Workflow - Standard

ID

S20

Version

1.0.1

TypeCapability Specific Standard

Status

Effective
Effective Date 


Requirements

Epic MappingRequirement IDRequirement TextLevel
C20E1 GP-WF-01

Task configuration - Create, amend, copy and delete task templates

Ability to create, amend, copy and delete task templates.

Task templates will be able to contain pertinent data items, including:

  • Unique identifier
  • Name
  • Version
  • Template Creator
  • Template Category (e.g. clinical or admin)
  • Template Status (e.g. draft, published for use across the Solution, active and inactive)
  • Task Type (e.g. Review Document, Book Appointment, Clinical Approval)
  • Task Description
  • Priority
  • Expected Duration (e.g. time from generation to expected completion (i.e. due date))
  • Assignee(s) (default individual User and/or group/team)
    • If group/team, define:
      • Number of members to complete (i.e. one, some or all)
  • Supporting Information (e.g. a link to a document, URL to external website etc. defining policy and procedures)
MUST
C20E2 GP-WF-02

Workflow configuration - Create, amend, copy and delete workflow templates

Ability to create, amend, copy and delete workflow templates.

Workflow templates will be able to contain pertinent data items, including;

  • Unique identifier
  • Name
  • Version
  • Template Creator
  • Template Category 
  • Template Status (whether draft, published for use across the Solution, active and inactive)
  • Workflow Type
  • Workflow Description
  • Workflow Event(s), including:
    • Sequential
    • Parallel 
    • Conditional
    • Manual
    • Automated (time) (e.g. automatic updating of event after certain time period has passed)
    • Automated (data driven) (e.g. automatic triggering of event based on data being recorded)
  • Supporting Information (e.g. a link to a document, URL to external website etc. defining policy and procedures)
  • Expected Duration (e.g. time from generation to expected completion (i.e due date))
    • Manual
    • Derived from duration or anticipated timescales of events
  • Priority
MUST
C20E3, C20E4GP-WF-03

Workflows and Tasks - Allocation and prioritisation based on rules

Support for automatic allocation of workflows and tasks based on Type or Assignee. Allowing defaults to be configured, including:

  • Default Task Assignee
  • Default Task deputy assignee
  • Default Task Assignee(s) can be an individual User and/or group/team
    • Define the order of deputation
    • If group/team, define the number of members to complete (i.e one, some or all)
  • Default Priority
MUST
C20E5GP-WF-04

Task creation - Create ad-hoc task

Ability for Practice User to create an ad-hoc task, recording:

  • Created By
  • Creation Date and Time
  • Patient 
  • Assignee(s) - individual User and/or groups(s)/team(s)
    • A task can be assigned to multiple recipients
    • The person who created the task can choose if the task is to be completed by one or more recipients
  • Task Type (e.g. Review Document, Book Appointment, Clinical Approval)
  • Task Description
  • Task Status
  • Priority
  • Supporting Information (e.g. a link to a document, URL to external website etc. defining policy and procedure)
  • Expected Due Date (e.g. time from generation to expected completion (i.e due date))
MUST
C20E5GP-WF-05

Task creation - Create from template

Create a task from a task template (see GP-WF-01), recording:

  • Created By
  • Creation Date and Time
  • Task Status (e.g. To Do)
  • Patient

With the ability to update any of these data items prior to creation:

  • Assignee(s) - individual User and/or groups(s)/team(s)
    • A task can be assigned to multiple recipients
    • The person who created the task can choose if the task is to be completed by one or more recipients
  • Task type (e.g. Review Document, Book Appointment, Clinical Approval)
  • Task Description
  • Priority
  • Supporting information (e.g. a link to a document, URL to external website etc. defining policy and procedure)
  • Expected due date and time (derived from Expected Duration)
MUST
C20E6GP-WF-06

Workflow creation - Manually from template

Create a workflow manually using a workflow template (see GP-WF-02), recording:

  • Created By
  • Created Date and Time
  • Workflow Description
  • Reason for creation
  • Workflow Status
  • Patient
  • Calculated Expected End Date (i.e based on expected due dates of each workflow event)

With the ability to update any of these data items prior to creation:

  • Workflow Type
  • Workflow Event(s)
  • Supporting information (e.g. a link to a document, URL to external website etc. defining policy and procedures)
  • Expected Due Date (derived from Expected Duration)
  • Priority
MUST
C20E6GP-WF-07

Workflow generation - Automatically from template

Generate workflow automatically based on automated (data driven or time) workflow events in a workflow template (See GP-WF-02), recording:

  • Created By
  • Created Date and Time
  • Workflow Description
  • Reason for creation
  • Triggering event
  • Patient
  • Calculated Expected End Date (i.e based on expected due dates of each workflow event)
  • Workflow Type
  • Workflow Event(s)
  • Supporting information (e.g. a link to a document, URL to external website etc. defining policy and procedures)
  • Priority 
MUST
C20E5 GP-10.2-04

Task management - Manage task

Manage a task:

  • Perform (e.g. update of status to mark as complete)
  • Cancel 
  • Delete 
  • Reassign to another individual(s) or group/team(s)
  • Edit (e.g. change the priority or due by date, insert some notes)
MUST
C20E5GP-10.2-04A

Task management - Enter a reason

When managing a task as per GP-10.2-04, Practice User to be able to enter a reason for doing so.

MUST
C20E6GP-WF-08

Workflow management - Manage Workflow

Ability to manage a workflow, including:

  • Update Workflow Status
  • Update Workflow Event(s)
  • Delete 
  • Reassign (i.e. individual User and/or group/team)
  • Edit (e.g. change the priority or due by date, edit supporting information)
MUST
C20E2GP-WF-09

Workflow management - Automatically update Calculated expected end date

Automatically update Calculated expected end date (see GP-WF-02). This to be derived from anticipated timescales within Workflow and event statuses and completion dates). To take account for a Practice’s non-working days (as recorded within the Solution in GP-03.4-07 of the Resource Management Capability).

MUST
C20E7 GP-WF-10

Task management - Task List

Display a list of tasks within the Practice including ability to search list by free text, filter by and sort by all characteristics (as defined in GP-WF-04 as a minimum).

MUST
C20E7 GP-WF-11

Task List - Save Configurations

Ability to save task list configurations (see GP-WF-10).

MUST
C20E12GP-WF-12

Task List - Share Configurations

Ability to share saved task list configurations (see GP-WF-10 and GP-WF-11 above)

MAY
C20E8 GP-WF-13

Workflow management - Workflow List

Display a list of workflows within the Practice including ability to search list by free text, filter by and sort by all characteristics (as defined in GP-WF-06 as a minimum).

MUST
C20E8 GP-WF-14

Workflow List - Save Configurations

Ability to save workflow list configurations (see GP-WF-13).

MUST
C20E13GP-WF-15

Workflow List - Share Configurations

Ability to share saved workflow list configurations (see GP-WF-14

MAY
C20E5GP-WF-16

Task management - View Task

Ability to view all information for an individual task so a Practice User can manage or perform the Task.

MUST
C20E6GP-WF-17

Workflow management - View Workflow

Ability to view all information for an individual workflow so a Practice User can manage the Workflow.

MUST
C20E5GP-WF-4.2-10

Task management - Overdue tasks

Indicate a task as ‘overdue’ if it is not completed when the Expected Due Date is surpassed.

MUST
C20E6GP-WF-18

Workflow management - Overdue Workflows

Indicate a workflow as ‘overdue’ if it is not completed when the Expected Due Date is surpassed.

MUST
C20E11GP-WF-6-01

Access Patient Record

Access a Patient Record where a Patient has been successfully identified, linked, listed or otherwise presented to the user.

MUST


Capability

Applicable Capability

All supplier Solutions will need to meet this Standard if they are delivering the Workflow Capability


Roadmap

Items on the Roadmap which impact or relate to this Standard

Suppliers will not be assessed or assured on these Roadmap Items as part of Onboarding