Role-Based Quick Reference Guide

Use this section as an at-a-glance workstation reference card. Detailed operational procedures are documented in their respective module chapters.

1. Hospital Receptionist

Key Clinical Actions	Common Issues & Solutions
• Search MPI first before creating any new patient record — always. • Use Path B (MPI screen) whenever there is near-duplicate suspicion. • Assign Doctor within the patient view to open an OPD encounter. • Emergency cases: Perform minimum rapid registration first; complete full demographics later. • Unconscious / trauma patients: Tick the "Unknown Patient" checkbox.	➔ Patient already exists (409 Conflict): Open and use the existing record. ➔ OPD encounter refused: Check if patient has an active Emergency or Inpatient encounter already open. ➔ MEWS ≥ 5 alert fires: Alert appears after vital signs entered; attend and escalate to treating doctor immediately.

Key Clinical Actions

Common Issues & Solutions

• Search MPI first before creating any new patient record — always.
• Use Path B (MPI screen) whenever there is near-duplicate suspicion.
• Assign Doctor within the patient view to open an OPD encounter.
• Emergency cases: Perform minimum rapid registration first; complete full demographics later.
• Unconscious / trauma patients: Tick the "Unknown Patient" checkbox.

➔ Patient already exists (409 Conflict): Open and use the existing record.
➔ OPD encounter refused: Check if patient has an active Emergency or Inpatient encounter already open.
➔ MEWS ≥ 5 alert fires: Alert appears after vital signs entered; attend and escalate to treating doctor immediately.

2. Doctor / Medical Officer

Key Clinical Actions	Common Issues & Solutions
• Confirm patient banner (Name, DOB, Moana ID, allergies) before every clinical action. • Review active allergies on the banner before prescribing any medication. • SOAP note: Complete all four sections (S, O, A, P) before clicking Submit. • ICD-10 coded diagnosis is mandatory in the Assessment section. • Drug warnings at prescribing: Advisory only — enforced hard stop occurs at Pharmacy dispensing. • Review ALL diagnostic results (Lab, PACS) before authorizing clinical discharge.	➔ Drug-allergy advisory fires: Review warning and select an approved clinical alternative. ➔ STAT / Critical result alert: Open immediately, review values, and acknowledge in system. ➔ SOAP note submission blocked: Verify that all four sections (S, O, A, P) contain non-empty text and ICD-10 code is present.

Key Clinical Actions

Common Issues & Solutions

• Confirm patient banner (Name, DOB, Moana ID, allergies) before every clinical action.
• Review active allergies on the banner before prescribing any medication.
• SOAP note: Complete all four sections (S, O, A, P) before clicking Submit.
• ICD-10 coded diagnosis is mandatory in the Assessment section.
• Drug warnings at prescribing: Advisory only — enforced hard stop occurs at Pharmacy dispensing.
• Review ALL diagnostic results (Lab, PACS) before authorizing clinical discharge.

➔ Drug-allergy advisory fires: Review warning and select an approved clinical alternative.
➔ STAT / Critical result alert: Open immediately, review values, and acknowledge in system.
➔ SOAP note submission blocked: Verify that all four sections (S, O, A, P) contain non-empty text and ICD-10 code is present.

3. Ward Nurse / Midwife

Key Clinical Actions	Common Issues & Solutions
• NEWS2 alert ≥ 7: Attend patient FIRST, call doctor directly, then acknowledge in system. • Five Rights Check: Confirm Right Patient, Drug, Dose, Route, Time before every dose. • Medication tasks: Always administer through the eMAR endpoint, never via the generic "Complete" button. • Shift handover: Review AI draft summary carefully; correct errors; click "End Shift & Handover" to save. • ICU alerts are non-durable: Regularly check active ICU monitors and dashboards.	➔ NEWS2 does not fire on single vital: NEWS2 requires an aggregate score of ≥ 7 across all 5 parameters; escalate single acute vitals via verbal channels. ➔ AI handover contains inaccuracy: Edit the draft directly in the handover panel before submitting. ➔ Medication task error: Route administration through the eMAR module to enforce the Five Rights check.

Key Clinical Actions

Common Issues & Solutions

• NEWS2 alert ≥ 7: Attend patient FIRST, call doctor directly, then acknowledge in system.
• Five Rights Check: Confirm Right Patient, Drug, Dose, Route, Time before every dose.
• Medication tasks: Always administer through the eMAR endpoint, never via the generic "Complete" button.
• Shift handover: Review AI draft summary carefully; correct errors; click "End Shift & Handover" to save.
• ICU alerts are non-durable: Regularly check active ICU monitors and dashboards.

➔ NEWS2 does not fire on single vital: NEWS2 requires an aggregate score of ≥ 7 across all 5 parameters; escalate single acute vitals via verbal channels.
➔ AI handover contains inaccuracy: Edit the draft directly in the handover panel before submitting.
➔ Medication task error: Route administration through the eMAR module to enforce the Five Rights check.

4. Pharmacist / Senior Pharmacist

Key Clinical Actions	Common Issues & Solutions
• Four-stage lifecycle: Verify → Prepare → Final Check (different staff) → Dispense. • Hard stop at dispensing: Contact prescribing doctor; do not attempt to bypass. • Four-eyes rule: The staff member who prepares cannot perform the final check. • Controlled drugs: Mandatory secondary witness sign-off via 5-minute cryptographic token. • Physical stock check: Reconcile physical inventory counts at every controlled drug transaction.	➔ Hard stop blocks dispensing (403): Contact prescribing doctor to review and acknowledge alert. ➔ Same user attempts prepare and check: System blocks action; assign a different qualified pharmacist for final check. ➔ Controlled drug discrepancy: System automatically opens an investigation; enter root cause and outcome.

Key Clinical Actions

Common Issues & Solutions

• Four-stage lifecycle: Verify → Prepare → Final Check (different staff) → Dispense.
• Hard stop at dispensing: Contact prescribing doctor; do not attempt to bypass.
• Four-eyes rule: The staff member who prepares cannot perform the final check.
• Controlled drugs: Mandatory secondary witness sign-off via 5-minute cryptographic token.
• Physical stock check: Reconcile physical inventory counts at every controlled drug transaction.

➔ Hard stop blocks dispensing (403): Contact prescribing doctor to review and acknowledge alert.
➔ Same user attempts prepare and check: System blocks action; assign a different qualified pharmacist for final check.
➔ Controlled drug discrepancy: System automatically opens an investigation; enter root cause and outcome.

5. Laboratory Scientist / Supervisor

Key Clinical Actions	Common Issues & Solutions
• Approve ≠ Dispatch: Approving in LIS validates test; doctor only sees results AFTER the separate Dispatch step. • Critical panic results: Make direct verbal phone contact with doctor BEFORE dispatch. • Notify Clinician modal: Document contact name, time, notification method, and read-back. • 30-minute auto-escalation: System alerts department head if doctor fails to acknowledge within 30 min. • Offline limitation: Laboratory CPOE orders cannot be placed offline — use physical paper forms.	➔ Result not showing in doctor chart: Supervisor must complete the separate Dispatch action in Moana-LIS. ➔ Clinically implausible result: Quarantine the batch result, request a fresh redraw, and inform doctor. ➔ Doctor not responding to critical alert: Call clinical department head or on-call emergency physician.

Key Clinical Actions

Common Issues & Solutions

• Approve ≠ Dispatch: Approving in LIS validates test; doctor only sees results AFTER the separate Dispatch step.
• Critical panic results: Make direct verbal phone contact with doctor BEFORE dispatch.
• Notify Clinician modal: Document contact name, time, notification method, and read-back.
• 30-minute auto-escalation: System alerts department head if doctor fails to acknowledge within 30 min.
• Offline limitation: Laboratory CPOE orders cannot be placed offline — use physical paper forms.

➔ Result not showing in doctor chart: Supervisor must complete the separate Dispatch action in Moana-LIS.
➔ Clinically implausible result: Quarantine the batch result, request a fresh redraw, and inform doctor.
➔ Doctor not responding to critical alert: Call clinical department head or on-call emergency physician.

6. Radiologist / Imaging Specialist

Key Clinical Actions	Common Issues & Solutions
• Three mandatory report sections: Findings, Impression, Recommendations are all required. • Critical imaging finding: Call ordering clinician BEFORE releasing formal report. • Document verbal call directly in report text ("Critical finding communicated to Dr. [Name] at [Time]"). • Two-step model: Report release and doctor acknowledgment are separate, independently timestamped events. • PACS sync: Allow ~60 seconds for images to arrive in OHIF after modality DICOM C-STORE.	➔ Study not visible in viewer: Wait 60–90 seconds for DICOM sync; refresh the Radiology Worklist. ➔ Cannot release report: Verify that Findings, Impression, and Recommendations all have content. ➔ Doctor not acknowledging: Contact ordering clinician directly; escalate to department lead if needed.

Key Clinical Actions

Common Issues & Solutions

• Three mandatory report sections: Findings, Impression, Recommendations are all required.
• Critical imaging finding: Call ordering clinician BEFORE releasing formal report.
• Document verbal call directly in report text ("Critical finding communicated to Dr. [Name] at [Time]").
• Two-step model: Report release and doctor acknowledgment are separate, independently timestamped events.
• PACS sync: Allow ~60 seconds for images to arrive in OHIF after modality DICOM C-STORE.

➔ Study not visible in viewer: Wait 60–90 seconds for DICOM sync; refresh the Radiology Worklist.
➔ Cannot release report: Verify that Findings, Impression, and Recommendations all have content.
➔ Doctor not acknowledging: Contact ordering clinician directly; escalate to department lead if needed.

1. Hospital Receptionist​

2. Doctor / Medical Officer​

3. Ward Nurse / Midwife​

4. Pharmacist / Senior Pharmacist​

5. Laboratory Scientist / Supervisor​

6. Radiologist / Imaging Specialist​

1. Hospital Receptionist

2. Doctor / Medical Officer

3. Ward Nurse / Midwife

4. Pharmacist / Senior Pharmacist

5. Laboratory Scientist / Supervisor

6. Radiologist / Imaging Specialist