Howto: frevvo patient referral workflow tutorial in Confluence
Last Updated on Monday, 20 September 2010 23:47 Written by Pix Software Monday, 20 September 2010 23:32
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Introduction
A typical example of a workflow is a patient referral: a 2-step process between a nurse and doctor. This workflow can be categorized as a request/approve flow. A nurse fills out the first step, providing background information, and requesting procedures. This information is locked with a signature, for extra security. A doctor then completes the second step, which is to read over the information and requests, and to approve or deny them. After the workflow has been completed, it can be sent to a hospital or clinic, where the procedures will be carried out.
Requirements
Two things are necessary for the construction of this flow: you'll need the electronic patient referral form and frevvo 4.0 Professional Edition. Your form may be one of numerous patient referral possibilities. Our form, available for download from demo4.frevvo.com, is a Radiology Referral, the most common of all patient referral workflows.
Creating the Workflow
The Flows feature of frevvo 4.0 turns our Radiology Referral Form into a two-step, easy-to-use process. These simple steps will allow you to create a professional, reliable, electronic Radiology Referral Workflow. To begin, click the "flows" button on the left, and click the green plus button to make a new one. Begin editing your flow.
Step One: Set the Order
The first step in creating a workflow is to drag the forms into the correct order. In the case of our example Radiology Referral Form, setting the order is very easy, as we want both steps to consist of the same form. This allows a doctor to view what has already been filled out.
In the palette on the left, you'll see available forms. Drag your form in twice. This step is quite simple. Make sure that you drag in the correct form.
Step Two: Assign Roles
Select the first form (first Radiology Referral form in this example), and view the properties window on the left. A scrolling menu will list the available roles. Select "Nurse" to assign that role to the form. This step of the workflow is now only accessible to users in the "Nurse" role.
Now select the second form. Again, in the properties window, open the scrolling role menu. This time, select "Doctor." The second step is now accessible only to users who are listed as Doctors.
The Role system identifies the two steps, and is crucial to request/approve workflows. Make sure that the roles are assigned to the correct steps.
Step Three: Email Notification
4.0 allows to configure email notifications in frevvo. In this example, an email would notify all doctors that a nurse had filled out a patient referral request.
At the bottom of the properties window for an activity, there is a link labeled "Set up Task Notification Email." When you click it, a dialog is displayed with a default email message. This default messages reads: "You can access your task list by clicking {task.list.url}." The template at the end provides a link (in the email) to the task list that the doctor can use to go straight to his/her list of pending tasks.
Email notifications have much more customization available, however. For example, we can specify which patient the referral concerns. In the example form, there is a control named "PatientName." The data in this field can be automatically inserted into the email notification. If we insert a line, so that the message reads: "You have a new task concerning ???. You can access your task list by clicking {task.list.url}," all doctors receiving the email will be told which patient is being referred, based on the information the nurse has entered. This is an example of many customization options featured in frevvo 4.0.
Step Four: Flow Permissions
Finally, give the workflow a name (Radiology Referral) and finish creating it by clicking the Finish button in the toolbar at the top. On the Flows page that is displayed, click the Lock icon for the workflow (middle icon in the group at right). This icon toggles the visibility (permissions) between Private (visible only to the designer), Public in Tenant (visible only to authenticated users in the current tenant) and Public (visible to all users). Click the icon once to make the workflow Public in Tenant.
Sharing the Workflow
Log in as a designer in the tenant. Go into the correct application, and the enter the flows window. In the Patient Referral Flow, there will be a button that says "Share." Click on this button. You will see a dialog open with 3 options: Embedded Flow, Link, and Raw flow link.
Embedding the Workflow
The first option, Embedding, allows you to place the workflow into your website. It can be fully run within the site, which makes it easier for users to understand and use the flow. However, embedding is the longest process, because it requires a little fine-tuning within your website to make the flow fit properly.
To embed the flow, make sure that the dialog box is set to Embedded Flow, and then copy the html script from the window. Then, in your website's html, paste the script in the desired location. After pasting, save the html and check your site. There is a minimum width already set up in the flow, so if your page is too narrow, you may have to increase the width.
Link (Email/Webpage)
The second option is much simpler. The dialog simply provides a link, which can be posted on a website or sent in an email, to a window containing the flow. The window is automatically centered and formatted, and the use of the flow is exactly the same, requiring a log in by nurses, and sending tasks to doctors. While it may not be quite as good-looking as the embedded flow, it has two major advantages: it can be easily set up on your website, and you can have multiple links in the form of a library of workflows all on one page.
Raw Flow Link
The raw flow link is, essentially, a stripped-down version of the link option above. The flow will appear with no iframe in a new window. It operates by use of a link as well, but a couple things are different: the flow is not formatted or centered (it uses the browser window as its frame) and the title of the page will become the title of the form.
Running the Workflow
Running the workflow is important, as it will give you a feel for how the request/approval system works. You can test an embedded workflow, or you can use a simple URL link.
Nurse Referral
Access the workflow. When it asks you to log in, log in as a nurse. frevvo will display the first step in the workflow. This is the Radiology Referral form, except that the Doctor Approval section is not visible.
Complete the referral and sign, and then submit it to the doctor. Because you have signed, the referral information cannot be edited by the doctor. After pressing the Continue button (which can be customized), the nurse will see the customizable display message.
Task List
frevvo 4.0 includes a built-in Task List for every user. To access your Task List, login and click on the Tasks menu item on the left. This will display any Tasks that are pending in your inbox. You can perform tasks, modify them (abort or route to a different person) and view the history (audit trail) of a particular workflow.
Doctor Approval
In our example, when a doctor logs in and views the task list, he/she will see any pending referrals approval for their nurses. The doctor can then click the Perform this Task button.
The doctor will see the same referral information submitted and signed by the nurse. He will not be able to edit this information, as the nurse has signed. However, because of the Role settings described earlier, the doctor will see the Approval section. He/She can approve or reject the expense report and enter any comments. Once the doctor has completed his approval/rejection, he may sign the section and finish the workflow
