The clinical reports

Two reports for the questions an insurer, a regulator or your own audit will ask. Both are open to any clinic member, because a nurse needs to be able to see an adverse event.

Record completeness

This is the report that used to be called the validation report. It now lives at Reports → Record completeness, uses the same period picker as every other report, and has a CSV export that covers the whole period rather than only the rows on screen. The article on the validation report covers why it matters and how to keep it accurate.

It takes every appointment in the period that is confirmed, completed or missed and has a patient on it, and judges each one against seven checks:

• Medical history. Complete when a medical history form has been submitted and nothing is outstanding. An outstanding request outranks an older completed one and shows as Sent, because the record is being refreshed and is not yet current.
• Consent. Complete when a consent form was submitted for this appointment, or one was submitted in the twelve months before it. Otherwise it shows Sent if one is outstanding, and Missing if not.
• Treatment record. A record linked to the appointment, or failing that the closest record for the same patient created within two days of it. Amendments are not treatment entries and do not count.
• Batch numbers. The treatment record carries products. A record with no products shows No products, which is the traceability gap that matters in a recall.
• Photos. A photo for that patient taken within two days of the appointment.
• Notes. The treatment record has notes on it.
• Treatment map. The record has points marked on the map. It is only meaningful once a record exists, so a missing record leaves this column blank rather than flagging the same problem twice.

Four cards summarise the period: appointments reviewed, how many were fully complete and the percentage, missing consent in red, and missing batch numbers. Rows with no consent or no medical history are highlighted, because those two are the ones that matter if anybody ever asks. On a long period the page reviews the first few thousand appointments and says so; Export CSV covers the lot.

Complications

Adverse events recorded in the period, with severity, type, whether they are resolved, and the description. Above the table are the counts for the period, how many are unresolved, how many were severe or life-threatening, and the rate per treatment record. A separate panel lists everything still open across all time, not just in the period, because an unresolved complication does not stop mattering when the month ends. Export CSV carries the full list.