Report Recall Admin Config

Configure the Report Recall (Oops Factor) feature to add a safety delay between signing and publishing reports to external systems.

This setting requires Integration to be enabled. Report Recall only applies to organizations with RIS/PACS integration.

Overview

Report Recall adds a configurable countdown timer after radiologists sign reports, delaying publication to external systems (RIS/PACS/EHR) and giving users a window to catch errors and cancel publication.

This feature is particularly valuable for:

Reducing the rate of addenda due to minor errors
Providing a safety net for trainees and new users
Accommodating organizational quality assurance workflows
Meeting regulatory requirements for review periods

Configuration Options

Setting Location

Navigate to: Settings → General → Report Recall

Available Parameters

Parameter

Type

Description

Default

Constraints

Is Enabled

Boolean

Master switch for the entire feature

false

Must have integration enabled

Delay Seconds

Integer

How long to wait before publishing

60

Min: 20, Max: 120

Allow Immediate Sign

Boolean

Let users bypass the delay with "Publish Now"

true

Configuration Schema

{
  "report_recall": {
    "is_enabled": true,
    "delay_seconds": 60,
    "allow_immediate_sign": true
  }
}

Parameter Details

Is Enabled

Type: boolean Default: false

Controls whether Report Recall is active for your organization.

When enabled:

All sign actions create a publication schedule instead of publishing immediately
Users see countdown timers after signing
Reports publish automatically when timers expire
Users can cancel and return reports to draft

When disabled:

Reports publish immediately upon signing (traditional behavior)
No countdown timers appear
No "Publish Now" or "Cancel Publish" buttons

Use cases:

Enable for organizations prioritizing quality and error reduction
Enable for teaching institutions with trainees
Disable for high-volume practices where speed is critical
Disable if your downstream systems cannot handle delayed publishing

You can enable this feature for a trial period and monitor cancellation rates to assess its value.

Delay Seconds

Type: integer Default: 60 Range: 20 to 120 (inclusive)

The number of seconds to wait after signing before automatically publishing the report.

Validation:

Minimum: 20 seconds (prevents too-short windows)
Maximum: 120 seconds (2 minutes, prevents excessive delays)
Must be an integer

Choosing the right delay:

Delay

Best For

Trade-offs

20-30s

High-volume practices, urgent care

Short window; may miss complex errors

45-60s

Balanced workflows, mixed complexity

Good compromise; most common choice

60-90s

Teaching hospitals, quality-focused orgs

Ample review time; slows throughput slightly

90-120s

Complex cases, multi-reader review

Maximum safety; impacts TAT metrics

Recommendations:

Start with 60 seconds as a baseline
Monitor cancellation rates after 2-4 weeks
Adjust based on user feedback and error reduction data
Consider your organization's average report complexity

Example calculation:

If 5% of reports are cancelled during the delay
And fixing those reports post-publication takes 15 minutes each
Then 60 seconds × 95% reports = ~60 seconds added TAT
But saves 15 minutes × 5% reports = significant time and quality improvement

Most organizations find 60 seconds provides sufficient review time without significantly impacting turnaround time metrics.

Allow Immediate Sign

Type: boolean Default: true

Determines whether users can bypass the delay and publish reports immediately via a "Publish Now" button.

When enabled (true):

"Publish Now" button appears during countdown
Users can expedite publication for urgent cases
Critical findings can be communicated faster
Users have more control over workflow

When disabled (false):

No "Publish Now" button
All reports must wait for full delay period
Enforces mandatory review window
Prevents premature publication

Use cases for enabling:

Organizations with frequent critical/urgent findings
Practices where radiologists need flexibility
Workflows with varying urgency levels
Empowering experienced radiologists

Use cases for disabling:

Enforcing quality assurance policies
Training environments requiring mandatory reviews
Organizations with high error rates
Regulatory compliance requirements

Middle ground approach:

Enable for certain user roles (via permission system)
Monitor usage patterns
Adjust based on abuse vs. legitimate use

If you disable this option, ensure your team understands they must wait the full delay period, even for critical findings. This may require workflow adjustments for stat reads.

Technical Implementation

How It Works

User signs report

Frontend calls:

POST /api/v1/reports/{id}/sign

and user sign action is recorded.

Backend creates schedule

Report status updates immediately (e.g., to "signed")
ReportPublishSchedule record is created with status "scheduled"
Task is enqueued with countdown = delay_seconds

Countdown runs

Frontend polls /api/v1/reports/{id}/publish/status for updates
Timer counts down on client side
Background task waits on server side

Timer expires

Worker executes publish_report task
Schedule status changes to "executed"
report.published event is triggered
Webhook is sent to RIS/PACS with final report data

Event Tracking

Report Recall generates these events:

Event Type

When Triggered

Payload

report.signed

User clicks Sign

Sign type, timestamp, report snapshot

report.published

Timer expires or user clicks Publish Now

Sign context, publish context, idempotency key

report.publish_cancelled

User cancels scheduled publication

Cancellation reason, remaining time

Event payload structure:

{
  "sign_context": {
    "sign_type": "SIGN",
    "new_status": "signed",
    "signed_at": "2025-10-14T15:30:00Z",
    "sign_payload": { /* extracted fields */ }
  },
  "publish_context": {
    "trigger": "timer_expired",  // or "user_overridden" or "recall_disabled"
    "delay_seconds": 60,
    "published_at": "2025-10-14T15:31:00Z"
  },
  "idempotency_key": "report_12345_SIGN"
}

API Endpoints

Get publication status:

GET /api/v1/reports/{report_id}/publish/status

Response:

{
  "schedule": {
    "scheduled": true,
    "published": false,
    "status": "scheduled",
    "remaining_seconds": 45,
    "scheduled_at": "2025-10-14T15:31:00Z",
    "delay_seconds": 60,
    "can_cancel": true,
    "is_running": false
  },
  "can_complete_now": true
}

Cancel scheduled publication:

POST /api/v1/reports/{report_id}/publish/cancel

Marks schedule as "cancelled"
Revokes task
Returns report to draft status
Clears latest sign event
Emits report.publish_cancelled event

Publish immediately:

POST /api/v1/reports/{report_id}/publish/complete

Requires allow_immediate_sign: true
Marks schedule as "cancelled"
Calls publish_report_now() directly
Emits report.published event with user_overridden trigger

Integration with Other Features

Report Linking

When Report Recall is combined with Report Linking:

Shared schedule: All linked reports have one publication schedule
Group-level countdown: Timer applies to entire group
Synchronized publishing: All reports publish together when timer expires
Unified cancellation: Cancelling returns all reports to draft
Group ownership: Schedule is owned by group owner

Example:

User links 3 reports (ACC001, ACC002, ACC003)
User signs the group
One schedule is created for all 3 reports
Countdown begins
If cancelled: all 3 return to draft
If expires: all 3 publish simultaneously via single webhook

Multi-Author Workflows

If your organization has multiple radiologist types (attendings, residents):

Schedules respect ownership rules
Only report owner can cancel publication
Ownership transfer is blocked during countdown
Permissions are checked at sign time, not publish time

Addendum Workflow

When creating addendums on signed reports:

Original report remains published
Addendum gets its own independent schedule
Addendum countdown does not affect original
Can cancel addendum without affecting base report

Webhook Delivery

Report Recall changes when webhooks fire:

Without Recall (immediate):

sign_report() → report.signed event → report.published event → webhook

With Recall (delayed):

sign_report() → report.signed event → [delay timer] → report.published event → webhook

Critical difference:

Your RIS/PACS receives the final report only when report.published fires
report.signed is internal workflow status only
Adjust your integration to wait for report.published before updating RIS

Security and Permissions

Who Can Cancel?

Report owner: Can always cancel
Organization admin: Can cancel on behalf of users (via admin interface)
Other radiologists: Cannot cancel others' schedules

Who Can Use "Publish Now"?

Controlled by allow_immediate_sign configuration
If enabled: all users with sign permissions
If disabled: no users (hard block)
Cannot be overridden by individual user permissions

Audit Trail

All actions are logged:

Schedule creation: report.signed event
Cancellation: report.publish_cancelled event
Manual publish: report.published event with user_overridden trigger
Automatic publish: report.published event with timer_expired trigger

Best Practices

Configuration Recommendations

Start conservative: 60-90 seconds, allow immediate sign
Monitor metrics: Cancellation rate, delay utilization, user feedback
Adjust gradually: Change delay in 15-second increments
Document decisions: Keep record of why parameters were chosen

Integration Testing

Before enabling in production:

Test sign → delay → publish flow in staging
Verify webhook timing with RIS/PACS team
Test cancellation and verify rollback behavior
Test immediate publish bypass
Test linked reports publication

FAQ

Q: Does this delay affect turnaround time metrics?

A: It depends on how you measure TAT. The "signed at" timestamp is immediate, but "published at" is delayed. Configure your metrics accordingly.

Q: Can users adjust their own delay times?

A: No. Delay is organization-wide. Future enhancement could support role-based delays.

Q: Does this work with all sign types?

A: Yes. Prelim sign, final sign, addendum prelim, and addendum sign all support Report Recall.

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Last updated 1 month ago