> ## Documentation Index
> Fetch the complete documentation index at: https://mintlify.com/appertafoundation/openeyes/llms.txt
> Use this file to discover all available pages before exploring further.

# Worklists

> Manage patient queues, clinical pathways, and optimize workflow with worklists

## Overview

Worklists in OpenEyes provide powerful tools for managing patient flow through clinics, tracking clinical pathways, and optimizing departmental efficiency. They combine traditional clinic lists with modern pathway-based workflow management.

<Info>
  Worklists require the **OprnWorklist** permission. Contact your administrator if you don't see worklist features.
</Info>

## Worklist Types

OpenEyes supports two main worklist categories:

<Tabs>
  <Tab title="Automatic Worklists">
    System-generated based on rules:

    * **Clinic Schedules**: Patients booked for today's clinics
    * **Pathway-Based**: Patients at specific pathway steps
    * **Time-Filtered**: Date range selections
    * **Definition-Based**: Custom automatic rules

    Updated in real-time as schedules change
  </Tab>

  <Tab title="Manual Worklists">
    User-created patient collections:

    * **Custom Lists**: Ad-hoc patient groupings
    * **Follow-up Lists**: Patients requiring review
    * **Special Clinics**: Non-standard sessions
    * **Personal Lists**: Individual practitioner lists

    Manually maintained by users
  </Tab>
</Tabs>

## Accessing Worklists

### Navigation

Access worklists from:

1. **Main Menu**: Click **Worklists** in navigation
2. **Dashboard**: View today's worklists
3. **Direct URL**: `/worklist/view` for automatic worklists
4. **Manual Worklists**: `/worklist/manual` for user lists

### Worklist Selection

When viewing worklists:

* Select date range for filtering
* Choose specific worklists to display
* Filter by pathway status
* Sort by various criteria

<Note>
  Worklist filters persist in your session. They'll be remembered when you return to the worklist view.
</Note>

## Automatic Worklists

### Worklist Display

Automatic worklists show:

<CardGroup cols={2}>
  <Card title="Patient Information" icon="user">
    * Name and identifiers
    * Age and gender
    * Allergies and alerts
    * Primary diagnosis
  </Card>

  <Card title="Appointment Details" icon="calendar">
    * Scheduled time
    * Clinic location
    * Appointment type
    * Clinical team
  </Card>

  <Card title="Pathway Status" icon="route">
    * Current step
    * Wait time
    * Status indicator
    * Next action required
  </Card>

  <Card title="Clinical Summary" icon="stethoscope">
    * Recent VA
    * Last visit date
    * Active medications
    * Risk factors
  </Card>
</CardGroup>

### Date Range Filtering

Filter worklists by date:

1. Select **From Date** (start of range)
2. Select **To Date** (end of range)
3. Click **Apply** or press Enter
4. Worklists update to show selected period

**Common Date Selections:**

* Today only (default)
* This week
* Next week
* Custom range

<Info>
  Date selections are saved in your session and persist until you change them or clear dates.
</Info>

### Worklist Filters

Refine displayed patients:

* **Pathway Status**: Active, waiting, done, stuck
* **Location**: Specific clinic rooms or areas
* **Clinical Team**: Filter by firm
* **Patient Characteristics**: Age, priority, etc.

### Auto-Refresh

Worklists can auto-refresh:

1. Configure refresh interval in settings
2. Options: 30s, 1min, 2min, 5min, disabled
3. Visual indicator shows last refresh time
4. Manual refresh always available

<Warning>
  Frequent auto-refresh increases server load. Use appropriate intervals based on clinic needs.
</Warning>

## Clinical Pathways

### Pathway Basics

Pathways define patient journey through care:

```mermaid theme={null}
graph LR
    A[Check-in] --> B[Triage]
    B --> C[Wait]
    C --> D[Consultation]
    D --> E[Tests]
    E --> F[Review]
    F --> G[Checkout]
```

### Pathway Components

<AccordionGroup>
  <Accordion title="Pathway Steps" icon="shoe-prints">
    Individual actions in patient journey:

    * **Check-in**: Patient arrival
    * **Waiting**: Awaiting next step
    * **Active**: Currently being seen
    * **Testing**: Undergoing examination or procedure
    * **Review**: Clinician reviewing results
    * **Done**: Step completed
  </Accordion>

  <Accordion title="Pathway Status" icon="signal">
    Overall pathway state:

    * **Later**: Not yet started (scheduled for future)
    * **Waiting**: Checked in, awaiting activity
    * **Active**: Currently progressing through steps
    * **Break**: Temporarily paused
    * **Stuck**: Requires intervention
    * **Delayed**: Behind schedule
    * **Done**: All steps completed
    * **Discharged**: Left without completion
  </Accordion>

  <Accordion title="Step Types" icon="list">
    Standard step categories:

    * **Check-in**: Reception/arrival
    * **Rx**: Prescription needed
    * **Drug Admin**: Medication administration
    * **Examination**: Clinical assessment
    * **Imaging**: Diagnostic tests
    * **Consent**: Consent documentation
    * **Custom**: Institution-specific steps
  </Accordion>
</AccordionGroup>

### Pathway Interaction

Manage pathways from worklist:

<Steps>
  <Step title="View Patient Pathway">
    Click on patient row to expand pathway view
  </Step>

  <Step title="Progress Steps">
    Click step buttons to advance:

    * Green "Start" button: Begin step
    * Blue "Complete" button: Finish step
    * Step changes color to reflect status
  </Step>

  <Step title="Update Status">
    Change overall pathway status:

    * Mark as "Done" when patient leaves
    * Set "Break" if patient steps out
    * "Stuck" if delays or issues
    * "DNA" (Did Not Attend) if no-show
  </Step>

  <Step title="Add Ad-hoc Steps">
    Insert unplanned steps:

    1. Click "Add Step"
    2. Select step type
    3. Position in workflow
    4. Start when ready
  </Step>
</Steps>

## Patient Check-In

### Check-In Process

<Steps>
  <Step title="Find Patient">
    Locate patient in worklist for today
  </Step>

  <Step title="Verify Identity">
    Confirm patient details:

    * Name and DOB
    * Hospital number
    * Appointment time
  </Step>

  <Step title="Check-In">
    Click **Check-in** button:

    * Pathway status changes to "Active"
    * Start time recorded
    * Patient enters waiting queue
  </Step>

  <Step title="Update Alerts">
    Review and update:

    * Allergies
    * Medications
    * Contact details
  </Step>
</Steps>

### Check-In Variations

**Early Arrival:**

* Patients can check in before scheduled time
* System tracks actual arrival vs. appointment time
* Wait time measured from check-in

**Late Arrival:**

* Patients checking in after scheduled time
* Late indicator may display
* Clinic can re-prioritize as needed

**Walk-In:**

* Add patient to worklist manually
* Create pathway on-the-fly
* Integrate with scheduled patients

<Info>
  Check-in creates the pathway start point. All subsequent wait times and durations are measured from this moment.
</Info>

## Step Management

### Starting Steps

When ready to see patient:

1. Find patient in worklist
2. Expand pathway view
3. Click **Start** on next step
4. Step status changes to "Active"
5. Timer begins for duration tracking

### Completing Steps

After finishing a step:

1. Click **Complete** button
2. Optionally add comment
3. Step marked as done
4. Next step becomes active or requestable
5. Patient automatically progresses

### Step Reordering

Change step sequence:

1. Click and hold step
2. Drag to new position
3. Drop in desired location
4. Step order updates
5. Pathway adapts to new flow

<Note>
  Only requested (not yet started) steps can be reordered. Active or completed steps maintain their position.
</Note>

### Deleting Steps

Remove unnecessary steps:

1. Click delete icon on step
2. Confirm deletion
3. Step removed from pathway
4. Cannot delete completed steps

### Adding Steps

Insert additional steps:

<Steps>
  <Step title="Open Step Picker">
    Click **Add Step** button in pathway
  </Step>

  <Step title="Select Step Type">
    Choose from:

    * Standard steps (exam, test, etc.)
    * Drug administration
    * Custom steps
    * Preset combinations
  </Step>

  <Step title="Configure Step">
    Enter details:

    * Step name (if custom)
    * Additional parameters
    * Comments or instructions
  </Step>

  <Step title="Position Step">
    Step added to pathway:

    * Typically at end of current todo list
    * Can reorder after creation
  </Step>
</Steps>

## Pathway Status Management

### Status Transitions

Change patient pathway status:

<Tabs>
  <Tab title="Mark as Done">
    Patient completed all steps:

    1. Click pathway status dropdown
    2. Select **Done**
    3. Confirm completion
    4. End time recorded
    5. Patient removed from active view
  </Tab>

  <Tab title="Mark as Break">
    Patient temporarily away:

    1. Select **Break** status
    2. Patient highlighted differently
    3. Timing paused
    4. Reactivate when they return
  </Tab>

  <Tab title="Mark as Stuck">
    Issue requires attention:

    1. Set status to **Stuck**
    2. Visual alert displayed
    3. Add comment explaining issue
    4. Manager can investigate
  </Tab>

  <Tab title="Did Not Attend">
    Patient didn't arrive:

    1. Select **DNA** option
    2. System marks appointment as missed
    3. Triggers DNA event creation
    4. Updates attendance tracking
  </Tab>
</Tabs>

### Handling Incomplete Steps

When marking pathway done with incomplete steps:

* **Option 1**: Remove incomplete steps
* **Option 2**: Mark all steps as done
* **Option 3**: Cancel and complete steps first

<Warning>
  Incomplete steps should be addressed before discharge. Ensure all necessary clinical actions are completed or documented as not required.
</Warning>

## Drug Administration Workflow

### PGD/PSD (Patient Group Direction / Patient Specific Direction)

Manage medication administration:

### Assigning Medications

For prescribers:

<Steps>
  <Step title="Select Patients">
    Check patients requiring medication in worklist
  </Step>

  <Step title="Choose Preset Order">
    Select from predefined medication sets:

    * Dilating drops
    * Pre-assessment medications
    * Standard protocols
  </Step>

  <Step title="Customize if Needed">
    Adjust:

    * Dose
    * Route
    * Laterality (which eye)
    * Additional instructions
  </Step>

  <Step title="Assign to Patients">
    Click **Assign Preset Order**:

    * Creates pathway steps for each patient
    * Steps appear in their pathway
    * Ready for administration
  </Step>
</Steps>

### Administering Medications

For nurses/clinical staff:

1. Find drug administration step in pathway
2. Click to view medications
3. Review drugs, doses, and laterality
4. Check patient allergies
5. Administer medication
6. Click **Complete** to document administration
7. Add any reactions or comments

<Warning>
  Always verify patient identity, check allergies, and confirm correct medication and eye before administering drugs.
</Warning>

## Wait Time Tracking

### Duration Metrics

Worklists track multiple time points:

* **Check-in to First Seen**: Initial wait time
* **Step Durations**: Time spent at each step
* **Inter-step Waits**: Time between steps
* **Total Pathway Time**: Check-in to discharge

### Visual Indicators

Wait times displayed with color coding:

* 🟢 **Green**: Within expected time
* 🟡 **Yellow**: Approaching threshold
* 🔴 **Red**: Exceeded acceptable wait
* ⚫ **Black**: Significantly delayed

### Wait Time Actions

Long waits trigger:

* Visual alerts in worklist
* Optional notifications
* Status changes (to "Delayed" or "Stuck")
* Manager review

<Info>
  Wait time thresholds are configurable per institution. Contact your administrator to adjust timing alerts for your clinic workflow.
</Info>

## Manual Worklists

### Creating Manual Worklists

<Steps>
  <Step title="Navigate to Manual Worklists">
    Click **Worklists** → **Manual** in menu
  </Step>

  <Step title="Create New Worklist">
    Click **Add Manual Worklist**
  </Step>

  <Step title="Configure Worklist">
    Enter:

    * Worklist name
    * Description
    * Start and end dates
    * Associated site/clinic
  </Step>

  <Step title="Save Worklist">
    Worklist created and ready for patients
  </Step>
</Steps>

### Adding Patients to Manual Worklists

1. Open manual worklist
2. Click **Add Patient**
3. Search for patient
4. Select patient from results
5. Set appointment time (optional)
6. Add any notes
7. Save addition

### Managing Manual Worklists

**Reordering Patients:**

* Drag and drop patient rows
* New order saved automatically

**Removing Patients:**

* Click remove icon next to patient
* Confirm removal
* Patient removed from list

**Editing Details:**

* Click edit icon
* Update appointment time or notes
* Save changes

<Note>
  Manual worklists don't have automatic pathways. They're simpler lists for ad-hoc clinic sessions or follow-up tracking.
</Note>

## Worklist Printing

### Print Options

Generate printed lists:

1. Navigate to worklist view
2. Apply desired filters
3. Click **Print** button
4. Print preview opens
5. Select printer or save as PDF

### Print Contents

Printed worklists include:

* Patient demographics
* Identifiers
* Appointment times
* Diagnoses
* Allergies and alerts
* Special requirements

<Info>
  Printed worklists are useful for paper backup, reception use, or when computers aren't available in clinic rooms.
</Info>

## Quick Patient Information

### Patient Popup

Click patient name to open quick view:

<CardGroup cols={2}>
  <Card title="Demographics" icon="id-card">
    * Name, age, identifiers
    * Contact information
    * GP details
  </Card>

  <Card title="Clinical Summary" icon="notes-medical">
    * Recent VA readings
    * Active diagnoses
    * Current medications
  </Card>

  <Card title="Alerts" icon="triangle-exclamation">
    * Allergies
    * Clinical risks
    * Special requirements
  </Card>

  <Card title="History" icon="clock-rotate-left">
    * Recent events
    * Past worklist attendance
    * Management summaries
  </Card>
</CardGroup>

### Quick Actions from Popup

* **View Full Record**: Navigate to patient summary
* **Add Event**: Create new clinical event
* **View Episode**: Open current episode
* **Edit Demographics**: Update patient details

## Advanced Features

### Pathway Step Picker

Quickly add common step combinations:

* **Exam Pathway**: Check-in → VA → IOP → Dilate → Wait → Consult
* **Procedure Pathway**: Check-in → Consent → Pre-op → Procedure → Recovery
* **Imaging Pathway**: Check-in → OCT → Photos → Review
* **Custom Templates**: Institution-defined pathways

### Worklist Dashboard Tiles

For managers, see:

* Total patients in clinic
* Average wait time
* Patients by status
* Delayed patients
* Completion rate
* Staff utilization

### Integration with Scheduling

Automatic worklists sync with:

* Appointment systems
* Theatre schedules
* Clinic bookings
* Room allocations

## Best Practices

<CardGroup cols={2}>
  <Card title="Check-In Promptly" icon="stopwatch">
    Check patients in as they arrive to start accurate wait time tracking
  </Card>

  <Card title="Update Status Regularly" icon="arrows-rotate">
    Keep pathway steps current so worklist reflects true clinic state
  </Card>

  <Card title="Use Consistent Steps" icon="list-check">
    Standardize pathway steps across clinics for better reporting and efficiency
  </Card>

  <Card title="Review Wait Times" icon="chart-line">
    Monitor wait times throughout clinic to identify bottlenecks and adjust workflow
  </Card>
</CardGroup>

## Troubleshooting

<AccordionGroup>
  <Accordion title="Patient not appearing in worklist" icon="user-slash">
    **Possible causes:**

    * Wrong date range selected
    * Different clinic/site selected
    * Patient not scheduled
    * Worklist filter excluding patient

    **Check:**

    * Verify date includes patient appointment
    * Clear all filters
    * Confirm patient has appointment
    * Check correct worklist definition selected
  </Accordion>

  <Accordion title="Cannot check-in patient" icon="ban">
    **Potential issues:**

    * Patient already checked in
    * Pathway already active
    * System permissions
    * Patient record issues

    **Solutions:**

    * Check if patient is already in "Active" status
    * Verify you have OprnWorklist permission
    * Try refreshing worklist
    * Contact administrator if persists
  </Accordion>

  <Accordion title="Pathway steps not progressing" icon="circle-pause">
    **Common reasons:**

    * JavaScript errors in browser
    * Lost connection to server
    * Insufficient permissions for step type
    * Step requires additional data entry

    **Try:**

    * Refresh page
    * Check browser console for errors
    * Verify network connection
    * Check step popup for required fields
  </Accordion>

  <Accordion title="Worklist auto-refresh not working" icon="rotate">
    **Fixes:**

    * Check auto-refresh setting in user preferences
    * Verify setting not set to "disabled"
    * Clear browser cache
    * Try manual refresh
    * Check browser doesn't block auto-refresh
  </Accordion>
</AccordionGroup>

## Reporting and Analytics

### Worklist Data

Worklist usage generates data for:

* **Wait Time Reports**: Average and maximum waits
* **Throughput Analysis**: Patients per hour/clinic
* **Pathway Efficiency**: Step completion times
* **DNA Rates**: Did not attend tracking
* **Staff Productivity**: Events per session

### Export Options

* CSV export for further analysis
* Custom reports via reporting module
* Integration with business intelligence tools

<Info>
  Contact your system administrator about available worklist reports and analytics dashboards for your institution.
</Info>

## Next Steps

<CardGroup cols={2}>
  <Card title="Clinical Workflow" icon="diagram-project" href="/user-guide/clinical-workflow">
    Understand how worklists integrate with episodes and events
  </Card>

  <Card title="Patient Management" icon="user" href="/user-guide/patient-management">
    Learn patient record management for worklist patients
  </Card>

  <Card title="Examination Module" icon="eye" href="/modules/examination">
    Document examinations for worklist patients
  </Card>

  <Card title="Prescriptions" icon="prescription" href="/modules/prescriptions">
    Manage PGD/PSD medications from worklists
  </Card>
</CardGroup>