QA general options

The Workflow tab in Clinic Settings → QA controls how audits run and who sees them. Only clinic admins can change these.

Every setting saves as soon as you change it. A Saved message pops up with an Undo button. Number and email boxes save when you click away. Change history at the bottom shows who changed which setting, and when.

Results

Who sees the results

• Shared with each person: each person sees their own audits, notes, to-dos and trends under My QA on their dashboard.
• Private (auditors only): only auditors see anything. There's no My QA tab, and no notes, flags or to-dos reach the team. You'll be asked to confirm before switching.

This changes visibility only. Audits record the same either way, so switching back to shared shows everyone their full history at once.

Releasing results

• As soon as finalized: each audit reaches its people the moment it's finalized.
• Held for release: finalized audits wait until an auditor releases the batch. Each person gets one notification, however many cases land.

With Held for release, you can set a Next scheduled release date and time (in your clinic's time zone), or release any time with Release now on the QA dashboard.

Questions about results

When this is on, people can question a result from My QA, and it goes to the Appeals board. Under Close questions, set how many days after results are shared people have to ask. Leave it blank for no limit.

Milestones on My QA

Clean streaks and gold-star badges people can share to the Clinic Feed.

New cases

Waiting period

How long after the appointment before its audit can be submitted, so everyone has time to finish their notes. Choose No wait, 24 hours, 48 hours, 72 hours, 1 week or 2 weeks.

Cases still waiting show a hand in the queue. Cases that are ready show eyes. Start next only opens ready cases.

Audit sampling

The share of each DVM's appointments per day that get drafted for audit on import, picked at random. The rest arrive marked Not needed. They stay in history, can be restored, and a re-import never duplicates them. At 100% you audit everything.

Split new cases between auditors

• Don’t split: new cases arrive unclaimed.
• Take turns: cases are dealt one at a time, starting with whoever has the fewest open cases.
• By DVM: pick an auditor for each DVM. DVMs come from the DVM role under People → Roles.

Anyone can still pick up any case.

Checking & scoring

Score audits with points

Off by default. With grading off, an audit records the errors found and nothing else: no percentage, no point weights. Turn it on only if your team actually uses a score.

With grading on, you set points per role on each question, scores show on the dashboard and in My QA, and auditors get a Manual point adjustments panel on each case.

Second check

A different auditor finalizes, finalizes with changes, or sends the case back. Nobody finalizes their own case (an admin can, with a reason). Choose Off, Every case or Some cases. With Some cases, tick which ones: Red-flagged cases, Scores below a percentage (if grading is on), A random share of the rest, or every case submitted by chosen auditors. It needs at least two auditors (clinic admins count).

Keeping on track

• Daily goal per auditor: shown in the queue as "3/10 today". Leave it blank for no goal.
• To-do follow-up: an open to-do shows a yellow marker. After this many days it turns red and counts as overdue on the auditor dashboard and the to-do board.
• Stale drafts: a case still in draft after this many days shows under Needs action.
• Red-flag email: enter an address. When an audit with a red flag is finalized, this address gets an email with the case notes and a link to the review. A finalized audit with a gold star sends an alert too.

Learning & coaching

These control the Learning tab on the QA dashboard: when a repeat error (or, with grading on, a score drop) is flagged for coaching, Who sees coaching (Every auditor or Clinic admins only), and whether AI lesson suggestions are on.