Railflo for practice staff

Draft pending clinical review

This guide is written for practice staff, not developers — and, like the consent guide, it’s one of the two pages the founder personally reviews for clinical-accuracy language before either is presented as final. Everything below describes real, working screens and flows; the wording hasn’t yet had her pass.

You don’t need to write any code to use Railflo day-to-day. This page covers the three things a practice secretary, practice manager, or clinician actually touches.

Installing Bridge

Bridge is the small program that watches a folder on your practice’s computer and sends anything saved into it straight into Railflo — no scanning into a portal, no manual upload.

1. Ask your practice’s Railflo administrator for an enrolment code — they generate it from Console → Settings → Bridge → “Add device.” It’s an 8-character code, valid for a short time.
2. Install Bridge on the practice PC (an installer file your administrator provides).
3. On first launch, Bridge asks for the enrolment code — type it in exactly as shown.
4. Once enrolled, Bridge sits quietly in your system tray. Click the icon any time to see recent uploads, how many files are waiting to send, and whether it’s online.

Bridge never modifies, moves, or deletes anything in the folder it watches — it only reads and uploads. If the practice’s internet connection drops, files queue up and send automatically once it’s back.

Using the review queue

Some documents Railflo receives need a person to check them before they become part of a patient’s record — usually because the automatic reading of the document wasn’t confident enough, or a proposed patient match needs confirming.

1. In Console, the Review queue in the left-hand navigation shows a number badge when something is waiting.
2. Open an item: you’ll see the original document on one side, and the information Railflo read off it on the other, with the exact part of the document that produced each piece of information highlighted.
3. For each field: accept it if it’s correct, edit it if it’s close but wrong, or reject it if it shouldn’t be there at all.
4. Once every field is handled, accepting the document promotes it into the patient’s actual record.

Nothing an automated reading produces becomes part of a patient’s record without someone going through this screen. For referral letters, results, and discharge summaries specifically, only a clinician or practice owner can complete this final acceptance — a secretary can review and make corrections, but the clinical sign-off needs a clinician.

Reading the compliance screen

Console’s Compliance screen is a running scoreboard of your practice’s regulatory obligations under GDPR and Irish health-data rules — each obligation shown with a simple colour: green (on track), amber (needs attention soon), or red (needs attention now). It’s meant to be glanceable, not a document you need to interpret line by line.

The obligation titles and reference dates shown today are illustrative placeholders while the underlying legal-obligation register is finalised — treat the RAG colour as directionally useful, not yet as a citation-grade compliance record.

Getting help

If something in Railflo looks wrong — a document stuck in the review queue, a referral that hasn’t arrived, Bridge showing an error — the fastest path is your practice’s own Railflo administrator, who has access to the full audit trail behind any of these screens.