Workflows: Medical Registration

In this video we show you how to create a workflow for the medical service, where staff can register participants who receive attention during the event.

This article explains how to set up a workflow in Copernico to allow medical personnel to record the status of participants who need assistance during an event.

1. Initial configuration

Start by creating a new workflow intended for medical registration during the event.

1. Enter your operator PIN, which works as an access key.
2. Assign a descriptive name such as Medical Attention.

2. Query configuration

Medical personnel must search for each participant by scanning or typing their bib number. Therefore, this will be the query field.

1. Select Bib number as the query field.
2. Configure the available options to optimize the workflow.

2.1. Autofocus and Scannable options

• Autofocus: useful for repeated searches. Optional for this workflow.
• Scannable: should be enabled since bib numbers can be scanned using QR codes or barcodes.

3. Information shown after the query

After identifying the participant, it is recommended to show:

• Bib number
• First name
• Last name
• Date of birth
• Identification
• Emergency phone
• Blood type
• Allergies

You may add or remove fields depending on the medical team’s needs.

4. Medical action configuration

The action allows staff to register the participant’s Medical Status. Examples include:

• Attended
• Registered
• Discharged

You can customize these values according to the event’s medical protocol.

5. Workflow execution

During the event:

1. Enter or scan the participant’s bib number.
2. Copernico will display the associated information.
3. Select the appropriate medical status.
4. Confirm the action to record the assistance given.

Done! The record will be saved and the workflow will be ready for the next participant.

Video transcript

Today we're going to show you how to set up a new workflow. This workflow is something you can use as a tool to give to healthcare workers at the race: they can use it to register the status of participants who needed to be attended to for any medical reason. Usually you can add a new workflow at the top; we're going to show you one we already made. As always, you need to create a PIN so that when you share this workflow with somebody it's password protected. Next, you add the name. In this case we put "Healthcare"; you could also put "Healthcare assistant", "Healthcare registration", whatever you think is best.

In this case, imagine that a healthcare worker is going to be able to scan or enter the bib number of a participant, so we're searching for the bib. That's how we set up our query fields. If you haven't seen a workflow video before, there are two different checkboxes here: Autofocus is for when you have more than one search query; in this case we don't, so we're not going to deal with that. Scannable is for when what you're searching for can be scanned by a QR code or barcode; in this case, yes, because a bib will have a barcode.

Next, in Select we have all the information that will pop up after you've searched the query. This is quite important for medical professionals, because they need to be able to check all of the information of the participant they are helping. So we put bib, name, surname, date of birth, identification and, because it's for medical attention, we also put emergency phone, blood type and allergies. You can set this up depending on what medical professionals might require.

Next we have the action, which is very important: we want the medical professional to be able to mark the status of the participant they're helping. So we put the field "medical status", and then the values are "attended", "registered" or "discharged".

Finally, you can enable a confirmation step, which might be important in case the medical professional wants to check that they are attending the correct person. So we enable the confirmation step and put the information you want to see: bib, name, surname. You can also configure it to show more information if you want.

And that's how we've configured it. Let's click save, and now we can test it out. We'll enter the bib, we see all the information for the person we want to help, we're going to mark them as attended, we're going to confirm, and that's it: the action's complete.