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
| Step | Done by | Permission used |
|---|---|---|
| Admit, edit, plan care, discharge, re-admit | Doctor, front office, nursing superintendent, admin / quality manager / medical director | patients.manage |
| Run care-plan checklists | Whoever each checklist is assigned to (usually the primary nurse) | Assignment |
| Order tests from the patient page | Doctor, nurse, front office, nursing superintendent, admin / quality manager / medical director | patients.view + diagnostics.register |
| Look up the patient | All of the above plus pharmacist and head of department | patients.view |
| Remove a care-plan checklist, delete a patient record | Managers | Manager tier |
| Approve the discharge checklist | Managers | Manager tier |
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:
| Checklist | Frequency |
|---|---|
| Admission Assessment | Once |
| Vitals Chart | Every 4 hours |
| Nursing Shift Round | Every 8 hours (each shift) |
| Medication Administration Check | Daily |
| Fall Risk Assessment | Daily |
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
- 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.
- On each round, the nurse taps Scan and points the camera at the code. The patient page opens with Care plan – open checklists.
- The nurse taps Start (or Continue) on a checklist assigned to them. The checklist header repeats the patient, bed, doctor and allergies.
- 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.
- 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.