Orders & Order Sets

Orders record the services, consumables and medications requested for a patient during a visit. Order sets are saved bundles you apply to an encounter in one step. Orders live in the Orders card on a patient’s Encounters page. Order sets live at Pharmacy → Order sets (/order-sets).

Who can do this

Task	Clinic Admin	Receptionist	Doctor	Nurse
See an encounter’s orders	Yes	Yes	Yes	Yes
Apply an order set to an encounter	Yes	No	Yes	Yes
Cancel an order	Yes	No	Yes	Yes
Open the Order sets page and build your own sets	Yes	No	Yes	Yes
Edit, share, retire or delete a set someone else owns	Yes	No	No	No

A Receptionist who opens /order-sets sees “This action requires one of the following roles: admin, doctor, nurse.” Receptionists can read the Orders card but have no Apply order set or Cancel buttons.

The Orders card

The Orders card lists the orders of the patient’s current encounter. See Encounters & Clinical Notes for what current means. Each row shows the type (Service, Consumable or Medication), the item and its status. Without a current encounter the card says “Start an encounter to place or apply orders.”

The Orders card

Orders come from three places:

Apply order set adds one order for each item in a set.
Order service on the Vaccinations page orders a vaccination service.
Medication orders for the encounter also appear in the list.

The Orders card has no button to add a single service or consumable by hand.

Cancelling an order

Select Cancel on a row. You can cancel a service or medication order while it is a draft, active or on hold. You can cancel a consumable order while it is a draft, active or suspended. You see “Order cancelled.” and the status becomes Cancelled. Completed and cancelled orders cannot be cancelled. The app says the order “can no longer be cancelled.”

Each row also has a radio icon (Ping about the item) that sends a staff ping about that order. See Tasks & Staff Pings.

Order sets

The Order sets page has three lists:

List	What it shows
Mine	Sets you created
Shared with me	Sets a colleague shared with you
Clinic-wide	Sets shared with every practitioner who can place orders

The Order sets page

Each set shows its title, a status of draft, active or retired, a visibility label (Private, Shared or Clinic-wide, for your own sets), its description and its number of items.

Building a set

Select New order set.
Enter a Title and optionally a Description (optional).
Under Items, search “Search services and consumables…” and select each item. Set a quantity for each consumable. Remove an item with the X beside it.
Tick Publish now to make the set usable immediately. Publishing needs at least one item. Otherwise the set is saved as a draft you can keep editing.
Select Save.

The New order set dialog

Only active services and consumables can be added. Vaccination services cannot. Saving a set that contains one shows “is a vaccination service and can’t be added to an order set — use the vaccination workflow instead.” Remove that item first.

Editing or deleting a set later never changes orders already placed from it.

Select Share on a set. Choose Private (only you), Shared (you and the practitioners you pick) or Clinic-wide (every practitioner who can place orders). For Shared, tick the practitioners. Only Clinic Admins, Doctors and Nurses are listed. Select Save sharing.

The Share dialog

Sharing lets others apply a set to their own patients. It never lets them edit it. Only the owner or a Clinic Admin can edit, share, retire, publish or delete a set. Other people see the set without those buttons.

Publishing, retiring and deleting

Publish makes a draft or retired set active. Retire stops people applying it. Only active sets can be applied. A draft or retired set is not offered, even to its owner. Delete removes a set for good after you confirm.

Applying a set to an encounter

Open the patient’s chart, select Encounters and make sure an encounter is In Progress.
In the Orders card, select Apply order set.
Choose a set. Its description and item count appear.
Select Apply.

The Apply order set dialog with a set chosen and its item count

Applying a set

You see “Applied” with the set’s name. The dialog then lists each item with a tick when its order was created, or the reason it failed. If some items fail you see how many. The others are still ordered. Each item becomes its own order and can be cancelled on its own.

The result of applying an order set listing each item that was ordered

The result of applying a set

You can apply sets that are active and either yours, shared with you or clinic-wide. If a set is not available you see “This order set is not available to apply.”

Encounters & Clinical Notes: the encounter the orders belong to.
Billable Catalog: where services are defined.
Services & Consumables: the items you can add to a set.
Formulary: medications.