What it does
Program staff manage every case log in their program from one workspace — filtering, reviewing in bulk, exporting — while the approval hub surfaces where the review pipeline is stalling: pending backlog, overdue reviews, turnaround time, and the supervisors and learners driving the numbers. Institution administrators get the same story rolled up per program.
Who it's for
Program administrators, directors, and coordinators run the program workspace and approval hub; institution administrators use the institution overview to compare programs and spot backlogs.
How it works
The case log workspace. The Logs page shows status cards — Total Cases, Pending Review, Approved, Rejected — plus this-month activity and unique diagnosis/procedure counts. Filters cover status, rotation, supervisor, learner, and date range, with text search across notes. Administrators can open any log, select New Case Log to create one, edit or delete logs, bulk-approve or bulk-reject pending logs (up to 500 at a time), and export the current view.
The approval hub. The Approval hub is the triage view for the review pipeline. Its cards read Pending across program, Past deadline, Median turnaround, and Outdated rejections — rejected logs untouched for more than a week. Below them, the Supervisors with backlog table ranks supervisors by pending backlog and the age of their oldest pending log. Residents at risk lists learners with overdue logs or open rejections. A daily chart plots submitted versus approved volume.
The institution overview. The Institution cases overview rolls this up per program. Headline numbers cover total cases in the period, pending count, median turnaround, and how many programs have a backlog. A Programs table shows active learners, cases this period, pending/approved/rejected counts, median turnaround, and the oldest pending log's age — filterable by academic period.
Before you start
You need access to the program whose logs you're reviewing; institution admins see the rolled-up Institution cases overview instead of individual logs.
Decide whether you need to act on logs (use Logs) or just spot where the backlog is (use Approval hub) — the hub is read-only.
For bulk actions, know your selection is capped at 500 logs per action, and only pending logs in it will change.
Do this
Open Logs (
/cases/logs) → you should see status cards for Total Cases, Pending Review, Approved, and Rejected.Apply filters for status, rotation, supervisor, learner, or date range in the filters panel → the list and status cards update to match.
Select the checkboxes on the logs you want to act on, then choose the bulk Approve or bulk Reject button → you should see a result naming how many logs were updated versus skipped.
To see where the backlog is instead, open the Approval hub (
/cases/hub) → you should see the Pending across program, Past deadline, Median turnaround, and Outdated rejections cards.Review the Supervisors with backlog and Residents at risk tables on the Approval hub page → confirm which supervisors or learners need a nudge, then act on their logs from Logs.
You're done when
✓ The logs you selected show the new status on Logs, and skipped logs are named in the result.
✓ The Approval hub cards reflect your program's current backlog after you clear it.
✓ You know which supervisors or learners are driving the numbers, from Supervisors with backlog and Residents at risk.
Boundaries and limits
Turnaround is reported as a median, not an average, so a few very slow reviews don't distort the number.
Administrators see only the case logs they're authorized to manage; access also requires the platform's multi-factor authentication policy.
Search in the workspace matches log notes (three characters minimum); it can't match the encrypted patient reference.
Bulk approve/return actions change only pending logs and are capped at 500 per action; skipped logs are reported.
The hub and institution overview are read-only monitors — reviewing happens in the workspace or the supervisor review flow they point to.
Deleting a log from the workspace is a soft removal preserved for audit, using the standard confirmation flow.
Common questions
Q: What counts as "overdue" in the approval hub? A: A pending log is overdue when it has been waiting longer than the submission-window days configured on its case log type. Types without a configured window never show as overdue.
Q: Can I approve logs directly from the hub? A: No. The hub is for triage. Use the workspace's review tab or ask the supervisor to act from their own review area.
Q: Why don't my counts match a learner's personal view? A: The workspace is scoped by your filters (status, period, rotation, supervisor). Clear filters and compare the same date basis — period views count by approval date.
Q: Can institution administrators drill into a specific log? A: The institution overview aggregates per program. Log-level work happens in each program's workspace by staff with that program's permissions.
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