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Custom Workflows

Design and implement tailored workflows to match your hospital's specific processes and requirements.

Overview​

Custom Workflows in MedFeed allow administrators to create department-specific processes, automate routine tasks, and ensure compliance with institutional policies. The workflow engine supports complex business logic, conditional routing, and integration with external systems.

[Screenshot placeholder: Workflow designer interface overview]

Key Features​

  • Visual Workflow Designer: Drag-and-drop interface for creating workflows
  • Conditional Logic: If-then-else branching based on data or user input
  • Multi-step Processes: Complex workflows with multiple stages and approvals
  • Integration Points: Connect with EMR, lab systems, and other hospital systems
  • Real-time Monitoring: Track workflow performance and bottlenecks

Workflow Designer​

Accessing the Workflow Designer​

[Screenshot placeholder: Navigation to workflow designer]

  1. Navigate to Administration > Workflows
  2. Click Create New Workflow or Edit existing workflow
  3. Choose workflow type:
    • Clinical Process: Patient care workflows
    • Administrative: Non-clinical business processes
    • Quality Assurance: QA and compliance workflows
    • Emergency Response: Crisis management procedures

Workflow Components​

Basic Elements​

[Screenshot placeholder: Workflow component palette]

Start/End Nodes:

  • Start Event: Workflow initiation triggers
  • End Event: Workflow completion states
  • Error End: Exception handling termination

Task Nodes:

  • User Task: Manual tasks requiring human input
  • System Task: Automated system actions
  • Decision Task: Conditional branching points
  • Approval Task: Review and approval steps

Gateway Nodes:

  • Exclusive Gateway: Single path selection (OR)
  • Parallel Gateway: Multiple simultaneous paths (AND)
  • Inclusive Gateway: Multiple optional paths
  • Event Gateway: Event-based routing

Advanced Components​

Integration Nodes:

  • EMR Integration: Connect to electronic medical records
  • Lab System: Interface with laboratory systems
  • Notification: Send alerts and messages
  • External API: Call third-party services

Data Nodes:

  • Data Collection: Gather information from users
  • Data Validation: Verify data accuracy and completeness
  • Data Transformation: Convert data formats
  • Data Storage: Save workflow data

Creating Workflows​

Step-by-Step Workflow Creation​

[Screenshot placeholder: Workflow creation wizard]

  1. Define Workflow Properties:

    • Name: Descriptive workflow name
    • Description: Purpose and scope
    • Category: Clinical, administrative, or quality
    • Department: Associated department(s)
    • Priority: Workflow execution priority

  2. Design Process Flow:

    • Drag components from palette to canvas
    • Connect nodes with flow arrows
    • Configure node properties for each step
    • Set conditions for decision points
    • Define data flow between steps

  3. Configure Participants:

    • Assign roles to user tasks
    • Set permissions for each step
    • Define escalation rules
    • Configure notifications

  4. Test and Validate:

    • Run simulation with test data
    • Validate logic and flow paths
    • Check integrations and data handling
    • Review performance metrics

Clinical Workflow Examples​

Patient Admission Workflow​

[Screenshot placeholder: Patient admission workflow diagram]

Workflow Steps:​

  1. Patient Arrival (Start Event)

    • Trigger: Patient registration in EMR
    • Data: Patient demographics, insurance info

  2. Triage Assessment (User Task)

    • Assigned to: Triage Nurse
    • Form: Triage assessment form
    • Decision: Priority level assignment

  3. Bed Assignment (System Task)

    • Logic: Check bed availability by priority
    • Integration: Bed management system
    • Output: Assigned bed location

  4. Physician Assignment (Decision Gateway)

    • Condition: Patient priority and specialty
    • Routes: Emergency, routine, specialist

  5. Initial Assessment (User Task)

    • Assigned to: Attending Physician
    • Form: Admission assessment
    • Integration: EMR documentation

  6. Care Plan Creation (User Task)

    • Assigned to: Care Team
    • Dependencies: Assessment completion
    • Output: Treatment plan

  7. Admission Complete (End Event)

    • Notifications: Care team, family
    • Documentation: Admission summary

Configuration Example:​

{
  "workflowId": "patient_admission_v1",
  "name": "Patient Admission Process",
  "department": "Emergency",
  "nodes": [
    {
      "id": "start_admission",
      "type": "startEvent",
      "trigger": "emr_patient_registration",
      "data": ["patient_id", "demographics", "insurance"]
    },
    {
      "id": "triage_assessment",
      "type": "userTask",
      "assignee": "role:triage_nurse",
      "form": "triage_form_v2",
      "timeout": "PT15M",
      "escalation": "charge_nurse"
    }
  ]
}

Discharge Planning Workflow​

[Screenshot placeholder: Discharge planning workflow diagram]

Workflow Components:​

  1. Discharge Readiness Assessment

    • Medical clearance checklist
    • Social services evaluation
    • Patient education completion

  2. Multi-disciplinary Review

    • Physician approval
    • Nursing sign-off
    • Pharmacy reconciliation
    • Case management review

  3. Discharge Coordination

    • Transportation arrangement
    • Follow-up appointments
    • Home care services
    • Equipment needs

  4. Patient Education and Handoff

    • Discharge instructions
    • Medication education
    • Follow-up care plan
    • Emergency contact information

Medication Administration Workflow​

[Screenshot placeholder: Medication workflow with safety checks]

Safety Checkpoints:​

  1. Order Verification

    • Physician order validation
    • Pharmacy review
    • Allergy checking
    • Drug interaction screening

  2. Preparation and Documentation

    • Medication preparation
    • Double-check verification
    • Barcode scanning
    • Time and dose recording

  3. Administration and Monitoring

    • Patient identification
    • Administration documentation
    • Side effect monitoring
    • Effectiveness assessment

Administrative Workflows​

Staff Onboarding Workflow​

[Screenshot placeholder: Staff onboarding process flow]

Onboarding Steps:​

  1. New Hire Processing

    • HR documentation
    • Background checks
    • Credential verification
    • System account creation

  2. Orientation Scheduling

    • General hospital orientation
    • Department-specific training
    • System training sessions
    • Competency assessments

  3. Access Provisioning

    • Badge and key assignment
    • System access setup
    • Permission configuration
    • Security training completion

  4. Mentorship Assignment

    • Mentor selection
    • Training schedule
    • Progress tracking
    • Performance evaluation

Equipment Maintenance Workflow​

[Screenshot placeholder: Equipment maintenance workflow]

Maintenance Process:​

  1. Maintenance Scheduling

    • Preventive maintenance calendar
    • Usage-based triggers
    • Manufacturer recommendations
    • Regulatory requirements

  2. Work Order Creation

    • Automatic work order generation
    • Technician assignment
    • Parts and tools preparation
    • Downtime scheduling

  3. Maintenance Execution

    • Safety procedures
    • Maintenance documentation
    • Quality checks
    • Performance testing

  4. Completion and Reporting

    • Maintenance record update
    • Equipment status change
    • Performance metrics
    • Next maintenance scheduling

Quality Assurance Workflows​

Incident Reporting Workflow​

[Screenshot placeholder: Incident reporting and investigation workflow]

Incident Management:​

  1. Incident Detection and Reporting

    • Multiple reporting channels
    • Immediate safety assessment
    • Initial documentation
    • Stakeholder notification

  2. Investigation and Analysis

    • Investigation team assignment
    • Root cause analysis
    • Evidence collection
    • Timeline reconstruction

  3. Corrective Action Planning

    • Action plan development
    • Resource allocation
    • Timeline establishment
    • Responsibility assignment

  4. Implementation and Follow-up

    • Action implementation
    • Progress monitoring
    • Effectiveness evaluation
    • Closure documentation

Patient Feedback Response Workflow​

[Screenshot placeholder: Feedback response workflow with escalation paths]

Response Process:​

  1. Feedback Categorization

    • Automatic sentiment analysis
    • Issue type classification
    • Priority assignment
    • Department routing

  2. Initial Response

    • Acknowledgment to patient
    • Case assignment
    • Investigation initiation
    • Timeline communication

  3. Investigation and Resolution

    • Fact gathering
    • Stakeholder interviews
    • Solution development
    • Approval process

  4. Follow-up and Closure

    • Patient communication
    • Resolution documentation
    • Satisfaction verification
    • Process improvement

Workflow Configuration​

Conditional Logic and Branching​

[Screenshot placeholder: Conditional logic configuration interface]

Decision Rules:​

// Example: Patient priority routing
if (patient.age < 18) {
  route = "pediatric_pathway";
} else if (patient.acuity === "critical") {
  route = "trauma_pathway";
} else if (patient.insurance === "emergency_only") {
  route = "stabilize_and_transfer";
} else {
  route = "standard_pathway";
}

Data-Driven Decisions:​

  • Patient Demographics: Age, gender, insurance status
  • Clinical Data: Vital signs, lab results, diagnoses
  • Operational Data: Bed availability, staff assignments
  • Time-Based: Business hours, shift changes, holidays

Integration Configuration​

EMR Integration Points:​

[Screenshot placeholder: EMR integration configuration]

Data Synchronization:

  • Patient Registration: Automatic workflow triggers
  • Order Entry: Workflow-driven order placement
  • Documentation: Structured data capture
  • Results Reporting: Automated result processing

Configuration Example:

{
  "integration": {
    "type": "hl7_fhir",
    "endpoint": "https://emr.hospital.com/fhir/r4",
    "authentication": "oauth2",
    "resources": ["Patient", "Encounter", "Observation"],
    "triggers": [
      {
        "event": "patient.admit",
        "workflow": "admission_workflow",
        "mapping": {
          "patient_id": "resource.id",
          "mrn": "resource.identifier[0].value"
        }
      }
    ]
  }
}

Notification Configuration​

[Screenshot placeholder: Notification setup interface]

Notification Types:​

  • Email Notifications: Detailed information and attachments
  • SMS Alerts: Urgent notifications and reminders
  • Push Notifications: Mobile app alerts
  • In-App Messages: Dashboard notifications
  • Pager Alerts: Critical emergency notifications

Notification Rules:​

{
  "notifications": [
    {
      "trigger": "task_overdue",
      "condition": "priority === 'high' && overdue > 30",
      "recipients": ["assignee", "supervisor"],
      "channels": ["email", "sms"],
      "template": "overdue_task_alert"
    }
  ]
}

Performance Monitoring​

Workflow Analytics​

[Screenshot placeholder: Workflow performance dashboard]

Key Metrics:​

  • Cycle Time: Average time from start to completion
  • Throughput: Number of workflows completed per period
  • Bottlenecks: Steps with longest wait times
  • Error Rate: Percentage of workflows with errors
  • User Satisfaction: Feedback on workflow usability

Performance Optimization:​

  1. Identify Bottlenecks: Analyze step-level timing data
  2. Resource Allocation: Adjust staffing and resources
  3. Process Improvement: Streamline unnecessary steps
  4. Automation Opportunities: Identify manual tasks for automation

Real-time Monitoring​

[Screenshot placeholder: Real-time workflow monitoring dashboard]

Live Workflow Tracking:​

  • Active Workflows: Currently running processes
  • Queue Status: Pending tasks by user and department
  • System Health: Integration status and performance
  • Alert Management: Active alerts and escalations

Monitoring Dashboards:​

  • Executive Dashboard: High-level KPIs and trends
  • Operational Dashboard: Real-time workflow status
  • Technical Dashboard: System performance metrics
  • Quality Dashboard: Compliance and quality metrics

Best Practices​

Workflow Design Principles​

[Screenshot placeholder: Workflow design best practices checklist]

Design Guidelines:​

  1. Keep It Simple: Minimize complexity and steps
  2. User-Centric: Design for actual user workflows
  3. Exception Handling: Plan for error scenarios
  4. Scalability: Design for growth and volume
  5. Compliance: Ensure regulatory adherence

Common Pitfalls:​

  • Over-Engineering: Too many unnecessary steps
  • Poor Error Handling: No exception management
  • Inadequate Testing: Insufficient validation
  • User Resistance: Lack of user involvement
  • Integration Issues: Poor system connectivity

Change Management​

Workflow Updates:​

  1. Version Control: Maintain workflow versions
  2. Impact Analysis: Assess change implications
  3. Testing: Validate changes thoroughly
  4. Rollback Plan: Prepare for issues
  5. User Communication: Inform affected users

Deployment Strategy:​

  • Pilot Testing: Small-scale initial deployment
  • Phased Rollout: Gradual expansion
  • Monitoring: Close performance tracking
  • Feedback Collection: User experience gathering
  • Continuous Improvement: Ongoing optimization

For technical workflow implementation, see the API Reference. For user training on workflows, refer to the User Guides.