Using Ovillo

Review

Review is where Ovillo puts everything it will not file on its own. This page explains why something is held, how you decide, what the assistant can and cannot decide when one is connected, and how to write down an appointment. It is for the person who looks after the record.

What Review is

Open Review in the main navigation. The page says: "Updates that change what is recorded, fall outside a range or are new wait here for your decision. Routine facts from documents go straight in, marked, and can be undone where they appear."

So there are two paths. A routine fact (a dated timeline event, or a row in a trend table that already exists) goes straight into the Record, marked Added automatically, only if the code in Ovillo finds nothing to hold. Everything else waits here under Waiting for your decision. The check is done by fixed rules in the app, not by the assistant's judgment.

Review has these parts, from top to bottom: the assistant's decisions (when there are any), the waiting items, Record a visit, Review history and Follow-ups. The Overview also lists up to three of the most pressing waiting items under Look at these first, each with Open in Review.

Why an item is held

Each waiting card begins with one sentence saying why. Cards are grouped as Look at first, Waiting for your decision and From older documents. "Look at first" holds the three kinds that most deserve a look: a reported finding, a value far outside its printed range, and a value that may have been misread. Those lead only while their document is recent (within 180 days of your newest dated document).

The reasons, in the app's words:

Lab values

• Outside its range: "the value is outside its reference range", or far outside ("far outside the range printed beside it").
• May be misread: "Check this against the original first". The detail says which doubt: five or more times higher or lower than the last value, a printed range that looks reversed, a unit that this test does not use, a page "read poorly from a scan and nothing confirmed it", or a number with a thousands mark that "could be a thousand times off".
• The two readers disagree: the text reader and the table reader read the document differently.
• May be another sample or another person: the value may be from urine, sweat or another sample and not blood, or the line names someone else, such as a parent or a donor. If it is not a blood value, or not theirs, reject it.
• The date is a guess, or the document prints a date the app cannot read.
• Printed as a limit (for example <0.5), so Ovillo cannot tell whether it is inside the range.
• New table, new test or new unit: it starts a trend table, or teaches Ovillo a test name or a unit conversion. Approve a new test once and the app reads it from every document, the ones already filed too.
• Already waiting: a value for this test from this document is already in the list.

Everything else

• A finding: "the document reports a finding", with the category (such as mass or tumour, progression or recurrence, a clot or vascular event, marked urgent). It is filed only when you approve it, whatever else is true.
• Medicines: "medicines are never added without your OK". Allergies are "always checked by a person".
• A new trend or connection, a question or a follow-up (suggestions), or something the assistant "drew from several documents".
• It changes or contradicts something already recorded. The card then shows the recorded entry and the proposed one side by side.
• The words or numbers do not match the document: "these numbers could not be found in the document", or the wording is not close enough to add on its own.
• It does not cite the document it came from, or the document has already added the most entries allowed without your OK (25).

Under the reason, a list headed How the app checked this shows each check as Passed, Did not pass or Not checked (with the reason, for example "the document has no text"). Cards from an assistant also show Why, whether the item is "Stated in the documents" or "Inferred by the assistant", and the page and quote it rests on, which you can open.

Approving or rejecting

1. Read the card, then press a source button to open the page it cites.
2. Check the value, name or date against that page.
3. Press Approve update to add it to the record. It is marked as reviewed by you.
4. Or press Reject proposal. It is not added and stays in the review history.

Approving does not make an entry true. It records that you looked and chose to keep it.

What is always left to the family

Some items are never handed to the assistant, even when one is connected, and each says why on its card:

• The family's own visit notes and what you type.
• Anything that cites a document held as someone else's.
• A value that may be from another sample (urine, sweat or similar), with "Only you can decide this one".
• A value the page prints about someone else, or under a label such as "Madre:".
• An item from a document that contains text addressed to an assistant: "The assistant was not asked about this".

Deleting, exporting, changing settings and moving anything between people are also human-only. The assistant has no way to do them.

The assistant deciding held items

With an assistant connected, the switch Let the assistant decide held items in Settings (under the assistant connection) is on by default. The note beside it reads: "When an assistant is connected, it decides what would otherwise wait for you in Review, says why, and you can undo any decision. Turn this off to approve by hand." With no assistant, or the switch off, everything held waits for you. Turning it off also stops a run between batches.

The assistant then looks at a fixed list of held items after each batch of documents, after the whole-record pass, and when you press Let the assistant decide what's waiting at the top of the waiting list. That button appears only when an assistant is connected, the switch is on and something is waiting. At most 40 items are handed over per run, and during it the assistant can only read and decide.

The code checks every decision before it lands. An approval needs a quote that the app finds on the cited page and that carries the item (a lab value on the line naming its test, a medicine or allergy by name). A document held for someone else's name can be released only when the name looks like a poor scan and the quote names her surnames. A model can still approve a value that the page really prints but that is wrong for the person, so decisions are marked and kept undoable.

How a decision looks

Each run gets a card: "The assistant decided 4 items: 3 added, 1 left out." Every line has a chip (Added, Left out, Added: about this person, Left out: someone else's), Why: with the reason and source buttons, and Undo. What it added carries Decided by the assistant in the Record and in briefs, and the review history says "decided by the assistant". It is never called reviewed or approved by you.

Undoing

Undo puts the item back in the waiting list and removes what it filed ("Undone. It waits for you now."). From then on it is yours: the assistant does not take it up again. Undo all from this run undoes what it can and lists what it could not, with reasons.

An undo is refused once you have acted on what was filed: "You marked this medicine since, so it stays. Change it on the Medicines page", or a follow-up you completed or reopened. If you removed it yourself, there is nothing left to undo.

Recording a visit

After an appointment, open Record a visit (on Review, or from the Overview under "After an appointment"). The note is yours, "not a clinician report".

1. Fill in Visit date as written, Clinician or appointment label and Your visit note.
2. Optionally, under Proposed structured updates, add a Timeline event, Medicine information recorded, a Question to carry forward or a Follow-up task.
3. For medicine information, add its source note and tick the box saying you are recording an instruction or observation, not asking Ovillo for treatment advice.
4. Press Create review proposals.

The message says "Visit saved. Its updates are waiting for your review." Each item you listed appears in the waiting list for you to approve or reject. Where the Mac can turn speech into text, a Record what was said button appears; ask before recording anyone. Audio is turned into text on this Mac and then discarded.

Follow-ups

A follow-up becomes a task only after you approve it. Under Follow-ups each task is Open or Completed, with a count of its ledger entries. Complete task and Reopen task add to the task's history and never erase it. Open tasks can be chosen for a brief.

Review history

Review history lists each decision, newest first, as Approved or Rejected, with the item, the date and who decided. It is empty ("No review decisions yet.") until the first one.

Next: Appointment briefs, The assistant.

Something unclear or out of date? Tell us on GitHub.