Audit a case

This is the everyday job for auditors: open a case, seat the team, mark what went wrong, and move it on to submitted and finalized. Everything saves as you go.

The case card

On the right (or pinned at the top on a phone) you'll see the patient, visit date and time, visit type and, if a flowboard was imported, Early/Late Check In and Visit Length. These turn red when they pass your clinic's limits. A $0 appointment revenue badge means the visit billed nothing, so check for missed charges.

Record Link → opens the chart in your PIMS. No link yet? Paste one into Paste record link….

Click the Audit type pill to change the audit type. That changes which sections show.

Seat the team

Under Team, each role has a pill. Click an empty pill and type a name to seat someone. Press Enter when only one name matches. Click a filled pill to change or remove someone (Remove from case), or use the small + to add another person in the same role. Guests are listed under Guests.

Not sure who it was?

Pick Not sure in the role's list. The seat holds that person's feedback, to-dos and errors without naming anyone. Nothing reaches a person until you name them. When fault is settled, click Assign on the "Not sure yet" feedback panel and pick the person, even after the audit is finalized. Everything on the seat becomes theirs.

Mark errors

• Error check: click the thumbs-down when the error is found. Left alone, it reads as fine.
• Error list: click the thumbs-down on each error found, or Mark all to mark the whole list.
• Yes / No: No is the error, Yes is good work. The top bar counts yes/no questions still to answer.
• Result pills: pick thumbs down (an error), fine, or thumbs up (good work). Left alone counts as fine.
• Note: type what you want recorded. It's never an error.

A section that doesn't apply to this case (no surgery, no dental) can be skipped with N/A in its header. Its questions drop out of the counts.

When you mark an error, a person chip appears next to it. It defaults to whoever holds the responsible role. Click it to open Whose error is this? and change it, add a second person, or choose Not sure yet. Click the note icon to add feedback on that error: what happened, and what it should have been.

If the question has guidance or a linked SOP, it shows under the marked error.

Billing errors

In a Billing errors question or a Financials section, click + Add billing error. Enter what was Charged and what it Should have been; houndkit works out the difference and totals Over-billed and Under-billed separately. Each row lands on your clinic's usual role for billing; click it to change who. If the client paid too much, tick Client is owed a refund to raise a red flag for management review.

Flags and stars

Use the flag and star in the top bar to red-flag or gold-star the whole case. The manager alert email goes out when the audit is finalized. Each person's feedback panel also has its own star and flag.

Submit and finalize

1. Click Submit →. The Before you submit check lists anything to look at: the waiting period, audit type, must-check questions, unseated roles, unanswered yes/no questions, suggestions still waiting, and unsaved changes. The waiting period, unanswered must-check questions, pending suggestions and a change that didn't save block submitting.
2. Click Submit, or Submit & next to jump to the next ready case.
3. Later, click Finalize ✓, then Finalize or Finalize & next.

Second check

If your clinic uses a second check, a different auditor finalizes the case. After you submit, the button shows who it's waiting on. The checker can click Finalize ✓ (the button counts any answers they changed, and you're told) or Send back with a note, which returns it to you as a draft. Fix it and submit again; it goes back to the same checker. A clinic admin can finalize without the check by giving a reason.

Notes, feedback and evidence are covered in Notes, feedback and evidence on a case. Keyboard shortcuts are in QA Auditor questions and tips.