and NABH and NABL audits.

2. Find and manage checklists

Open More → Checklists (the page is titled Checklist templates). Each card shows the name, Published or Draft, the category, question count and assignment count, and these buttons:

• Edit opens the builder.
• QR jumps to the checklist's QR code (published checklists only).
• CSV downloads the checklist's results.
• Copy duplicates it (as "name (copy)", unpublished), including its conditional logic. Use this to make a ward-specific version.
• Delete removes the checklist and its assignments. Unpublish instead if it has history you need.

To build from scratch, tap + New checklist, enter the **Template name *** and optional Category, then tap Create & open builder.

3. Edit in the builder

The builder has a sticky bar at the top with Published, + Question and Save. Nothing is stored until you tap Save. A green "Saved time" confirms it worked.

Checklist settings

• Template name, Category, Description.
• Score this checklist, then Pass if score ≥ n %. Pass/Fail, rating and choice questions are scored, each with a Weight. N/A and unanswered items are left out of the score. See Scoring and pass marks.
• Require manager approval of completed inspections. Each submission then waits in Approvals until a manager approves it or sends it back. See Approvals.
• Layout when filling in:
  • All questions on one page.
  • Wizard – one question per screen, with Back / Next. This works well for the WHO Surgical Safety Checklist and vitals.
• Attestation statement (optional). If you fill this in, the person must accept the statement before submitting. Their name and the time are stamped on the report as "Electronically attested by…". See Signatures and attestation.

Questions

Tap a type under Add a question (or + Question in the bar):

For each question you can set Question, Help text (optional), Required, and Weight (when scoring is on). Use ↑ / ↓ to reorder and ✕ to delete. See Question types.

Conditional logic

Each question has a Show only if box. Pick another question, then an operator (is equal to, is not equal to, contains or is answered) and a value. For example, show "Temperature log photo" only if "Fridge temperature in range?" is equal to Fail. Hidden questions are never required. You must save a new question once before other questions can depend on it. See Conditional questions.

4. Publish

Tick Published in the sticky bar and tap Save. A checklist with no questions can't be published. Only published checklists can be assigned, scanned or started from equipment and patient pages. Untick Published to hide a checklist without losing its history.

5. Assign it

1. Open Tasks and tap + Assign (the page is titled Assign a checklist).
2. Checklist (published only), an optional Title (optional) (for example "Hand hygiene – Ward 3A – week 12") and an optional Location.
3. Who: tick one or more people (their role is shown next to their name), and/or choose Or a whole team. Everyone ticked gets their own task.
4. When:
   • Due: date and time. This must be in the future.
   • Repeat: Never, Daily, Weekly or Monthly.
   • Notes: instructions shown with the task.
5. Tap Assign & notify. Each person gets a notification (in-app, push and, unless they opted out, email).

How repeats work: the next task is created when the current one is completed, due one period after the previous due time. Missed periods are skipped, so nobody inherits a backlog. If a task is never completed, no new one is created. Watch Overdue on Home and Tasks.

Other ways a checklist gets assigned:

• Equipment: on an equipment page, a user picks a checklist and taps Start inspection. It's assigned to them, due in 8 hours, and linked to that device.
• Patients (hospital): the patient page's care plan (Start standard care plan, or Add checklist to care plan with repeats such as every 4 or 8 hours). See Patient stay.
• Diagnostics: protocol checklists attached to a test order. See Lab test order.
• QR codes: see below.

Manage tasks

In Tasks, managers see everyone's tasks and can:

• Remove a task.
• Override… a task that won't be done (enter a Reason and tap OK). It's closed as Overridden and listed in More → Override Histories.

6. QR codes for checklists and locations

1. Open More → QR codes.
2. Checklists: one code per published checklist. Scanning it starts that checklist (or offers Resume in-progress checklist).
3. Locations: one code per location from Campus & Locations. Scanning it shows Choose a checklist to run here and the equipment at that location.
4. Tap Print and laminate the codes.

Staff scan with the Scan tab or their phone camera, and must be signed in. A QR scan creates a task for the person scanning, so no prior assignment is needed. This is useful for ad-hoc rounds. See QR codes.

Related

• Notifications and reports: reminders and automation for these tasks.
• Failed item to corrective action.
• Help center: Build a checklist, Assign checklists.

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

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)

Email compliance report

A summary email for the quality team, sent by the system at 07:00.

1. Open More → Settings and scroll to Email reports.
2. Choose Send:
   • Daily at 7:00 (yesterday)
   • Weekly on Monday at 7:00 (last 7 days)
   • Off
3. Enter Recipients (comma-separated emails). They don't need a CareList login, so you can include, for example, the CEO or an external consultant.
4. Tap Save settings.
5. 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).

1. Rule name.
2. When…:
   • A Pass/Fail question is answered "Fail"
   • Inspection score is below a threshold (fill in Score threshold % (low score))
   • Any inspection is completed
3. Checklist: Any checklist or one specific checklist.
4. 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.
5. 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.

1. Pick a date and tap Go.
2. 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.
3. 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:

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.

Administrator

Daily guide for the company administrator: full access to every module, settings, staff and reports.

Administrator

Who this is for

The Administrator runs CareList for one hospital or diagnostic centre. This is often the hospital administrator, quality head or IT lead. You have every capability, can open every screen and are the main contact for the platform owner. For first-time setup, follow Administrator setup first.

What you see

• Bottom tabs: Home, Tasks, Scan, then Patients (hospital) or Diagnostics (diagnostic centre), then More.
• More sheet:
  • Clinical: Patients (hospital only), Diagnostics.
  • Work: My Team Dashboard, Corrective Actions, My History, Overall Histories.
  • Biomedical & facility: Equipment, Work orders, Maintenance schedules, Consumables & spares.
  • Manage: Checklists, QR codes, Template library, Approvals, Deviations, Override Histories, DPR Reports, Analytics, Automation, Campus & Locations, Teams, Employees, Export data, Audit log, Settings.
• Home shows company-wide figures plus Recently completed and Activity, with badges for pending approvals, open deviations, overdue actions and repairs, equipment down and low stock.

Your day

Start of day

1. Read the 07:00 compliance email, if you're a recipient.
2. Open Home and check the badges on Approvals, Deviations, Actions, Repairs, Equipment and Spares.
3. Tap the Overdue tile to see tasks nobody has done yet.

During the day

4. Clear Approvals.
5. Deal with staff changes: new joiners, leavers, role changes.
6. Answer "I can't see…" questions. Nine times out of ten the answer is the person's role. See Troubleshooting by role.

End of day / week

7. Check DPR Reports for today.
8. Weekly: review Analytics, the Audit log and seat usage on Employees.

Step by step

Add a new joiner

1. More → Employees → + Add employee.
2. Enter Full name, Email (login) and the Role, plus department, teams and Reports to.
3. Tap Save employee and share the one-time login details.

Full rules: Staff and roles.

Handle a leaver

1. In Tasks, check the leaver's open tasks and reassign them.
2. More → Employees, find the person and tap Deactivate. Their history stays and the seat stays in use. Tap Remove only for accounts created by mistake.

Change company settings

1. More → Settings.
2. Update branding, Report footer, Labor rate (per hour), Require approval at cost ≥, Always require approval for critical work orders, or Email reports.
3. Tap Save settings. Use Email the report now to test the email.

Approve or send back

1. More → Approvals.
2. For an inspection, open the title to read it, then tap Approve or type a note and tap Send back.
3. For a work order, check the cost and work done, then tap Approve & close or Send back with a note.

See Approvals.

Override a task that won't be done

1. Tasks, find the task, tap Override…, enter a Reason and tap OK.
2. It now appears in More → Override Histories.

Answer a patient-privacy question

1. More → Audit log.
2. Filter by Patient (or Diagnostic). Each viewed entry shows who opened which record and when.

Delete a record entered by mistake

As an administrator you can delete checklists, tasks, corrective actions, equipment, work orders, patient records (Delete patient record) and diagnostic orders. Deleting is permanent. For test orders, Cancel is usually better because it keeps the trail.

Get help from the platform owner

Ask the platform owner to add another Administrator, raise the seat limit, extend the subscription or change the company type. They can also Open as admin to see your screens while helping you.

What you can't do

Try it

Sign in with the demo accounts (password password):

• Hospital: admin@hospital.test
• Diagnostic centre: admin@diagnostics.test

Things to try: open Approvals and Deviations, open a patient and then find your viewed entry in the Audit log, and tap Email the report now in Settings.

Medical director / superintendent

Oversee clinical quality across the hospital: dashboards, critical values, approvals, deviations, analytics and the NABH programme.

Medical director / superintendent

Who this is for

The Medical director / superintendent oversees clinical quality across all departments of a hospital. (This role isn't offered to diagnostic centres.) You have manager access and every clinical capability, so you can see and do everything an administrator can except company-admin tasks reserved for the platform owner. In practice you'll mostly review: compliance, critical results, failures and trends.

What you see

• Bottom tabs: Home, Tasks, Scan, Patients, More.
• More sheet:
  • Clinical: Patients, Diagnostics.
  • Work: My Team Dashboard, Corrective Actions, My History, Overall Histories.
  • Biomedical & facility: Equipment, Work orders, Maintenance schedules, Consumables & spares.
  • Manage: all items, from Checklists to Settings.
• Home shows the whole hospital: today's completion, Overdue, Avg score 30d, and badges on Patients (overdue care tasks), Diagnostics (orders past TAT), Approvals and Deviations.
• Alerts you receive: every Critical value logged in the lab or imaging, every Approval needed, and anything assigned to you.

Your day

Start of day

1. Read the daily compliance email (ask the administrator to add you to Recipients).
2. Open Home. Check the Patients and Diagnostics badges and the Overdue tile.
3. Open Notifications and review overnight Critical value alerts.

During the day

4. Spot-check Patients for overdue care tasks on high-risk wards.
5. Review Deviations and make sure serious ones have a corrective action with an owner.
6. Approve audits waiting in Approvals, or leave routine ones to the quality manager.

End of week / month

7. Analytics: weakest locations and most frequent failures.
8. Review the NABH audit programme with the quality manager (see below).

Step by step

Review a critical value

1. Tap the Critical value notification. It opens the test order.
2. Check who was notified, when, and by whom.
3. If follow-up is needed, create a corrective action from More → Corrective Actions → + New.

The verifier can't sign off the report until the call has been logged. See Critical value.

Watch turnaround times

1. More → Diagnostics. Orders past their TAT target are flagged (targets: STAT 1 h, urgent 4 h, routine 24 h).
2. The daily email shows the % verified within TAT and open orders already past TAT.

TAT-breach alerts go to the administrators, quality managers and report verifiers, not to the medical director. Check the badge on Home.

Check patient care compliance

1. Patients. Filter by ward and look at Overdue care tasks.
2. Open a patient to see their care plan and Completed checklists. Opening a record is logged as patient · viewed in the audit log.

Approve a checklist

1. More → Approvals.
2. Open the inspection, review the answers, score and photos, then tap Approve, or enter a note and tap Send back.

See Approvals.

Follow up deviations

1. More → Deviations (open ones are shown first).
2. For each deviation, either tap Create action to assign a corrective action, or enter How was this resolved? and tap Resolve.

See Failed item to corrective action.

Read the analytics

More → Analytics: average score by week, Most frequent failures, By checklist, Locations by average score (lowest first) and Inspectors by average score. Use My Team Dashboard for the progress of the teams you belong to.

Oversee the NABH audit programme

1. More → Checklists: confirm the NABH department audits you use are Published and, ideally, set to Require manager approval of completed inspections.
2. Tasks (filter Overdue) or DPR Reports: check that the monthly audits are being done.
3. Use Export data → Completed inspections and PDF reports as evidence for assessors.

See NABH audit cycle.

Verify a report (when needed)

You hold both verify capabilities. On an order in Reported status you'll see Mark as verified, but normally leave this to the pathologist or radiologist. See Lab test order.

What you can't do

You can reach Employees and Settings. Agree with the administrator who changes them.

Try it

There's no seeded medical director. Sign in as admin@hospital.test (password password), open More → Employees → + Add employee, choose Medical director / superintendent · manager access, save, and sign in with the details shown. Then open Diagnostics and find the seeded critical-value order.

Quality manager (NABH / NABL)

Run the audit programme: build and assign checklists, approve, chase deviations and actions, and keep NABH / NABL evidence ready.

Quality manager (NABH / NABL)

Who this is for

The Quality manager (NABH / NABL) owns the quality system in a hospital or diagnostic centre. You decide which audits run, when and by whom. You sign off results, make sure every failure is followed up and produce evidence for assessors. You have manager access and every clinical capability.

What you see

• Bottom tabs: Home, Tasks, Scan, then Patients (hospital) or Diagnostics (diagnostic centre), then More.
• More sheet: Clinical (Patients in hospitals, Diagnostics), Work, Biomedical & facility (all four items) and the full Manage section: Checklists, QR codes, Template library, Approvals, Deviations, Override Histories, DPR Reports, Analytics, Automation, Campus & Locations, Teams, Employees, Export data, Audit log, Settings.
• Alerts you receive: Approval needed, Critical value, TAT breached, inspections completed for tasks you assigned, and actions you created being completed.

Your day

Start of day

1. Read the 07:00 compliance email: failed audits, missed tasks, new deviations, overdue actions, TAT and critical values.
2. Home: check the Approvals, Deviations and Actions badges and the Overdue tile.

During the day

3. Clear Approvals: approve or send back.
4. Triage new Deviations: create actions or resolve them.
5. Chase overdue Corrective Actions. Filter by Overdue.
6. Override tasks that genuinely can't be done (ward closed, equipment out of service), with a reason.

End of day

7. DPR Reports for today, and Download PDF for the file.

Weekly / monthly

8. Analytics: lowest-scoring locations, most frequent failures, inspectors by average score.
9. Check the NABH / NABL audit schedule is on track and prepare evidence.

Step by step

Set up an audit checklist

1. More → Template library: add what you need (for example NABH Accreditation Audits or NABL / Diagnostic Centre Audits).
2. More → Checklists → Edit: adapt the questions to your SOPs. Check Score this checklist and the Pass if score ≥ value.
3. Tick Require manager approval of completed inspections, and add an Attestation statement if auditors must confirm they checked in person.
4. Tick Published and tap Save.

Details: Checklists and schedules.

Schedule the audit programme

1. Tasks → + Assign.
2. Choose the audit, the Location and the auditor (or Or a whole team), set Due and Repeat (Monthly for most department audits), and tap Assign & notify.
3. For quarterly audits (HR, IT, Purchase, Document Control, Information Management), use Repeat: Never and assign each quarter, since the Repeat list has no quarterly option.

Approve or send back an audit

1. More → Approvals, under Inspections awaiting sign-off.
2. Tap the title to read the full inspection (answers, photos, signature, attestation).
3. Tap Approve (a note is optional), or type a note and tap Send back. The auditor gets the note and the inspection reopens for them to fix and resubmit.

See Approvals.

Turn a deviation into a corrective action

1. More → Deviations. Each one shows the failed question, checklist, location and auditor.
2. Tap Create action, then fill in Title, Description, Priority, Due and Assign to, and tap Create action.
3. When the assignee completes the action with a Completion note (required to complete), the deviation is resolved automatically.
4. If a deviation needs no action, enter How was this resolved? and tap Resolve.

See Failed item to corrective action.

Automate follow-up

More → Automation: for example, create a rule for A Pass/Fail question is answered "Fail" → Create corrective action (priority High, due in 3 days). Another for Inspection score is below a threshold (for example 85) → Notify yourself. See Notifications and reports.

Review overrides

More → Override Histories lists every task a manager closed without completing it, with who did it and why. Review it monthly. Assessors may ask.

Produce evidence for assessors

• Inspection PDF: open any inspection from Overall Histories → Download PDF. It includes your logo, report footer, signatures and attestation.
• DPR Reports → Download PDF for daily completion.
• More → Export data → Completed inspections / Corrective actions with a date range.
• CSV on a checklist card for every answer to that audit.
• Audit log for approvals, overrides and patient-data access.

Keep the compliance email right

More → Settings → Email reports: choose Daily or Weekly, set Recipients, Save settings, then Email the report now to check it.

Monitor diagnostics quality

In Diagnostics, watch orders past TAT and check the seeded protocol checklists (QC, critical-value communication, report release). You get TAT breached and Critical value alerts. See Critical value.

What you can't do

Try it

Hospital demo: sign in as quality-manager@hospital.test (password password). Look at the seeded Hand Hygiene Audit history in Overall Histories (one result is below the 85% pass mark). Then assign yourself a short audit, answer one item Fail, and follow it into Deviations.

There's no seeded quality manager in the diagnostic centre. Sign in as admin@diagnostics.test and add one under More → Employees.

Nursing superintendent

Run the wards: nursing teams, admissions and care plans, ward audits, discharge sign-off and sample collection.

Nursing superintendent

Who this is for

The Nursing superintendent (hospital only) manages nursing staff, wards and patient care plans. You have manager access, so you can assign and approve checklists and manage staff. On the clinical side you can admit, plan care for and discharge patients, see test orders, register them and mark samples collected. You can't process, verify or hand over reports, and you can't register equipment.

What you see

• Bottom tabs: Home, Tasks, Scan, Patients, More.
• More sheet:
  • Clinical: Patients, Diagnostics.
  • Work: My Team Dashboard, Corrective Actions, My History, Overall Histories.
  • Biomedical & facility: Equipment, Work orders (view and report faults only).
  • Manage: the full list, including Checklists, Approvals, Deviations, Teams, Employees and Settings.
• Home shows the Patients tile with a red badge for overdue care tasks across the hospital.
• Alerts you receive: Approval needed (for example discharge checklists), completions of tasks you assigned, and anything assigned to you.

Your day

Start of shift

1. Patients: filter by ward and check Overdue care tasks and allergy flags.
2. My Team Dashboard: completion for your nursing teams today.
3. Tasks, filter Overdue: chase or reassign.

During the shift

4. Approve discharge checklists and ward audits in Approvals.
5. Make sure every new admission has a care plan.
6. Act on ward Deviations (for example a fall-risk item answered Fail).

End of shift / week

7. DPR Reports for today's ward checklists.
8. Weekly: Analytics → Locations by average score (lowest first) to find the wards that need support.

Step by step

Organise nursing teams

1. More → Teams: create one team per ward or shift (for example "Nursing – Ward 3A") and Add the nurses.
2. To add a new nurse, use More → Employees → + Add employee with the role Staff nurse, and tick the team. See Staff and roles.

Admit a patient

1. Patients → + Admit.
2. Fill in **UHID / MRN ***, **Full name ***, gender, ward, Bed no., Attending doctor, Diagnosis / reason for admission and Allergies (leave empty if none known), and choose a Primary nurse (optional).
3. Leave Start the standard care plan ticked to create the admission assessment, vitals every 4 h, a nursing round each shift, and daily medication and fall-risk checks.
4. Tap Admit patient.

Adjust a care plan

1. Open the patient.
2. Open Add checklist to care plan. Choose the checklist, a frequency (Once, Every 4 hours, Every 6 hours, Every 8 hours (each shift), Every 12 hours or Daily) and the nurse (Assign to: primary nurse / me), and optionally First due.
3. Tap Add to care plan. If the plan is empty, Start standard care plan adds the standard set.

See Patient stay.

Order tests and collect samples on the ward

1. On the patient page, tap Order lab / imaging tests. See Lab test order.
2. After drawing the sample, open the order and tap Mark as sample collected. Print the Sample label if needed.

Approve a discharge checklist

The ready-made Discharge Readiness Checklist requires manager approval.

1. More → Approvals. Open the inspection and check every item and both signatures.
2. Tap Approve, or type what's missing and tap Send back. The nurse gets the note and the checklist reopens for them.

See Approvals.

Discharge a patient

1. Open the patient and tap Discharge (it jumps to Discharge patient).
2. Add an optional Discharge note and tap Discharge. Remaining open care checklists are closed automatically (they show as Overridden with the reason "Patient discharged") and stop repeating.
3. Re-admitting the same person later uses Re-admit on their record.

Assign ward audits

1. Tasks → + Assign: for example Hand Hygiene Audit, Location "Ward 3A", Or a whole team "Nursing – Ward 3A", Repeat Weekly.
2. Tap Assign & notify. See Checklists and schedules.

Follow up a failed ward item

1. More → Deviations → Create action, assigned to the ward in-charge with a due date.
2. Track it in Corrective Actions (filter Overdue).

See Failed item to corrective action.

Report a broken device

More → Work orders → + New: enter a Title and What's wrong / what needs doing?, pick the Asset (for example an infusion pump), set Priority, choose the biomedical engineer under Assign to (they're notified), tick Asset is down / out of service if it can't be used, and tap Create work order. See Equipment breakdown.

What you can't do

You can delete patient records (Delete patient record) and diagnostic orders. Only do this for records entered by mistake.

Try it

There's no seeded nursing superintendent. Sign in as admin@hospital.test (password password), add one under More → Employees with Nursing superintendent · manager access, then sign in as them. The demo patients Anita Rao and Joseph Mathew already have standard care plans, assigned to nurse@hospital.test.

Head of department

Run your department's checklists and people: assign audits, approve, follow up failures and watch your team's results.

Head of department

Who this is for

The Head of department manages one department's checklists and staff. Examples include the head of OT, emergency, CSSD, pharmacy, housekeeping or front office in a hospital, or a section head in a diagnostic centre. You have manager access, so you can assign, approve and report. Clinically you can only look: you can view patients (hospitals) and test orders, but you can't admit, register, collect, process, verify or deliver.

What you see

• Bottom tabs: Home, Tasks, Scan, then Patients (hospital) or Diagnostics (diagnostic centre), then More.
• More sheet:
  • Clinical: Patients (hospital only), Diagnostics.
  • Work: My Team Dashboard, Corrective Actions, My History, Overall Histories.
  • Biomedical & facility: Equipment, Work orders.
  • Manage: the full list, from Checklists to Settings.
• Home shows company-wide figures. My Team Dashboard narrows them to you and the members of your teams.
• Alerts you receive: Approval needed, completions of tasks you assigned, and anything assigned to you.

Note: Because you have manager access, Tasks, Approvals, Deviations and Corrective Actions show the whole company, not just your department. Use your team names, location names and the Assigned to me filter to focus.

Your day

Start of day

1. My Team Dashboard: today's completion, overdue tasks and results for your teams.
2. Tasks, filter Overdue: chase your staff.

During the day

3. Approvals: sign off your department's audits.
4. Deviations from your locations: create actions for them.
5. Corrective Actions: check progress on the ones assigned to your staff.

End of day / week

6. DPR Reports: the day's scheduled versus completed checklists.
7. Weekly: Analytics → By checklist and Inspectors by average score for your department's audits.

Step by step

Set up your department team

1. More → Teams: create a team (for example "OT staff") and Add each member.
2. New starters: More → Employees → + Add employee, with the right role and your team ticked. Set Reports to to yourself. See Staff and roles.

Assign your department's checklists

1. Tasks → + Assign.
2. Choose the checklist (for example OT Audit, CSSD Audit, Housekeeping Services Audit), the Location, and your team under Or a whole team.
3. Set Due and Repeat, then tap Assign & notify.

See Checklists and schedules.

Adapt a checklist to your department

1. More → Checklists. Tap Copy on the original to keep it intact, then Edit the copy.
2. Rename it (for example "Housekeeping Services Audit – OT complex"), adjust the questions, tick Published and tap Save.

Approve your department's work

1. More → Approvals.
2. Open each inspection from your area. Tap Approve, or type a note and tap Send back.

See Approvals.

Follow up a failure

1. More → Deviations. Find the deviation from your location.
2. Tap Create action, assign it to the person responsible, set Priority and Due, and tap Create action.
3. Track it in Corrective Actions. Comment on the action to chase progress.

See Failed item to corrective action.

Override a task that can't be done

If a room is closed for renovation or a device is out of service, go to Tasks, tap Override… on the task, enter a Reason and tap OK. The quality team reviews these in Override Histories.

Look up a patient or an order

• Hospitals: Patients shows admitted patients and care plans, read-only. Each record you open is logged in the audit log as patient · viewed.
• Diagnostics shows test orders and their status, read-only.

Report an equipment fault

More → Work orders → + New, or open the device under Equipment and tap Report problem / new work order. See Equipment breakdown.

What you can't do

Settings, Employees and Automation are open to you as a manager. Agree with your administrator before changing company-wide items.

Try it

There's no seeded head of department. Sign in as admin@hospital.test or admin@diagnostics.test (password password), add one under More → Employees with Head of department · manager access, add them to a team (in the hospital demo, the seeded "Nursing – Ward 3A"), then sign in as them and open My Team Dashboard.

Doctor / consultant

Admit and discharge patients, set up care plans, order lab and imaging tests and follow results from your phone.

Doctor / consultant

Who this is for

You are a consultant, resident or duty doctor in a hospital company. Your role is Doctor / consultant. CareList gives you the ward board, each patient's care plan and the test orders for your patients. You can admit, edit, re-admit and discharge patients, plan care and order tests. You do not collect samples or sign off reports, and you do not see the management screens.

Note: The doctor role is only offered to hospital companies. Diagnostic centres record the referring doctor as a name on the test order.

What you see

Home has a Patients tile with a red badge for overdue care tasks and a Diagnostics tile with a badge for test orders that have breached their TAT.

Your day

1. Start of round. Open Patients. The top cards show Admitted now and Overdue care tasks. Patients with an overdue checklist have a red left border. Filter by ward, or search by name, UHID or bed.
2. At each bed. Tap the patient, or scan the bedside QR with Scan. Read the red Allergies box, the open care-plan checklists and the completed ones (with their scores).
3. Plan care. Add or change care-plan checklists, and order tests where needed.
4. During the day. Check Diagnostics for your patients' orders. A red Critical chip means the lab has phoned through a panic value.
5. Discharges. Make sure the Discharge Readiness Checklist is done, then discharge.

Step by step

Admit a patient

1. Go to Patients and tap + Admit.
2. Fill in Full name and UHID / MRN (both required; each UHID can be used only once in your company). Add gender, blood group, date of birth, phone and attendant if you have them.
3. Under Admission, set Admitted on, Ward, Bed no., Attending doctor and Primary nurse (optional).
4. Add Diagnosis / reason for admission, Allergies and Other notes.
5. Leave Start the standard care plan ticked to create the admission assessment, vitals every 4 hours, a nursing round each shift, a daily medication check and a daily fall-risk check. They go to the primary nurse, or to you if no nurse is set.
6. Tap Admit patient.

Add a checklist to the care plan

1. On the patient page, open Add checklist to care plan.
2. Pick the checklist, then a frequency: Once, Every 4 hours, Every 6 hours, Every 8 hours (each shift), Every 12 hours or Daily.
3. Choose who does it. Assign to: primary nurse / me is the default.
4. Optionally set First due. If you leave it blank, the first one is due in 1 hour.
5. Tap Add to care plan. The assignee gets a notification.

If the patient has no open checklists, Start standard care plan adds the five standard checklists in one tap. Apply standard care plan instead does the same from the add form and skips any that are already open.

Order lab or imaging tests

1. On the patient page, tap Order lab / imaging tests. The patient's name, UHID, age, gender, phone and doctor are filled in for you, and Source is set to IPD.
2. Choose Laboratory or Imaging, then type the tests in Tests / studies requested (separate them with commas or put one per line).
3. Set Priority: Routine (24 h TAT), Urgent (4 h) or STAT (1 h).
4. Add Clinical notes / preparation, for example fasting status or a contrast allergy.
5. Keep Attach the protocol checklist ticked so the sample-collection or imaging-safety checklist is created.
6. Tap Register order. The order gets an accession number such as DX-000012.

You can also start from Diagnostics → + New order and choose the admitted patient from the list.

Follow a result

Open the order from Diagnostics or from the link on the patient. The pipeline shows each step with its time, the TAT against its target and any Critical result banner. You can Edit an open order, or close it with Reject / cancel (Cancel for imaging) and a reason. Only the lab and imaging teams move it through the next steps.

Discharge and re-admit

1. Complete the Discharge Readiness Checklist, or have it completed. Add it to the care plan with frequency Once.
2. Tap Discharge at the top of the patient page. This jumps to the Discharge patient box.
3. Add an optional discharge note and tap Discharge, then confirm. Any open checklists are closed and no new repeats are created.
4. If the patient comes back, open them under Discharged and tap Re-admit. Then tap Start standard care plan to restart care.

What you can't do

Try it

Sign in as doctor@hospital.test with the password password. Open Patients → Anita Rao to see a standard care plan with a penicillin allergy. Then tap Order lab / imaging tests. See also wf-patient-stay and wf-lab-test-order.

Staff nurse

Run bedside care-plan checklists, sign and attest, work offline, order tests and collect ward samples.

Staff nurse

Who this is for

You are a ward, ICU or theatre nurse in a hospital company. Your role is Staff nurse. Most of your work in CareList is filling in the care-plan checklists assigned to you: vitals, shift rounds, medication checks and risk assessments. You also run audits such as the Hand Hygiene Audit, order tests, and collect samples on the ward.

What you see

Home shows My open tasks and a Patients tile with a red badge when care checks are overdue.

Your day

1. Start of shift. Open Tasks and tap Overdue, then Pending. Open Patients and look for red borders and the overdue chips.
2. Bedside rounds. At each bed, scan the bedside QR. Run every checklist that is due for that patient.
3. During the shift. Act on notifications (new tasks, reminders), collect ward samples, and report broken equipment from Scan.
4. End of shift. Check that Tasks → Overdue is empty. Submit any drafts, and tell the next shift about anything you left in progress.

Step by step

Open a care-plan checklist

• From Tasks: tap Start, or Continue for a draft.
• At the bed: tap Scan, point the camera at the bedside QR, and the patient page opens. Under Care plan – open checklists, tap Start next to your checklist. Overdue items have a red border.

The checklist header shows the patient's name, UHID, bed and doctor, with any Allergies in red.

Note: You can only open checklists that are assigned to you. If someone else's checklist needs doing, ask the nurse in charge to reassign it.

Fill in vitals in wizard mode

Some checklists, such as Vitals Chart, show one question at a time.

1. Answer the question, then tap Next. The bar shows Question 3 of 9 and a percentage.
2. Tap Back to change an earlier answer. A required question (marked *) won't let you go on until it's answered.
3. Copy answers from last time fills in the answers from this patient's last completed checklist. Change whatever is different. Photos, signatures and locations are never copied.
4. The last screen is Review and submit.

Sign, attest and submit

1. For a signature question, type your name in Full name and sign in the box (Sign with your finger or mouse; Clear starts again).
2. If the checklist has an attestation (for example Medication Administration Check or Discharge Readiness Checklist), tick the statement. It is recorded as signed electronically by you when you submit.
3. Tap Submit inspection. CareList checks for missing answers, saves the report and opens it, where you can Download PDF. If the checklist repeats, the next one is created automatically.

Attach and annotate a photo

1. On a photo question, tap the file field and take a picture.
2. Tap Annotate photo (draw on it) and Draw in red to mark the problem. Undo all clears your marks.
3. You'll see Annotated photo ready – it is saved with the checklist.

When you answer Fail on a Pass/Fail item, Describe the issue and Photo evidence questions appear. Fill them in: they turn into a deviation for the quality team (wf-failed-item-to-action).

Save a draft and work offline

Tap Save draft at any time. You'll see Draft saved with the time, and the task changes to in progress. If the Wi-Fi drops, a yellow banner says you're offline. Keep answering: your answers are kept on the phone and sync when you reconnect. Don't log out while you're offline. Photos need a connection to upload.

Order tests and collect a ward sample

1. On the patient page, tap Order lab / imaging tests. Enter the tests and set Priority, then tap Register order.
2. On the order page, tap Sample label and Print (choose 1×–4× copies) to label the tubes.
3. Run the Sample Collection Checklist if it's attached (Start).
4. After drawing the sample, tap Mark as sample collected. Your name and the time are stamped on the order.

What you can't do

Try it

Sign in as nurse@hospital.test with the password password. Open Tasks to see the care plans for Anita Rao and Joseph Mathew, then open Vitals Chart to try wizard mode. Related: Run an inspection, Signatures and attestation, wf-patient-stay.

Pharmacist

Run pharmacy, cold-chain and crash-cart checklists, look up admitted patients, and follow up failed items.

Pharmacist

Who this is for

You work in the hospital pharmacy, and your role is Pharmacist. CareList holds your recurring audits: the pharmacy department audit, medicine fridge temperatures, crash-cart checks and medication audits. You can look up admitted patients (allergies, diagnosis, care plan), but you can't change them. You don't see test orders.

Note: The pharmacist role is only offered to hospital companies.

What you see

Your manager assigns your checklists, usually as repeating tasks. Typical ones:

Your day

1. Opening. Open Tasks and run today's Medication Fridge & Cold Chain before you open the fridge for dispensing.
2. Rounds. Check the crash carts on the wards you cover. If a cart has a location QR, scan it to start the checklist there.
3. During the day. Look up patients when you check a prescription. Deal with any corrective actions assigned to you.
4. End of day. Make sure Tasks → Overdue is empty and every draft has been submitted.

Step by step

Run your cold-chain check

1. Go to Tasks and tap Start on Medication Fridge & Cold Chain.
2. Enter the temperature readings and answer each Pass/Fail item.
3. If an item fails (for example the temperature is out of range), fill in Describe the issue and take a Photo evidence picture of the thermometer. Use Annotate photo (draw on it) to circle the reading.
4. Tap Submit inspection. The failed item becomes a deviation for the quality team, and an automation rule may create a corrective action for you or the pharmacy in-charge (wf-failed-item-to-action).

Tip: Copy answers from last time fills in answers from the last check of the same checklist and location. It's handy for fixed details such as the fridge ID. Always re-read the temperatures.

Start a check by scanning a location QR

1. Tap Scan and point the camera at the QR code on the crash cart or pharmacy store.
2. Under Choose a checklist to run here, tap Start next to the checklist. If you already have an open one there, CareList opens it again instead of creating a second copy.

Look up a patient

1. Open Patients. Search by name, UHID or bed, or filter by ward.
2. Open the patient to see allergies, diagnosis, the attending doctor and their care-plan checklists. Opening a patient record is written to the audit log.

Close a corrective action

1. Go to More → Corrective Actions. Use Overdue or Active to find yours.
2. Open the action, set Status to Completed, write what you did in Completion note (required to complete), and add a Photo evidence picture if you have one.
3. Tap Save. The linked deviation is resolved automatically and the person who raised the action is told.

Report faulty equipment

If the pharmacy fridge or its data logger fails, scan its equipment QR. Then tap Report problem / new work order and tick Asset is down / out of service (wf-equipment-breakdown).

What you can't do

Try it

Sign in as pharmacist@hospital.test with the password password. Open Patients to see the read-only ward board. Your Tasks list starts empty until a manager assigns you a checklist. Related: Corrective actions.

Front office / reception

Admit and discharge patients at a hospital desk, register test orders, print sample labels and hand over verified reports.

Front office / reception

Who this is for

You work at the admissions desk of a hospital or the reception of a diagnostic centre. Your role is Front office / reception. You register people: in a hospital you admit and discharge in-patients, and in both kinds of company you register lab and imaging orders and hand over finished reports. You don't collect samples or sign off results.

What you see

The fourth tab depends on your company type.

Your manager may also assign you a daily opening checklist, such as Front Desk & Waiting Area Check at a diagnostic centre.

Your day

1. Opening. In Tasks, run your opening checklist (for example Front Desk & Waiting Area Check).
2. All day. Admit patients (hospital) and register test orders. Print sample labels for walk-ins.
3. Report counter. Open Diagnostics → Ready and hand over verified reports as patients arrive.
4. Closing. Look at Diagnostics → Breached and tell the lab about anyone still waiting. Then cancel any no-show orders.

Step by step

Admit a patient (hospital)

1. Go to Patients and tap + Admit.
2. Enter Full name and UHID / MRN (required and unique), then the demographics and Attendant (name, phone).
3. Set Admitted on, Ward, Bed no., Attending doctor and Primary nurse (optional). Record Allergies if the patient knows of any.
4. Leave Start the standard care plan ticked so the ward's nursing checklists begin straight away.
5. Tap Admit patient. Then tap Bedside QR and Print so the ward can stick the code at the bed. The code holds no patient details.

To discharge, open the patient, tap Discharge, add a note and confirm. Open checklists are closed. Re-admit brings back a discharged patient. See wf-patient-stay for the whole stay.

Register a test order

1. Go to Diagnostics and tap + New order.
2. Patient: in a hospital, pick an admitted patient from the list to fill in their details, or leave Outside patient (not admitted). Fill in Patient name (required), Patient ID / UHID, Age, Gender, Phone and Referring doctor.
3. Order: choose Laboratory or Imaging. List the tests in Tests / studies requested (for example CBC, LFT, HbA1c).
4. Set Priority. The TAT target is shown next to each option: Routine · TAT 24h, Urgent · TAT 4h, STAT · TAT 1h.
5. Set Source: Walk-in, Home collection, OPD or IPD.
6. Add preparation notes (fasting, LMP, contrast allergy). Keep Attach the protocol checklist ticked.
7. Tap Register order. You'll see an accession number such as DX-000007, and the TAT clock starts.

Tip: When the protocol checklist is attached, it is assigned to you. Pass it to the collector: open it in Tasks, or ask a manager to reassign it.

Print the sample label

1. On the order page, tap Sample label. It opens in a new tab sized for 50 × 25 mm label printers.
2. Choose 1× to 4× copies (the default is 2), then tap Print.
3. The label shows a QR code, the accession number, name, ID, age and sex, the tests, the time and the priority (if not routine). Scanning the QR opens the order.

Hand over a report

1. Open Diagnostics and tap the Ready filter. It lists orders that have been verified by a pathologist or radiologist.
2. Check the patient's identity against the name and accession number, then open the order.
3. Tap Mark as delivered. The time is recorded and the order moves to Closed.

Edit or cancel an order

While an order is open, tap Edit to correct the details. If you change the priority, the TAT target is recalculated. To cancel, tap Reject / cancel (or Cancel for imaging), give a Reason such as Patient did not turn up or Duplicate order, and tap Close order.

What you can't do

Try it

• Hospital: sign in as front-office@hospital.test and tap Patients → + Admit.
• Diagnostic centre: sign in as front-office@diagnostics.test, open Diagnostics → Ready and deliver Arjun Nair's report.

The password for both is password. Related: Register test orders, wf-lab-test-order.

Lab manager / chief pathologist

Run the laboratory end to end: watch TAT, verify lab reports, plan QC and audits, and manage analyzers and staff.

Lab manager / chief pathologist

Who this is for

You run the laboratory. In CareList the Lab manager / chief pathologist role combines two things:

• Management access, like a quality manager: checklists, assignments, approvals, deviations, analytics, employees and settings.
• Every laboratory step on a test order: register, collect, receive, process, report, verify (sign off) lab reports and deliver. You can also manage equipment, maintenance schedules and consumables.

You cannot verify imaging reports. That needs a radiologist (see Radiologist).

Note: The demo data does not include a lab manager login. An administrator creates one under More → Employees → + Add employee and picks the role Lab manager / chief pathologist. See Staff and roles.

What you see

Bottom tab bar: Home, Tasks, Scan, Diagnostics and More. Your fourth tab is always Diagnostics, even in a hospital.

More sheet:

Below these are My account, User manual and Help center. You do not see Patients: lab roles have no patient access.

Your day

1. Open Diagnostics. Read the three tiles at the top: In progress, TAT breached and Verified today, plus today's average TAT and on-time percentage.
2. Tap TAT breached and chase every red order. You also get a notification the first time an order passes its target.
3. Check Tasks: are the daily Daily Internal QC (Westgard) and Analyzer Start-up & Daily Maintenance checklists done before the first patient run?
4. Verify reports waiting in Reported status (filter In progress, then open each one).
5. Open More → Approvals and sign off submitted checklists and audits.
6. Review More → Deviations and turn real problems into corrective actions.
7. Once a week, look at More → Analytics and the weekly email report.

Step by step

Verify a lab report

1. Open the order from Diagnostics (or scan its sample label from Scan).
2. Check the results in your lab system and, if your SOP needs it, complete the Report Verification & Release checklist (Add checklist).
3. Tap Mark as verified. The confirmation shows the TAT and whether it was on time or target missed.

If the order has a critical result, the call must be logged first. See Critical value workflow.

Watch turnaround time

1. In Diagnostics, use the filter chips In progress, Breached, Ready, Closed and All.
2. Narrow with All departments / All priorities, or search by name, patient ID, accession or test.
3. Breached orders have a red edge and a TAT breached badge. Targets: STAT 1 h, Urgent 4 h, Routine 24 h.

Plan daily QC and maintenance

1. Open the Tasks tab and tap + Assign.
2. Pick Daily Internal QC (Westgard), set the Location (for example Biochemistry), tick the technician under Who, set Due and Repeat: Daily.
3. Tap Assign & notify. Repeat for Analyzer Start-up & Daily Maintenance and Reagent & Lab Fridge Log.

See Checklists and schedules.

Approve checklists

1. More → Approvals. Each submitted checklist shows the person, location and score.
2. Tap Approve, or type a Note (required to send back) and tap Send back.

See Approvals workflow.

Manage analyzers

Register analyzers under More → Equipment, set up Maintenance schedules and track reagents and spares in Consumables & spares. Breakdowns go through Work orders. See Equipment breakdown.

Delete a wrong order

Managers see Delete order at the bottom of an order. Prefer Reject / cancel with a reason: deletion removes the order from TAT statistics.

What you can't do

Try it

No lab manager user is seeded. Sign in as admin@diagnostics.test (password password): the administrator has everything a lab manager has, plus imaging verification. To test the exact role, create a Lab manager / chief pathologist under Employees. Then follow Lab test order workflow.

Pathologist

Report and verify laboratory results, log critical values, reject unsuitable samples and complete your sign-off checklists.

Pathologist

Who this is for

You are a Pathologist: the authorised signatory for laboratory reports. In CareList you can:

• see every test order (Diagnostics),
• move lab orders through Received in lab, Processing and Reported,
• verify (sign off) lab reports,
• flag critical values and reject samples.

You do not register or cancel orders, collect samples or hand reports over. Those belong to the front desk, phlebotomists and technicians.

What you see

Bottom tab bar: Home, Tasks, Scan, Diagnostics and More. In a hospital your fourth tab is still Diagnostics.

More sheet:

Plus Notifications, My account, User manual and Help center. You have no Manage group and no Patients.

Your day

1. Open Diagnostics and tap the In progress chip. Orders are sorted STAT first, then Urgent, then by due time.
2. Check the TAT breached tile. You get one notification per order the first time it passes its target.
3. Open each Reported order and verify it.
4. Respond to Critical value notifications from technicians and make sure the call is right.
5. Complete any sign-off checklists waiting in Tasks, for example Report Verification & Release.

Step by step

Verify a report

1. Open the order: tap it in Diagnostics, search the accession number (for example DX-000012), or scan the sample label from Scan.
2. Check the tests, the patient details and the TAT line ("of 24h target").
3. If your lab uses it, tap Add checklist, choose Report Verification & Release, leave Assign to: me and tap Add to order. Then tap Start, answer, sign and tap Submit inspection.
4. Tap Mark as verified. The green message shows the TAT and whether it was (on time) or (target missed).

Under the pipeline, the page now reads Verified by with your name.

Note: If someone marked the order critical without logging the call, verifying fails with Record who was notified of the critical result before verifying. Log the call first.

Flag a critical value

The Flag critical value panel appears once a lab order is at Processing or later.

1. Phone the referring doctor (or the patient) and get a read-back.
2. Open Flag critical value. In Notified to (name, role) type, for example, Dr Mehta, consultant.
3. Leave Time notified blank for now, or set the real time of the call.
4. Tap Save critical value call.

A red Critical result banner then appears on the order. See Critical value workflow.

Reject an unsuitable sample

1. On the order, tap Reject / cancel (or scroll to Reject sample or cancel order).
2. Type or pick a Reason, for example Haemolysed, Clotted or Insufficient volume.
3. Tap Close order and confirm.

Your role can only reject, not cancel. Rejected orders leave the TAT figures, and any open checklists on them close. Ask the front desk or a phlebotomist to register a new order for the recollection.

Report a step yourself

If the technician is busy you can tap Mark as received in lab, Mark as processing and Mark as reported yourself.

What you can't do

When a step is not yours, the order shows Next: … — waiting for a colleague whose role allows this step.

Try it

Sign in as pathologist@diagnostics.test (diagnostic centre) or pathologist@hospital.test (hospital), password password. In the demo diagnostic centre, open Diagnostics → Breached and tap Mohan Das (STAT Troponin I, at Processing). Tap Mark as reported, then Mark as verified, and read the TAT message. Arjun Nair shows what a logged critical result looks like. Follow the full path in Lab test order workflow.

Lab technician

Run daily IQC and analyzer start-up, receive or reject samples, process and report, log critical values and deliver reports.

Lab technician

Who this is for

You are a Lab technician (technologist). You keep the analyzers in control and move samples through the lab. Your role can:

• register orders and mark samples collected,
• receive, process and report,
• reject a sample, or cancel an order,
• flag critical values,
• mark verified reports Delivered.

You cannot verify a report. That is the pathologist's sign-off.

What you see

Bottom tab bar: Home, Tasks, Scan, Diagnostics and More.

More sheet: Notifications; Clinical → Diagnostics; Work → My Team Dashboard, Corrective Actions, My History, Overall Histories; Biomedical & facility → Equipment, Work orders; then My account, User manual and Help center. You have no Manage group and no Patients.

Your day

1. Before the first patient run, open Tasks and complete Analyzer Start-up & Daily Maintenance, then Daily Internal QC (Westgard), for each analyzer.
2. Do the Reagent & Lab Fridge Log (twice a day if it is assigned twice).
3. Open Diagnostics → In progress. Receive each new sample, or reject it.
4. Process and report. STAT and Urgent orders sit at the top of the list.
5. Phone and log any critical value straight away.
6. Mark verified reports Delivered as they are handed over (the Ready chip lists them).
7. If an analyzer fails, raise a work order (More → Work orders → + New). See Equipment breakdown.

Step by step

Run daily IQC (Westgard)

1. Tasks → tap Start on Daily Internal QC (Westgard).
2. Fill in Analyzer / section, Control lot number, Level 1 result and Level 2 result.
3. Answer Pass, Fail or N/A for:
   • Within ±2 SD (no 1-2s warning)
   • No Westgard rejection rule violated (1-3s, 2-2s, R-4s, 4-1s, 10x)
   • Levey-Jennings chart updated
4. If you answer Fail, describe what happened and add a photo. Write what you did in Corrective action taken (if out of control). Do not release patient results until the run is back in control.
5. Under Technologist, type your full name and sign in the box.
6. Tap Submit inspection.

The pass mark is 100%. Every Fail becomes a deviation that your manager reviews. The next day's task is created automatically when you submit.

Analyzer start-up

1. Tasks → Analyzer Start-up & Daily Maintenance → Start.
2. Fill in the Analyzer field.
3. Answer: Start-up / prime completed, Reagents loaded and in date, Calibration valid, Probes and wash station cleaned, Waste container emptied, Room temperature (°C) and No error flags on the instrument.
4. Sign under Technologist and tap Submit inspection.

Tip: Copy answers from last time fills in yesterday's answers. Check every one before you submit.

Receive a sample

1. Scan the tube label from Scan, or search the accession number in Diagnostics.
2. Check the sample against the requisition. If your lab uses it, tap Add checklist → Sample Receiving & Rejection Check → Add to order, then run it.
3. Tap Mark as received in lab.

Reject a sample

1. On the order, tap Reject / cancel.
2. Choose Reject sample (recollect).
3. In Reason, pick one from the list: Haemolysed, Clotted, Insufficient volume, Wrong container / tube, Unlabelled or mislabelled, Delayed transport or Leaked / broken container. You can also type your own.
4. Tap Close order and confirm.

The order closes as Rejected and its open checklists close too. For the recollection, register a new order (+ New order) and print a new label.

Process and report

1. Tap Mark as processing when the sample goes on the analyzer.
2. Tap Mark as reported when the results are entered.

The order now waits for a pathologist. The page says waiting for a pathologist / lab manager.

Log a critical value

1. Repeat or re-check the result, then phone the referring doctor and ask for a read-back.
2. On the order, open Flag critical value (from Processing onwards).
3. Fill in Notified to (name, role) and, if the call was earlier, Time notified.
4. Tap Save critical value call.

Pathologists, the lab manager, administrators, the quality manager and the medical director are alerted. See Critical value workflow.

Deliver a report

1. Diagnostics → Ready lists verified orders.
2. Open the order, hand over the report and tap Mark as delivered.

What you can't do

Try it

Sign in as tech@diagnostics.test (Technician Tara) or lab-technician@hospital.test, password password. Tara's Tasks list already has daily IQC, analyzer start-up and a front-desk check. In Diagnostics, open Sara Iyer (at Processing) and tap Mark as reported. See also Lab test order workflow.

Phlebotomist / sample collector

Register walk-in and home-collection orders, print the sample label, complete the collection checklist and mark samples collected.

Phlebotomist / sample collector

Who this is for

You collect samples at the collection room, on the wards or at patients' homes. In CareList your role can:

• register test orders, edit them, and cancel them,
• print sample labels,
• complete the Sample Collection Checklist,
• tap Mark as sample collected.

Everything after collection (receiving, reporting, verifying, delivering) belongs to the lab.

What you see

Bottom tab bar: Home, Tasks, Scan, Diagnostics and More.

More sheet: Notifications; Clinical → Diagnostics; Work → My Team Dashboard, Corrective Actions, My History, Overall Histories; Biomedical & facility → Equipment, Work orders; then My account, User manual and Help center.

Your day

1. Before a home-collection run, complete Home Collection Kit & Transport Check if it is in Tasks.
2. For each patient, register the order (or open the one the front desk registered) and print the label.
3. Collect, label the tubes in front of the patient, and complete the Sample Collection Checklist.
4. Tap Mark as sample collected. Then send the samples to the lab.
5. Check Notifications for rejected samples that need recollecting.

Step by step

Register an order

1. Open Diagnostics and tap + New order.
2. Under Patient, fill in Patient name (required), Patient ID / UHID, Age, Gender, Phone and Referring doctor. In a hospital you can pick an admitted patient from the list to fill these in.
3. Under Order, choose Laboratory, then list the tests in Tests / studies requested (comma or one per line, for example CBC, LFT, HbA1c).
4. Set Priority (Routine · TAT 24h, Urgent · TAT 4h, STAT · TAT 1h) and Source: Walk-in, Home collection, OPD or IPD.
5. Add Clinical notes / preparation, for example fasting status.
6. Leave Attach the protocol checklist ticked.
7. Tap Register order.

The order gets an accession number such as DX-000007, and the Sample Collection Checklist is attached for you, due in 30 minutes. The TAT clock starts now.

Print the sample label

1. On the order, tap Sample label. It opens in a new tab.
2. Choose how many labels: 1×, 2× (the default), 3× or 4×.
3. Tap Print. Labels are 50 × 25 mm.

Each label shows the accession number, name, ID, age and sex, the tests, the time, the priority (if not Routine) and a QR code. The QR holds no patient details. Scanning it opens the order for signed-in staff.

Complete the Sample Collection Checklist

1. On the order, under Checklists, tap Start.
2. Answer Pass / Fail / N/A: Patient identified with 2 identifiers, Test order and requisition match, Fasting / preparation status checked, Correct tubes in correct order of draw, Tubes labelled at the bedside / chair, Hand hygiene and gloves used and Sharps disposed immediately.
3. Pick the Sample types collected and fill in Collection time.
4. Under Phlebotomist, type your full name and sign with your finger.
5. Tap Submit inspection.

Mark the sample collected

Back on the order, tap Mark as sample collected. Your name is recorded as Collected by.

Home collection kit check

1. Tasks → Home Collection Kit & Transport Check → Start.
2. Fill in Collector name. Before you leave, confirm the tubes, needles and labels, the Cool box with ice packs (2–8 °C), the sharps container and the spill kit.
3. On your return, record Cool box temperature at return (°C) and Samples delivered to lab within stability time.
4. Sign and tap Submit inspection.

Cancel an order

If the patient does not turn up, tap Reject / cancel. Pick Patient did not turn up or Duplicate order as the reason and tap Close order. Your role can cancel but not reject: the lab rejects samples.

What you can't do

Try it

Sign in as phlebotomist@diagnostics.test (password password). Open Diagnostics, tap Ravi Kumar (Registered), print a Sample label, then tap Mark as sample collected. Or register your own order with + New order. Continue with Lab test order workflow.

Radiologist

Report and verify imaging studies, flag critical findings, review safety screening and keep imaging TAT on target.

Radiologist

Who this is for

You are a Radiologist: the person who reports imaging studies and signs them off. Your role can:

• see every test order,
• tap Mark as reported on a study after the scan,
• verify (sign off) imaging reports,
• flag critical findings.

The scan itself (Scan done), registration, cancellation and delivery belong to the radiographer and the front desk.

What you see

Bottom tab bar: Home, Tasks, Scan, Diagnostics and More. In a hospital your fourth tab is still Diagnostics.

More sheet: Notifications; Clinical → Diagnostics; Work → My Team Dashboard, Corrective Actions, My History, Overall Histories; Biomedical & facility → Equipment, Work orders; then My account, User manual and Help center.

Your day

1. Open Diagnostics and choose Imaging in All departments. Tap the In progress chip.
2. Work through studies at Scan done, STAT first. Check the safety screening (below), report and verify.
3. Check the TAT breached tile. You are alerted once per imaging order that passes its target.
4. Phone and log any critical finding.
5. If a Contrast Administration Check is assigned to you, complete it.

Step by step

Check the safety screening

1. Open the study. Under Checklists, a completed Imaging Safety Screening shows the technologist and the score.
2. Tap it to see the answers: identity, correct study, Pregnancy status (females 10–55), allergies and contrast history, metal removed, preparation and lead shielding.
3. If the answer is Pregnant – radiologist informed, decide before the study goes ahead.

Report and verify a study

1. Open the order (from the list, a search, or by scanning its label from Scan).
2. Read the images in your PACS and write the report as usual.
3. Tap Mark as reported.
4. When you are ready to sign off, tap Mark as verified. The message shows the TAT and (on time) or (target missed).

The imaging pipeline is Registered → Scan done → Reported → Verified → Delivered. See Imaging study workflow.

Flag a critical finding

The Flag critical value panel appears once a study is at Scan done or later.

1. Phone the referring doctor and get a read-back. For example: tension pneumothorax, free air, or an acute bleed.
2. Open Flag critical value and fill in Notified to (name, role) and, if needed, Time notified.
3. Tap Save critical value call.

Other radiologists, administrators, the quality manager and the medical director are alerted. If an order is ever marked critical without a logged call, Mark as verified is blocked until the call is recorded. See Critical value workflow.

Contrast checks

If your department assigns the Contrast Administration Check to you (signature Radiologist / nurse), open it from Tasks or from the order. Record Serum creatinine / eGFR and the contrast name, dose and batch, confirm the emergency drugs are ready, then sign and tap Submit inspection.

What you can't do

Note: Your role cannot cancel imaging orders, so the Cancel button doesn’t appear for you. Ask the radiographer or the front desk.

Try it

Sign in as radiologist@diagnostics.test or radiologist@hospital.test, password password. In the demo diagnostic centre, open Fatima Khan (USG abdomen & pelvis, Scan done, Urgent). Tap Mark as reported, then Mark as verified.

Radiographer / imaging technologist

Register imaging studies, complete safety, MRI and contrast screening, mark Scan done, run daily QA and hand over reports.

Radiographer / imaging technologist

Who this is for

You perform X-ray, CT, MRI and ultrasound studies. Your role can:

• register, edit and cancel orders,
• run the Imaging Safety Screening, MRI Safety Screening and Contrast Administration Check,
• tap Mark as scan done,
• tap Mark as delivered once a radiologist has verified the report.

Reporting and verification belong to the radiologist.

What you see

Bottom tab bar: Home, Tasks, Scan, Diagnostics and More.

More sheet: Notifications; Clinical → Diagnostics; Work → My Team Dashboard, Corrective Actions, My History, Overall Histories; Biomedical & facility → Equipment, Work orders; then My account, User manual and Help center.

Note: No radiographer login is seeded in the demo. An administrator can create one under More → Employees → + Add employee with the role Radiographer / imaging technologist.

Your day

1. At the start of the day, complete X-ray / CT Daily QA for each unit from Tasks.
2. For each patient: register the study (or open the one the front desk registered) and complete the safety screening.
3. For MRI, also complete MRI Safety Screening before Zone IV. For contrast studies, complete the Contrast Administration Check.
4. Do the scan, then tap Mark as scan done.
5. Between ultrasound patients, complete Ultrasound Probe Disinfection if your centre assigns it.
6. When a report is verified (Ready chip), hand it over and tap Mark as delivered.

Step by step

Register a study

1. Diagnostics → + New order.
2. Fill in the patient details. Under Order, choose Imaging and type the study in Tests / studies requested, for example MRI brain plain.
3. Set Priority and Source. In Clinical notes / preparation, note LMP, contrast allergy or fasting.
4. Leave Attach the protocol checklist ticked and tap Register order.

The Imaging Safety Screening is attached automatically, due in 30 minutes. Tap Sample label if you want a QR label for the request form.

Imaging Safety Screening

1. On the order, under Checklists, tap Start.
2. Answer Patient identified with 2 identifiers, Correct study and body part confirmed and Allergies / previous contrast reaction checked.
3. Choose a Pregnancy status (females 10–55) option: Not applicable, Not pregnant – confirmed, Pregnant – radiologist informed or Unknown – test advised.
4. Answer Metal objects and jewellery removed, Preparation done (fasting / full bladder) as required and Lead shielding used where applicable.
5. Sign under Technologist (full name plus signature) and tap Submit inspection.

Any Fail asks you for a description and a photo, and it is raised as a deviation for your manager.

MRI safety screening

1. On the order, tap Add checklist, choose MRI Safety Screening, then tap Add to order and Start.
2. Confirm: no pacemaker or ICD (or MR-conditional verified), no cochlear implant or neurostimulator, no metallic foreign body, clips and stents checked as MR-safe, loose metal removed, hearing protection given, and the screening form signed.
3. Sign under MRI technologist and submit.

Do not take the patient into Zone IV while any answer is Fail.

Contrast check

Add Contrast Administration Check the same way. Record Serum creatinine / eGFR and the contrast name, dose and batch, and confirm consent, a patent IV cannula, the emergency drugs, and 30 minutes of observation. Sign under Radiologist / nurse. You can assign it to the nurse or radiologist in Assign to.

Mark the scan done

After the study, tap Mark as scan done. You are recorded as Scanned by. The order now waits for a radiologist.

Daily QA

1. Tasks → X-ray / CT Daily QA → Start.
2. Fill in Equipment. Confirm warm-up, Phantom / QA scan within tolerance, clean detectors, collimator alignment, emergency stop and warning light, and lead aprons.
3. Sign under Technologist and submit. The pass mark is 90%.

If the equipment fails QA, raise a Work order. See Equipment breakdown.

Cancel a study

Tap Cancel, give a Reason (for example Patient did not turn up) and tap Close order. Imaging orders are cancelled, never rejected.

What you can't do

Try it

Create a radiographer under Employees (signed in as admin@diagnostics.test, password password). Then sign in as that radiographer, register an Imaging order, complete the screening and tap Mark as scan done. See Imaging study workflow.

Biomedical engineer

Register equipment, print QR labels, work repair orders with parts and downtime, and run preventive maintenance.

Biomedical engineer

Who this is for

You look after the medical equipment: monitors, ventilators, pumps, defibrillators, autoclaves, analysers and imaging machines. Your role is Biomedical engineer. You have the equipment.manage permission, so you can keep the equipment register, preventive-maintenance (PM) schedules and the spares store. Your daily work is the work orders assigned to you. You don't see patients or test orders.

What you see

Note: As a staff-tier user, Orders lists the work orders assigned to you or created by you. Managers see all of them.

Your day

1. Start. Open Orders. Critical and high-priority jobs are listed first, and overdue due dates are red. Check Notifications for new assignments and PM work orders.
2. On the floor. Scan each device's QR to open its page, then work the job: parts, notes, labour, downtime.
3. PM rounds. Do the preventive work orders created by your schedules, then run Biomedical Equipment Preventive Maintenance with Start inspection on the device.
4. End of day. Complete what's done, put waiting jobs On hold with a comment, and restock parts that came in.

Step by step

Register equipment and print its label

1. Go to More → Equipment and tap + Add.
2. Enter Name, Category, Serial number, Location and Purchased. Leave Tag (blank = auto) empty to get the next tag, such as AST-0006.
3. For meter-based service, set Meter unit (optional) (for example hours or cycles) and the Current meter reading.
4. Tap Save. On the equipment page, tap Print label and stick the QR on the device. Print QR labels on the list prints a whole sheet.

Work a repair order

1. Open the order from Orders, or scan the device and pick it under Work orders.
2. Under Update, set Status to In progress and tap Save. The start time is recorded.
3. Parts & cost: choose a stocked part (the list shows how many are in stock), enter the quantity and tap Add part. Stock is taken off automatically. For a part you don't keep in stock, choose Custom / not in stock… and enter a Custom name and Unit cost. The ✕ next to a part removes it and puts the stock back.
4. Post progress in Comments (for example "Awaiting pump head from vendor") and use On hold while you wait.
5. To finish, set Status to Completed, fill in Work done (required to complete), Labor (min) and Downtime (min), then tap Save.

If the total cost (parts plus labour at the company rate) reaches the approval limit, or the job is critical and the company requires approval for critical work, you'll see Submitted for manager approval. The order waits as Awaiting approval until a manager approves it or sends it back. When it's completed, a device marked down goes back to Active, as long as no other open order still has it down. See wf-equipment-breakdown.

Set up preventive maintenance

1. Go to More → Maintenance schedules.
2. Pick the asset and enter the Task (e.g. Lubricate bearings) and any Instructions.
3. Choose Time-based (Daily, Weekly, Monthly, Quarterly or Yearly, with a First due date) or Meter-based (Every (meter units), for example 250).
4. Set the priority, the assignee and Lead days (to create the work order early), then tap Add schedule.

Due schedules create preventive work orders every hour. Generate due work orders now creates them straight away. Use Pause / Resume for equipment that is out on loan or awaiting condemnation.

Log a meter reading

On the equipment page, under Meter, enter a New reading and tap Log reading. A reading can't go below the current one. If a meter-based schedule is now due, a work order is created.

Manage spares

In More → Consumables & spares, tap Add part (SKU, name, unit cost, In stock, Reorder at, Bin / location). Use Restock with + qty when stock arrives. Low stock only shows the parts at or below their reorder level.

What you can't do

Try it

Sign in as bme@hospital.test with the password password. Open Orders and the in-progress job Infusion pump occlusion alarm keeps triggering. Add ECG electrodes as a part, then complete the job and watch Infusion Pump IP-14 go back to Active. Related: Work orders, Preventive maintenance.

Housekeeping / facility staff

Run washroom, waste and cleaning checklists by scanning location QR codes, and report facility problems.

Housekeeping / facility staff

Who this is for

You keep the hospital or centre clean and safe: washrooms, wards, theatres, waste and the waiting areas. Your role is Housekeeping / facility staff. CareList is where you tick off your cleaning rounds, show proof with photos, and report anything broken. Your screens are kept simple: you see only your own tasks, actions and work orders. You don't see patients, test orders or the clinical menu.

What you see

Common checklists for housekeeping:

Tip: Use the language picker at the bottom of the More sheet to show the app in your own language.

Your day

1. Start of shift. Open Tasks and look at Overdue first, then Pending.
2. Rounds. At each washroom or area, scan the QR code on the wall and run the checklist there.
3. When something is broken (a leaking tap, a fused light, a broken bin), report it as a work order so maintenance can fix it.
4. End of shift. Make sure nothing is left in progress. Submit or save each draft.

Step by step

Run a checklist from your task list

1. Tap Tasks, then Start on the checklist.
2. Answer each item: Pass, Fail or N/A.
3. If you choose Fail, two more questions appear. Fill in Describe the issue (for example "No soap in dispenser") and take a Photo evidence picture.
4. Type your name and sign in the box for the signature question (Housekeeper).
5. Tap Submit inspection. For a repeating round, the next one appears in Tasks straight away.

Start a round by scanning the location QR

1. Tap the round Scan button in the middle of the tab bar and point the camera at the QR on the wall.
2. The location page opens. Under Choose a checklist to run here, tap Start next to Washroom Hygiene Check (or whichever one you need).
3. If you already started one there, CareList opens it again so you can finish it. You won't end up with two copies.

If the camera won't open, type the code printed under the QR into the box and tap Open.

Save a draft and carry on later

Tap Save draft to keep your answers. The task shows in progress, and Continue in Tasks takes you back to it. If you lose signal, keep going: your answers stay on the phone and are sent when the connection returns.

Report a broken fixture

1. Tap Orders, then + New.
2. Enter a Title ("Leaking tap – Ward 3A washroom") and describe the problem under What's wrong / what needs doing?.
3. Choose Priority and tap Create work order. You can follow it under Orders, because it's listed as created by you.

For a machine with its own QR (a floor scrubber or an autoclave), scan it and tap Report problem / new work order instead.

Finish a corrective action

If a supervisor gives you a fix-up job, it appears in More → Corrective Actions. Open it, do the work, set Status to Completed, write a Completion note (required to complete), add Photo evidence, and tap Save.

What you can't do

Try it

Sign in as housekeeping@hospital.test with the password password. Your Tasks list starts empty until a manager assigns rounds, or until you scan a location QR. Try Orders → + New to report a problem. Related: QR codes, wf-failed-item-to-action.

A patient's stay, admission to discharge

Admission, standard care plan, bedside QR rounds, test orders, overdue care, discharge readiness, discharge and re-admission.

Doctor / consultantStaff nurseFront office / receptionNursing superintendent

This workflow follows one in-patient through CareList. It applies to hospital companies only. Diagnostic centres have no patient register.

Who does what

1. Admission

The admissions desk or the doctor opens Patients → + Admit and fills in Full name, UHID / MRN, Ward, Bed no., Attending doctor, Primary nurse (optional) and Allergies, then taps Admit patient. The UHID must be unique within the company. The admission is written to the audit log.

2. Standard care plan

With Start the standard care plan ticked (the default), admission creates five checklists:

They are assigned to the primary nurse, or to the person admitting if no nurse is set. The first ones are due in 1 hour, and the assignee is notified. Checklists only get created if the Hospital – Admitted Patients pack is installed and published (Template library).

A doctor or nursing superintendent can add more from Add checklist to care plan, for example Pressure Injury Risk Check daily or Pre-operative Checklist once. They choose the frequency, the assignee and the First due time. If the plan was skipped at admission, Start standard care plan (shown when there are no open checklists) or Apply standard care plan instead adds the standard set, skipping any that are already open.

3. Bedside QR rounds

1. Someone with manage rights taps Bedside QR on the patient page and taps Print. The code has no patient details in it, and opening it requires a CareList sign-in.
2. On each round, the nurse taps Scan and points the camera at the code. The patient page opens with Care plan – open checklists.
3. The nurse taps Start (or Continue) on a checklist assigned to them. The checklist header repeats the patient, bed, doctor and allergies.
4. The nurse fills it in (wizard mode for Vitals Chart), uses Copy answers from last time for unchanged details, signs, ticks the attestation where there is one, and taps Submit inspection.
5. Each submission creates the next one in the series, timed from the previous due time. Missed slots that are already in the past are skipped.

Completed checklists appear under Completed checklists with their score, and open the full report and PDF.

4. Ordering tests from the patient page

Anyone with the register permission taps Order lab / imaging tests on the patient page. The order form opens with the name, UHID, age, gender, phone and referring doctor filled in, and Source: IPD. They choose the department, tests and Priority, then tap Register order. The order page links back under Admitted patient. For the rest of the order's journey, see wf-lab-test-order and wf-imaging-study.

5. Overdue care

When a checklist passes its due time without being submitted:

• the patient card on Patients gets a red border and an overdue count, and Overdue care tasks at the top goes up;
• the checklist shows overdue in red on the patient page and in Tasks;
• the Patients tile on Home shows a red badge;
• the reminder job (every 15 minutes) notifies the assignee once when a task is due within 24 hours or overdue, and push sends it to their phone.

The nursing superintendent watches Tasks → Overdue and can Override… a checklist that can't be done, with a reason. Overrides are listed under Override Histories. See role-nursing-superintendent.

6. Discharge readiness

Before discharge, add Discharge Readiness Checklist with frequency Once. The nurse confirms the discharge order, bill, summary, medicines, follow-up and so on, signs it, and accepts the attestation. In the standard library this checklist requires approval: when it's submitted, managers are notified and approve it under Approvals (wf-approvals).

7. Discharge closes open checklists

On the patient page, tap Discharge, add an optional Discharge note and confirm. CareList:

• sets the patient to Discharged with the time;
• closes every open checklist as overridden, with the reason "Patient discharged";
• stops any further repeats.

Completed reports stay on the patient page and in Overall Histories.

8. Re-admission

Find the patient under Patients → Discharged (or All) and tap Re-admit. The status goes back to Admitted, and the admission time is reset to now. The old care plan does not come back: tap Start standard care plan or add checklists again.

Tip: Use Edit to update the ward and bed when a patient transfers. The bedside QR stays the same, so move the printed label with the patient.

Related: Admit and manage patients, Care plans and discharge, role-nurse, role-doctor.

Lab test order, from registration to delivery

Every step of a laboratory order, who taps which button, how the TAT clock runs, and what happens on rejection and recollection.

Front office / receptionPhlebotomist / sample collectorLab technicianPathologistLab manager / chief pathologist

A laboratory order moves through seven steps. Each step is one button on the order page, and only roles with the right capability see it. Everyone else sees Next: … — waiting for a colleague whose role allows this step.

Registered → Sample collected → Received in lab → Processing → Reported → Verified → Delivered

Who does each step

The administrator, medical director and quality manager can do every step. Nurse, doctor, nursing superintendent and medical director exist only in hospitals. See Permissions matrix.

Step by step

1. Register (front desk or phlebotomist)

1. Diagnostics → + New order.
2. Fill in the Patient card. In a hospital, choosing an admitted patient from the list fills in the details and links the order to the patient.
3. Choose Laboratory, enter the Tests / studies requested, and set Priority and Source.
4. Keep Attach the protocol checklist ticked and tap Register order.

CareList gives the order an accession number (DX-000001, DX-000002, …), stamps the registration time and attaches the Sample Collection Checklist (due in 30 minutes). This only happens if a published checklist with exactly that name exists. See Protocol checklists.

2. Label and collect (phlebotomist)

1. Tap Sample label, choose 1× to 4× copies and tap Print.
2. Collect, label at the chair or bedside, and complete the Sample Collection Checklist (Start → answers → signature → Submit inspection).
3. Tap Mark as sample collected. The label time now shows the collection time when reprinted.

3. Receive (lab technician)

Scan the label from the Scan tab, or search the accession number in Diagnostics. Check the sample (optionally with Add checklist → Sample Receiving & Rejection Check), then tap Mark as received in lab.

4. Process and report (lab technician)

Tap Mark as processing when the sample is on the analyzer, then Mark as reported when the results are entered. Results stay in your analyzer or LIS. CareList tracks the workflow, the timings and the evidence.

5. Verify (pathologist or lab manager)

Optionally complete Report Verification & Release, then tap Mark as verified. The confirmation shows the final TAT with (on time) or (target missed). If the order is critical, the call must be logged first. See Critical value workflow.

6. Deliver (technician or front desk)

Diagnostics → Ready lists verified orders. Hand over the report and tap Mark as delivered.

The TAT clock

• The clock starts at registration and stops at Verified. Delivery does not count.
• Targets: STAT 1 hour, Urgent 4 hours, Routine 24 hours. Your platform owner can change these targets for your installation.
• The due time is fixed when the order is registered. If you Edit the priority later, the due time is recalculated from the original registration time.
• Past the due time, the order gets a red edge and a TAT breached badge, and it counts in the TAT breached tile.
• Every 5 minutes CareList checks for breaches and sends one alert per order to the pathologists, lab manager, administrator, quality manager and medical director. This runs automatically in the background.
• The Diagnostics header shows today's average TAT and % on time for orders verified today.

Rejection and recollection

1. The technician (or pathologist) taps Reject / cancel, chooses Reject sample (recollect), picks a Reason such as Haemolysed or Clotted, and taps Close order.
2. The order becomes Rejected. It leaves the TAT figures, and its open checklists are closed and marked overridden with the reason.
3. For the recollection, the front desk or phlebotomist registers a new order, which gets a new accession number, a new label and a fresh TAT clock. Put the old accession number in Clinical notes / preparation for traceability.

Cancel order works the same way and needs the register capability, for example for Duplicate order or Patient did not turn up. Finished orders (Verified or Delivered) can no longer be rejected or cancelled.

Audit trail

Every registration, step change, rejection, cancellation and critical call, and every time someone views the order, is written to the Audit log (managers: More → Audit log). See also the help articles Register test orders and Turnaround time and critical values.

Imaging study, from booking to report handover

How an X-ray, CT, MRI or ultrasound order moves from Registered to Scan done, Reported, Verified and Delivered, with safety screening.

Radiographer / imaging technologistRadiologistFront office / reception

Imaging orders use the same Diagnostics screen as lab orders, with a shorter pipeline. There is no sample to receive or process, so the collection step becomes the scan itself:

Registered → Scan done → Reported → Verified → Delivered

Who does each step

The administrator, medical director and quality manager can do every step. The lab manager cannot verify imaging. Radiologists cannot mark Scan done.

Step by step

1. Register

1. Diagnostics → + New order.
2. Fill in the patient details and choose Imaging.
3. Type the study in Tests / studies requested, for example CT abdomen with contrast.
4. Set Priority (STAT 1 h, Urgent 4 h, Routine 24 h) and Source (Walk-in, Home collection, OPD or IPD).
5. In Clinical notes / preparation, add LMP, contrast allergy and fasting status.
6. Keep Attach the protocol checklist ticked and tap Register order.

The Imaging Safety Screening checklist is attached, due in 30 minutes. If your company has no published checklist with that exact name, nothing is attached. Add it with Add checklist instead.

2. Safety screening (radiographer)

1. Under Checklists, tap Start on Imaging Safety Screening.
2. Confirm two identifiers, the correct study and body part, the Pregnancy status (females 10–55), allergies and previous contrast reactions, metal removed, preparation, and lead shielding.
3. Sign under Technologist and tap Submit inspection.

Add more checklists as the study needs them (Add checklist → choose → Assign to → Add to order):

Every Fail answer asks for a description and photo and is raised as a deviation for the quality team. See Failed item to corrective action.

3. Scan done (radiographer)

After the study, tap Mark as scan done. The radiographer's name is recorded under the pipeline as Scanned by.

4. Reported and verified (radiologist)

1. The radiologist reads the images in PACS, then taps Mark as reported.
2. When signing off, they tap Mark as verified. The TAT clock stops here, and the message shows (on time) or (target missed).

A critical finding is logged with Flag critical value from Scan done onwards. See Critical value workflow.

5. Delivered

Diagnostics → Ready lists verified studies. The radiographer or front desk hands over the report and films and taps Mark as delivered.

Cancel only, never reject

Imaging orders have no sample, so they cannot be rejected. The button reads Cancel and the form reads Cancel order.

1. Tap Cancel.
2. Give a Reason, for example Patient did not turn up, Duplicate order, or Contrast contraindicated.
3. Tap Close order and confirm.

Cancelling needs the register capability. A radiologist doesn’t see the Cancel button; ask the radiographer or the front desk. Cancelled orders leave the TAT figures, and their open checklists close with the reason.

TAT and alerts

The TAT runs from registration to Verified, with the same targets and badges as lab orders. Breach alerts go once per order to radiologists, administrators, the quality manager and the medical director. See Alerts and schedules.

Try it

In the demo diagnostic centre, Fatima Khan (USG abdomen & pelvis, Home collection, Urgent) is at Scan done. Sign in as radiologist@diagnostics.test (password password) to report and verify it. Lata Menon (X-ray chest PA) shows a delivered study.

Critical value, from result to documented call

Flag a panic result, record who was told and when, alert the right people, and keep the evidence NABL assessors ask for.

Lab technicianPathologistRadiologistLab manager / chief pathologistQuality manager (NABH / NABL)

A critical (panic) value is a result that puts the patient at immediate risk, for example potassium 6.8 mmol/L, glucose below 40 mg/dL, or a pneumothorax on a chest film. It must reach a responsible clinician quickly, and the call must be documented. CareList records the call on the order, alerts the people who must know, and keeps the report from being verified until the call is logged.

Who can flag

Flagging needs the diagnostics.process capability: Lab technician, Pathologist, Radiologist, Lab manager / chief pathologist, or a full-access role (administrator, medical director, quality manager). Phlebotomists, radiographers and front office cannot.

The Flag critical value panel appears on the order page:

It is never shown on Rejected or Cancelled orders.

Step by step

1. Confirm the result. Repeat or re-check it per your SOP.
2. Call the referring doctor, the ward in-charge or the patient, and ask for a read-back.
3. Open the order (search the accession number, or scan the label from Scan).
4. Tap Flag critical value to open the panel.
5. In Notified to (name, role), type who you told, for example Dr Sharma, referring physician.
6. In Time notified, leave it blank to use now, or enter the actual call time (it cannot be in the future).
7. Tap Save critical value call.

The order now shows a red banner: Critical result — notified to … at … by …, with your name. On the list it carries a red Critical badge. If you save again (the panel then reads Update critical value call), the latest call details replace the previous ones, and each save is logged.

Tip: For a full NABL record, also run the Critical Value Communication checklist on the order (Add checklist). It captures the test and result, Result re-checked / repeated before calling, Read-back confirmed by receiver, Within 30 minutes of result and a signature. In the demo it also asks you to accept an attestation statement.

Who is alerted

Saving the call sends an instant notification (in the app, by push, and by email to users who keep Email me alerts on in My account) to every active user in your company with one of these roles, except you:

The alert reads Critical value: DX-… patient name – notified to … and opens the order.

Verification block

Mark as verified checks the critical flag. If an order is marked critical but has no recorded notification time, verification stops with:

Record who was notified of the critical result before verifying.

Because the flag and the call are saved together in one form, this normally means the call has simply not been logged yet. Log it, then verify.

Audit trail

Each save writes a diagnostic.critical entry to the Audit log (managers: More → Audit log) with the accession number and who was notified. The order page keeps the receiver, the time and the person who called. The weekly or daily email report includes diagnostics TAT and critical values for the period. See Notifications and reports.

What NABL assessors expect (ISO 15189)

• A defined list of critical intervals per test, agreed with clinicians. Keep it in your SOP. CareList does not hold reference ranges.
• Prompt communication, typically within 30 minutes of the result being available, to a person who can act.
• A record of date and time, who called, who received the call, the result, and a read-back. That is the banner plus the Critical Value Communication checklist.
• Monitoring as a quality indicator: the percentage of critical values communicated on time. The Laboratory Audit (NABL) has the question Critical values communicated within TAT and logged, and the Report Verification & Release checklist asks Critical values communicated and documented.
• Failure handling: if the doctor could not be reached, record the escalation in the checklist comments, and raise a corrective action. See Failed item to corrective action.

Try it

In the demo diagnostic centre, Arjun Nair (serum potassium, creatinine) is a verified order with a logged critical call to Dr Sharma (referring physician). Sign in as tech@diagnostics.test (password password), open Mohan Das (STAT troponin, at Processing) and flag a critical value. Then sign in as pathologist@diagnostics.test to see the alert in Notifications.

See also the help article Turnaround time and critical values.

NABH / NABL audit cycle

Plan a year of NABH or NABL internal audits, schedule them by department and location, review and fix gaps, and keep evidence for assessors.

Quality manager (NABH / NABL)AdministratorMedical director / superintendentHead of departmentLab manager / chief pathologist

Accreditation assessors want to see internal audits that run on a schedule, gaps that are closed with evidence, and a trend over time. CareList covers the whole loop: plan → assign → run → review → act → report. The quality manager usually owns it. Every step except running an audit needs a management role.

1. Plan the year

The audit checklists are already installed:

Missing one? Open More → Template library, find it under Your industry and tap Add. The full list of the 33 is in NABH and NABL accreditation audits.

Build a simple calendar first. Most audits run monthly. HR, IT & Information Security, Purchase, Document Control and Information Management run quarterly. The WHO Surgical Safety, Pre-surgery and Post-surgery checklists run per surgery, attached to the patient rather than scheduled.

2. Prepare each audit

1. More → Checklists, tap Edit on the audit.
2. Adjust the questions to your SOPs. Keep Score this checklist on. The pass mark (Pass if score ≥) is already 85–100%.
3. Tick Require manager approval of completed inspections so that every audit is signed off.
4. Optionally add an Attestation statement, for example I confirm I personally inspected each item. The auditor must accept it, and their name and time are stamped on the report. See Signatures and attestation.
5. Keep Published ticked and tap Save.

3. Assign by department and location

1. Make sure your departments exist as locations: More → Campus & Locations (for example ICU, Ward 3, Biochemistry).
2. Open the Tasks tab and tap + Assign.
3. Choose the audit under Checklist (published only) and set a Title (optional), for example NABH ICU audit – monthly.
4. Pick the Location.
5. Under Who, tick the department in-charge or the internal auditor, or choose Or a whole team.
6. Set Due (for example the 5th of next month, 17:00) and Repeat: Monthly. Repeat offers Never, Daily, Weekly and Monthly, so for quarterly audits choose Never and assign again each quarter.
7. Tap Assign & notify.

Repeat for each department. The next audit is created automatically when the current one is completed, and the assignee gets a reminder when it is due within 24 hours and again if it goes overdue. See Checklists and schedules.

4. Run the audit (auditor)

1. Tasks → Start.
2. Answer each item Pass, Fail or N/A. Each Fail asks for a description and photo.
3. Write findings in Observations / non-conformities.
4. Under Auditor, type your full name and sign. Tick the attestation if there is one.
5. Tap Submit inspection.

The audit works offline. Answers are kept on the device and saved when you reconnect, then you submit.

5. Review and approve

The submitted audit goes to More → Approvals, and every manager gets an Approval needed notification. Check the score and the answers, then tap Approve, or write a Note (required to send back) and tap Send back. A sent-back audit returns to the auditor's Tasks to fix and resubmit. See Approvals workflow.

6. Deviations and corrective actions

Every Fail becomes a deviation in More → Deviations (Open, Resolved, All).

• Small, fixed on the spot: tap Resolve and answer How was this resolved?
• Needs work: tap Create action, set Title, Assign to, Priority and Due, then tap Create action. The owner closes it from Corrective Actions with Photo evidence and a Completion note (required to complete).

To raise actions automatically, add a rule in More → Automation (for example A Pass/Fail question is answered "Fail" → Create corrective action). See Failed item to corrective action.

7. Evidence for assessors

Add your accreditation number to Report footer (appears on PDF reports) in Settings so that it prints on every PDF. See Notifications and reports.

Tip: Before an assessment, filter Deviations by Open. Assessors look for overdue, unclosed findings first.

From a failed item to a closed action

How a Fail answer becomes a deviation, then an automatic corrective action or work order, and how it is closed and resolved.

Staff nurseHousekeeping / facility staffPharmacistQuality manager (NABH / NABL)Head of departmentAdministrator

This is CareList's quality loop. Someone finds a problem during a checklist, the right person fixes it, and the record shows the evidence, from the finding to the fix.

The flow at a glance

1. A staff member answers Fail on a Pass/Fail question.
2. The follow-up questions Describe the issue and Photo evidence appear.
3. On Submit inspection, each Fail becomes a deviation.
4. Automation rules create a corrective action and/or a work order, and notify someone.
5. The assignee completes the action with a note and a photo.
6. The deviation is resolved automatically. Managers review it under Deviations.

1. The Fail answer and its follow-ups

Pass/Fail questions show Pass, Fail and N/A. In every checklist from the library, choosing Fail reveals two extra questions just below it (conditional logic):

• Describe the issue: what's wrong, where, and what was done on the spot.
• Photo evidence: take a picture, then Annotate photo (draw on it) to circle the problem in red.

The follow-ups are optional, so the checklist can still be submitted without them. Ask your teams to always fill them in, because the description and photo are what the person fixing it will work from. A few items, such as document checks, are set up without follow-ups. In your own checklists, you add follow-ups in the builder (Conditional questions).

Note: Only Pass/Fail questions create deviations. A low number or a "No" in a drop-down does not, unless an automation rule reacts to the overall score.

2. Deviations

When the checklist is submitted, CareList creates one deviation per failed question that is still visible. Each deviation records the question, the answer, the checklist, the location and who answered it. If scoring is on, the failed item also lowers the score and may make the result fail.

Managers see them under More → Deviations (Open, Resolved, All). Each one has View, Resolve (with a required "How was this resolved?" note) and Create action.

3. Automation rules

A manager sets up rules once, under More → Automation (Automation rules). Rules run when a checklist is submitted.

What a rule creates:

• Corrective action: one per failed item, titled "Fix: ". It's assigned to the chosen person, or to whoever assigned the task if no one is chosen. It's due in the set number of days (3 by default) and linked to its deviation.
• Work order: only when the checklist was run on a piece of equipment (for example Start inspection on an asset page). It lists all the failed items and appears in the assignee's Orders. See wf-equipment-breakdown.
• Notification: an in-app notice and a push notification to the chosen person.

Without a rule, a manager raises the action by hand with Create action on the deviation. The form is filled in with the deviation, and they choose the assignee, priority, due date and location.

4. Completing the action

The assignee is notified and finds it under More → Corrective Actions. Staff see only actions assigned to them or created by them.

1. Open the action and read the description. View source inspection → opens the original report with the photo.
2. Use Comments to ask questions or post progress. Set Status to In progress.
3. When it's fixed, set Status to Completed, write the Completion note (required to complete), attach Photo evidence of the fix, and tap Save.

You can't save Completed without a note. The creator of the action is notified when it's completed.

5. The deviation is resolved

Completing the action resolves its linked deviation automatically. It uses the completion note as the resolution and stamps who resolved it and when. If the action is reopened later, the deviation goes back to Open.

Manager oversight

Only managers can delete actions or resolve deviations directly. See role-quality-manager and wf-nabh-audit-cycle.

Related: Corrective actions, Deviations and overrides.

Equipment breakdown and maintenance

Scan a device, report it down, repair it with parts and downtime, get approval and return it to service; plus PM and meters.

Biomedical engineerStaff nurseHousekeeping / facility staffLab technicianAdministrator

This workflow covers a medical device from the moment someone at the bedside finds it faulty until it's back in service. It also covers the planned side: preventive maintenance (PM) and meter readings.

Who does what

1. Scan the device

Every registered device has a QR label with its tag (for example AST-0005). Tap Scan and point the camera at the label. If the camera isn't available, type the tag and tap Open. The equipment page opens, showing its status (Active, Down or Retired), its location, Open work orders, Total downtime and Maintenance cost.

2. Report the problem

1. On the equipment page, tap Report problem / new work order. The asset is already selected. (You can also go to Orders → + New and pick the Asset.)
2. Enter a Title and describe the problem under What's wrong / what needs doing?.
3. Type: Corrective for a breakdown. Set the Priority (Low, Medium, High or Critical) and the Due date.
4. Assign to the biomedical engineer, or leave it Unassigned for a manager to triage.
5. Tick Asset is down / out of service if the device must not be used.
6. Tap Create work order. You'll get a number such as WO-0007, and the assignee is notified.

A work order can also come from automation, when a rule fires on a failed equipment checklist (wf-failed-item-to-action), or from a PM schedule (see below).

3. The asset is down

When Asset is down / out of service is ticked, the device's status changes to Down. It then appears:

• as Down on Equipment (filter by status), and in the badge on the Equipment tile on Home;
• as "asset down" in red on the work order;
• in the Down now count on Orders (managers).

Clinical staff who scan it can see straight away that it's out of service.

4. The biomedical engineer works the order

On the work order (see role-biomedical-engineer for the details):

1. Status → In progress, then Save. The start time is recorded.
2. Parts & cost: pick a stocked part and quantity, then Add part. Stock is taken off automatically, and the app stops you if there isn't enough. Use Custom / not in stock… for a part bought outside the store. Removing a line puts the stock back.
3. Comments for progress, vendor calls and questions. On hold while waiting for parts.
4. To finish: Status → Completed, Work done (required to complete), Labor (min) and Downtime (min), then Save.

The cost panel shows Parts, Labor (minutes × the company Labor rate (per hour)) and Total.

5. Completion and the approval threshold

Managers set two rules under Settings: Require approval at cost ≥ (blank means never) and Always require approval for critical work orders.

• If a staff member completes an order whose total reaches the limit, or a critical order when that box is ticked, the order becomes Awaiting approval. They see Submitted for manager approval., and managers get an "Approval needed" notice.
• A manager opens Approvals and taps Approve & close, or Send back with a required note. A sent-back order returns to In progress, and the note is added as a comment. Either way, the assignee is notified.
• Orders completed by a manager don't need approval.

See wf-approvals.

6. Back to active

When the order is completed (or approved), CareList sets the device back to Active, unless another open work order still has it marked down. If a completed order is reopened, the device goes back to Down. Labour and downtime add to the device's history and to the Repair time (MTTR) and Downtime figures on Orders.

Preventive maintenance

Under More → Maintenance schedules, a user with equipment.manage adds a schedule per device:

• Time-based: Daily, Weekly, Monthly, Quarterly or Yearly, from a First due date.
• Meter-based: Every (meter units), for example every 250 hours.
• Lead days creates the work order early. The schedule also has a priority and an assignee.

Every hour, the maintenance:generate job creates a Preventive work order for each schedule that is due, and notifies the assignee. Generate due work orders now runs it on demand. Pause a schedule while a device is away. The engineer works PM orders like repairs, and usually also runs Biomedical Equipment Preventive Maintenance with Start inspection on the equipment page. That records the electrical safety, performance, alarm and calibration checks as a signed report.

Meter readings

If the device has a Meter unit, its page shows a Meter box. Anyone can enter a New reading and tap Log reading. Readings can't go backwards. If a meter-based schedule is now due, its work order is created at once, and the message says how many were created.

Related: Equipment, Work orders, Preventive maintenance, Consumables and spares.

Approvals – checklists and work orders

End-to-end sign-off: how a checklist or a costly repair goes to a manager, gets approved or sent back, and is resubmitted.

AdministratorQuality manager (NABH / NABL)Nursing superintendentHead of departmentBiomedical engineerStaff nurse

CareList has two kinds of approval, and both land on the same screen, More → Approvals:

1. Checklist approval: a completed inspection must be signed off by a manager.
2. Work-order approval: a repair or maintenance job that is expensive or critical must be approved before it closes.

Anyone with manager access can approve: Administrator, Medical director, Quality manager, Nursing superintendent, Head of department and Lab manager (plus the older Manager role). Every one of them is alerted when something is waiting.

Part 1 – Checklist approval

Who does what

1. Switch it on (once per checklist)

1. More → Checklists → Edit on the checklist.
2. Tick Require manager approval of completed inspections.
3. Tap Save.

The ready-made Discharge Readiness Checklist already has this ticked. For NABH / NABL audits, quality managers usually switch it on too. See NABH audit cycle.

2. The staff member submits

1. The assignee opens the task from Tasks and fills it in.
2. They tap Submit inspection. The inspection is saved as completed, and the report shows an amber Pending banner.
3. At the same moment:
   • every manager-access user gets Approval needed: checklist by name
   • the manager who assigned the task also gets "name completed checklist"
   • any Fail answers create deviations and automation rules run
   • if the task repeats, the next one is created. Approval doesn't hold up the schedule.

3. The manager reviews

1. Tap the notification, or open More → Approvals. Home shows a badge on the Approvals tile.
2. Under Inspections awaiting sign-off (n), each card shows the checklist, who did it, the location, when, and the score (green if passed, red if failed).
3. Tap the title to read the full inspection: answers, photos, signatures and the attestation ("Electronically attested by…").
4. Go back to Approvals and choose:
   • Approve: the Note (required to send back) box is optional here.
   • Send back: type a note explaining what to fix first. The note is required.

4a. Approved

• The report banner turns green: Approved by manager time, plus the note if you wrote one.
• The staff member gets Approved: checklist.
• The approval status is included in Export data → Completed inspections.

4b. Sent back

• The inspection reopens (In progress) for the original person. The banner shows Rejected by manager, with the note.
• They get Sent back for changes: checklist — note. Tapping it opens the checklist with their earlier answers.
• They correct it and tap Submit inspection again. It returns to Pending and all managers are alerted again.
• On resubmission, deviations from the first attempt are replaced by any Fail answers still present. Automation rules and the repeat schedule don't run a second time.

Tip: Managers can approve their own submissions, and the system doesn't prevent it. If your quality policy requires a second person, agree that in your SOP.

Part 2 – Work-order approval

1. Set the rules (once)

An administrator (or any manager) opens More → Settings → Maintenance costs & approvals:

• Labor rate (per hour): used to cost the technician's minutes.
• Require approval at cost ≥: for example 20,000. Leave it blank for never.
• Always require approval for critical work orders.

Tap Save settings.

2. The technician completes the job

This is usually the Biomedical engineer or another staff assignee.

1. Open the work order from Orders / More → Work orders.
2. Add any parts used (from stock or a custom part with Unit cost) and tap Add part.
3. Under Update, set Status to Completed, write Work done (required to complete), and enter Labor (min) and Downtime (min).
4. Tap Save.

CareList then works out the cost: parts plus (labour minutes ÷ 60 × labour rate). If the cost reaches the threshold, or the order is Critical and the critical rule is on, the status becomes Awaiting approval instead of Completed:

• The technician sees "Submitted for manager approval." and the order shows Awaiting manager approval.
• Every manager-access user gets Approval needed: WO-nnnn title.
• If the equipment was marked down, it stays down for now.

Note: Approval only applies to staff. When a manager-access user completes a work order themselves, it closes straight away.

3. The manager decides

1. More → Approvals → Work orders awaiting approval (n).
2. Each card shows the order number and title, assignee, equipment, Cost (parts and labour split out) and the work-done note. Tap the title for full details and comments.
3. Choose:
   • Approve & close: the order becomes Completed. The equipment goes back to active if no other open job is holding it down. The technician gets Approved: WO-nnnn title.
   • Send back, with a note: the order returns to In progress and a comment "Sent back: note" is added. The technician gets Sent back for changes: WO-nnnn — note.

4. Resubmit

The technician reads the comment, does the extra work, and sets Status to Completed again. If the cost still meets the rule, it goes back to Awaiting approval.

See Equipment breakdown for the full repair process.

Checking the trail

• More → Audit log, filtered by Inspection or Work_order, shows every approval decision with who and when.
• Export data → Completed inspections includes the approval status column.

Related

• Notifications and reports
• Role guides: Quality manager, Nursing superintendent, Biomedical engineer
• Help center: Approvals, Work orders

Permissions matrix

Every role against every permission: manager screens, patients, each diagnostics step, equipment, deleting records, and company types.

This table is taken directly from CareList's role definitions. ✓ means the role can do it; a blank means it can't. For what each column unlocks on screen, see the notes below the tables.

Access by role

Patient capabilities only take effect in hospitals. Diagnostic centres have no Patients module.

Deleting records

Deleting is limited to manager-access roles, and some deletions also need a capability:

Prefer Cancel order, Override… or Deactivate where possible, because they keep the trail.

Company types

What each column means

Manager screens. The Manage section of the More sheet: Checklists, QR codes, Template library, Approvals, Deviations, Override Histories, DPR Reports, Analytics, Automation, Campus & Locations, Teams, Employees, Export data, Audit log and Settings. It also includes + Assign and Override… on Tasks, and seeing everyone's tasks, histories, corrective actions and work orders. Without it you see only your own (or ones you created). Only the Administrator role is protected from role changes and can't be created by other managers.

Patients. View opens Patients, patient pages and bedside QR codes. Manage adds + Admit, Edit, care plans (Start standard care plan, Add checklist to care plan), Discharge and Re-admit.

Diagnostics (Dx).

Verifying is also blocked while a critical result has no logged call. See Critical value.

Equipment: manage. + Add / edit equipment, Print QR labels, Maintenance schedules and Consumables & spares. Everyone else can still view Equipment, scan tags, start an equipment inspection, record meter readings and report faults with Work orders.

Things every role can do

• Complete tasks assigned to them, and start checklists from QR codes and equipment pages.
• Create Corrective Actions and Work orders, and update ones assigned to them.
• My History, My Team Dashboard, Notifications, Search, My account.

Related

Find your role · Staff and roles · Roles and permissions (help center)

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

Corrective actions

Work orders and equipment

Diagnostics

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

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.

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)

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.

Troubleshooting by role

The problems each role group runs into most often, why they happen, and how to fix them.

Most "missing button" problems come down to one of three things: your role (what you are allowed to do), your company type (hospital or diagnostic centre), or the state of the record (for example an order that is already finished). Your role is shown under your name at the top of the More sheet and in My account. To change it, ask a manager to edit you under More → Employees. See Permissions matrix.

Everyone

Lab and imaging roles

(Lab manager, pathologist, lab technician, phlebotomist, radiologist, radiographer)

Ward and clinical roles

(Doctor, nurse, nursing superintendent, pharmacist, front office)

Managers and quality

(Administrator, medical director, quality manager, head of department, lab manager)

Biomedical and housekeeping

Still stuck? Read the help-center Troubleshooting and FAQ, and tell your administrator what you tapped and what you saw. A screenshot helps.