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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.
Worklists require the OprnWorklist permission. Contact your administrator if you don’t see worklist features.

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Worklist Types

OpenEyes supports two main worklist categories:
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

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Accessing Worklists

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

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Worklist Selection

When viewing worklists:
  • Select date range for filtering
  • Choose specific worklists to display
  • Filter by pathway status
  • Sort by various criteria
Worklist filters persist in your session. They’ll be remembered when you return to the worklist view.

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Automatic Worklists

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Worklist Display

Automatic worklists show:

Patient Information

  • Name and identifiers
  • Age and gender
  • Allergies and alerts
  • Primary diagnosis

Appointment Details

  • Scheduled time
  • Clinic location
  • Appointment type
  • Clinical team

Pathway Status

  • Current step
  • Wait time
  • Status indicator
  • Next action required

Clinical Summary

  • Recent VA
  • Last visit date
  • Active medications
  • Risk factors

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

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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.

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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
Frequent auto-refresh increases server load. Use appropriate intervals based on clinic needs.

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Clinical Pathways

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Pathway Basics

Pathways define patient journey through care:

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Pathway Components

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
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
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

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Pathway Interaction

Manage pathways from worklist:
1

View Patient Pathway

Click on patient row to expand pathway view
2

Progress Steps

Click step buttons to advance:
  • Green “Start” button: Begin step
  • Blue “Complete” button: Finish step
  • Step changes color to reflect status
3

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
4

Add Ad-hoc Steps

Insert unplanned steps:
  1. Click “Add Step”
  2. Select step type
  3. Position in workflow
  4. Start when ready

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Patient Check-In

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Check-In Process

1

Find Patient

Locate patient in worklist for today
2

Verify Identity

Confirm patient details:
  • Name and DOB
  • Hospital number
  • Appointment time
3

Check-In

Click Check-in button:
  • Pathway status changes to “Active”
  • Start time recorded
  • Patient enters waiting queue
4

Update Alerts

Review and update:
  • Allergies
  • Medications
  • Contact details

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

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Step Management

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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

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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

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

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Deleting Steps

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

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Adding Steps

Insert additional steps:
1

Open Step Picker

Click Add Step button in pathway
2

Select Step Type

Choose from:
  • Standard steps (exam, test, etc.)
  • Drug administration
  • Custom steps
  • Preset combinations
3

Configure Step

Enter details:
  • Step name (if custom)
  • Additional parameters
  • Comments or instructions
4

Position Step

Step added to pathway:
  • Typically at end of current todo list
  • Can reorder after creation

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Pathway Status Management

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Status Transitions

Change patient pathway status:
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

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

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Drug Administration Workflow

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

Manage medication administration:

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Assigning Medications

For prescribers:
1

Select Patients

Check patients requiring medication in worklist
2

Choose Preset Order

Select from predefined medication sets:
  • Dilating drops
  • Pre-assessment medications
  • Standard protocols
3

Customize if Needed

Adjust:
  • Dose
  • Route
  • Laterality (which eye)
  • Additional instructions
4

Assign to Patients

Click Assign Preset Order:
  • Creates pathway steps for each patient
  • Steps appear in their pathway
  • Ready for administration

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

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Wait Time Tracking

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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

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Visual Indicators

Wait times displayed with color coding:
  • 🟢 Green: Within expected time
  • 🟡 Yellow: Approaching threshold
  • 🔴 Red: Exceeded acceptable wait
  • ⚫ Black: Significantly delayed

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Wait Time Actions

Long waits trigger:
  • Visual alerts in worklist
  • Optional notifications
  • Status changes (to “Delayed” or “Stuck”)
  • Manager review
Wait time thresholds are configurable per institution. Contact your administrator to adjust timing alerts for your clinic workflow.

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Manual Worklists

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Creating Manual Worklists

1

Navigate to Manual Worklists

Click Worklists → Manual in menu
2

Create New Worklist

Click Add Manual Worklist
3

Configure Worklist

Enter:
  • Worklist name
  • Description
  • Start and end dates
  • Associated site/clinic
4

Save Worklist

Worklist created and ready for patients

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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

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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
Manual worklists don’t have automatic pathways. They’re simpler lists for ad-hoc clinic sessions or follow-up tracking.

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Worklist Printing

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
Printed worklists include:
  • Patient demographics
  • Identifiers
  • Appointment times
  • Diagnoses
  • Allergies and alerts
  • Special requirements
Printed worklists are useful for paper backup, reception use, or when computers aren’t available in clinic rooms.

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Quick Patient Information

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Patient Popup

Click patient name to open quick view:

Demographics

  • Name, age, identifiers
  • Contact information
  • GP details

Clinical Summary

  • Recent VA readings
  • Active diagnoses
  • Current medications

Alerts

  • Allergies
  • Clinical risks
  • Special requirements

History

  • Recent events
  • Past worklist attendance
  • Management summaries

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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

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Advanced Features

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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

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Worklist Dashboard Tiles

For managers, see:
  • Total patients in clinic
  • Average wait time
  • Patients by status
  • Delayed patients
  • Completion rate
  • Staff utilization

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Integration with Scheduling

Automatic worklists sync with:
  • Appointment systems
  • Theatre schedules
  • Clinic bookings
  • Room allocations

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Best Practices

Check-In Promptly

Check patients in as they arrive to start accurate wait time tracking

Update Status Regularly

Keep pathway steps current so worklist reflects true clinic state

Use Consistent Steps

Standardize pathway steps across clinics for better reporting and efficiency

Review Wait Times

Monitor wait times throughout clinic to identify bottlenecks and adjust workflow

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Troubleshooting

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
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
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
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

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Reporting and Analytics

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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

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Export Options

  • CSV export for further analysis
  • Custom reports via reporting module
  • Integration with business intelligence tools
Contact your system administrator about available worklist reports and analytics dashboards for your institution.

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Next Steps

Clinical Workflow

Understand how worklists integrate with episodes and events

Patient Management

Learn patient record management for worklist patients

Examination Module

Document examinations for worklist patients

Prescriptions

Manage PGD/PSD medications from worklists

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