Flows

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Overview

Stenoa enables care coordination through Flows. A Flow is the most basic structural unit within Stenoa. Flows can be directly affiliated to a Department, Division, or Service. Flows allow users from within a Network or across affiliated Networks to create Cases and coordinate care.

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Creating a new flow

Only admins can create a Flow belonging to the nodes for which they are an admin, or that they remain hierarchically superior to. To create a new Flow:

1. Go to Workspace settings > Organization > Flow manager.
2. Click on New flow in the upper right corner.
3. Select the Service, Division, or Department that will own the Flow.
4. Enter a Flow name (how the Flow will appear to users).
5. Select a Flow administrator(s), who will be able to manage and modify the Flow settings.

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Managing an existing flow

Flow and node admins can manage existing Flows that are either active or in draft mode. To manage an existing Flow:

1. Go to Workspace settings > Organization > Flow manager.
2. Click on the desired Flow.
3. Make the desired changes to General settings, Case creation, Escalation Policy, or Case progress.

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General settings

The following general Flow settings can be managed here:

• Flow status (Draft or Live mode)
  • Draft mode: Flow is only visible via Flow Manager to Flow and Node admins. Use this mode to work on your Flow setup prior to going live.
  • Live mode: Flow is visible to all workspace users and affiliated workspaces via web and mobile app for case creation and management. Only Flows that are live can be connected via Connections.
• Flow affiliation
• Flow name
• Flow administrators

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Case creation

Building the actual contents of your Flow happens here. The following case creation settings can be configured here:

• Personal Health Information (PHI) entry
  • Mandatory: This will require all PHI entry fields to be entered at time of case creation (first name, last name, MRN, HIN, DOB).
  • Optional (default): This will allow PHI fields to be entered but not require them for case creation. We recommend this option for Flows where only limited PHI may be available (e.g. STEMI, ECMO, Stroke, Trauma, etc.).
  • Disabled: This will disable the display of any PHI entry fields in the Flow.

• Critical alerts (whether push notification should send as a critical alert when a case is created)
  • Always: All cases created through this Flow will trigger a critical alert push notification.
  • Discretionary: Users created the case will have the option of selecting whether they would like their case creation to trigger a critical alert.
  • Never (default): No cases created within this Flow will trigger a critical alert. Given the intrusiveness of critical alerts, this remains the default.
• Flow builder. The following field types can be created within a Flow:

For each field, the following specifications can optionally be configured:

• Required field: Toggling this on for a given field will require it to be completed before a Case can be created.
• Conditional field: For Yes/No fields, conditional fields can be added which will allow you to display and collect additional fields upon a Yes response.
• Field group: A field group can be created to group fields together and keep case creation forms structured.

Stenoa supports multilanguage configuration. To configure a secondary language:

1. Go to Workspace settings > Organization > Flow manager.
2. Scroll to Case creation.
3. Click Edit fields.
4. Click Add language in the upper right corner and select the language of your choice.
5. Enter the Flow name in your secondary language and click Confirm.
6. Translate all of the field labels. For multiple choice fields, the options will also need to be translated.
7. Click on Save changes.

English and French language are currently automatically supported. To configure an additional language, contact Support.

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Escalation policy

Once a Case is created within a Flow, the escalation policy will define the activation sequence for that Case. Escalation policies are structured by activation level. Level 1 recipients will be the first to be notified of a new case, followed by level 2, 3, etc. Within an activation level, either a Schedule or a Shared account can be added as an activation recipient. To add an activation level:

1. Go to Workspace settings > Organization > Flow manager.
2. Scroll to Escalation policy.
3. Click on Add activation level.
4. Select whether you wish to add a Schedule or Shared account.
5. Search and select the desired Schedule or Shared account.
6. Input the auto-escalate policy on the prior activation level. The case will auto-escalate to the following activation level after the number of minutes defined if no recipient confirms receipt.

To add an activation recipient:

1. Go to Workspace settings > Organization > Flow manager.
2. Scroll to Escalation policy.
3. Click on Add level X recipient.
4. Select whether you wish to add a Schedule or Shared account.
5. Search and select the desired Schedule or Shared account.

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Case progress

Stenoa sets default case progression timestamps for every Flow. These include: These event timestamps are automatically collected in the Case progress section and Data platform. The Service defined as Specified by (Consulted, Consulting, or Anyone) represents who is able to confirm or modify the default or custom timestamp. To add a custom case progress timestamp:

1. Go to Workspace settings > Organization > Flow manager.
2. Scroll to Case progress.
3. Click Edit events.
4. Create a new label and define its Specified by status.
5. Add as many additional events as desired by clicking Add event.
6. Choose the display order of the events by clicking and dragging the six dots besides the event label.
7. Once your Case progress event sequence is finalized, click Confirm.

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Deleting a flow

To delete a Flow:

1. Click on the desired Flow.
2. Change the Flow status to Draft mode. Live flows cannot be deleted. The Flow status must first be changed to Draft mode.
3. Type DRAFT in the pop-up and click Confirm.
4. Scroll to the bottom of your Flow’s settings, and click Delete.
5. Type DELETE in the pop-up and click Delete.