Before You Begin
This solution will only track status changes going forward from the date you implement it. Historical data cannot be captured retroactively since Dazos doesn't store timestamps for previous status updates.
Steps
Create a Custom Date/Time Field
Navigate to the module where your referral status field exists (typically Patients or Referrals module). Create a new custom Date/Time field to capture timestamps when status changes occur. Name it descriptively, such as "Historical Status Change Tracking" or "Paperwork Returned Date."
Set Up an Automated Workflow
Go to Settings > Workflows and create a new workflow for your referral module. Configure the workflow conditions to trigger when the referral status changes from your starting status (e.g., "Sent Application") to your target status (e.g., "Application Returned" or "Paperwork Returned - Needs Clinical").
Configure Workflow Actions
Set the workflow action to automatically populate your custom Date/Time field with the current timestamp when the status change occurs. This creates a permanent record of when the transition happened.
Create Your Tracking Report
Build a new report using your custom Date/Time field as a filter. You can now filter by date ranges (such as fiscal years) to track conversions between specific statuses during defined time periods.
Test the Workflow
Test the setup by manually changing a referral's status to ensure the Date/Time field updates automatically and appears correctly in your report.
Expected Result
Once implemented, your system will automatically timestamp status changes and allow you to generate reports showing conversion rates between specific referral statuses for any date range, including fiscal year reporting.
Important Limitations
No Historical Data: This solution only works for future status changes. Previous transitions cannot be tracked retroactively.
Manual Data Entry: If you need historical data, it would need to be manually entered into the custom date field, which may not be practical for large datasets.
Related Resources
For assistance setting up custom fields, contact Dazos support
For help with workflow configuration, contact Dazos support
For report building assistance, contact Dazos support