Carrying Out an Audit (New and Improved Audits)

Reading time 5 mins

Please note - this user guide is in reference to the Enhanced Audit functionality.

Introduction

Select the audit you need to complete and work through the questions in each section. You can add comments and attachments to provide supporting evidence for your responses. Where improvements are needed, you can create or link existing Action Plans directly to audit questions to help drive continuous improvement.

Completing an Audit - A Video Guide

Completing an Audit

• Open the audit you wish to complete.
• Work through the sections displayed on the Workflow tab
• Each section has its own status and due date, which update as you progress through the audit.
• Within each section, questions are grouped together for completion.

Answering Questions

• For each question, provide your response and add supporting information where required.
• Depending on the audit configuration, additional information may be mandatory either for the question itself or based on the answer selected.
• You may be asked to provide:
  • Attachments
    • Upload evidence or supporting documentation relevant to your answer.
  • Comments
    • Add written notes or context to support your response.
  • Create or Link an Action Plan

    • Where improvements are required, you can either create a new Action Plan or link an existing one to the audit question.

    • This helps ensure issues identified during audits are tracked and managed appropriately whilst avoiding duplicate actions where the same issue has already been identified and recorded elsewhere.

Completing Your Sections

• Once all questions in your assigned sections have been answered, select either:
  • Complete Assigned Sections
  • Complete Audit
• These options can be found in the top-right corner of the screen.

Creating a New Action Plan

• Create a new Action Plan when a new issue, improvement, or corrective action has been identified during the audit.
• To create a new Action Plan:
  1. Select the lightning bolt icon next to the relevant question.
  2. Select No when asked whether an action already exists.
  3. Complete the Action Plan details.
  4. Select Save.

Action Plan Fields

• Person Responsible
  • The individual responsible for ensuring the action is completed.
• Location
  • The location assigned to the audit. This field cannot be changed.
• Priority
  • Select the appropriate priority level:
    • Low
    • Medium
    • High
• Due Date
  • The date by which the action must be completed.
• Pending Period
  • Specify how long before the due date the action should appear as pending on the responsible person's My Tasks dashboard.
• Action Details
  • Describe the action that needs to be completed.
• Tags
  • Select one or more tags to categorise the action.
• Email Notification
  • Choose whether to notify the person responsible by email.

• Once saved, the lightning bolt icon will display a number showing how many Action Plans have been created for that question.

Linking an Existing Action Plan

• If an issue has already been identified and an Action Plan already exists, you can link the existing Action Plan to the audit question rather than creating a duplicate. This is particularly useful when the same issue applies across multiple audits or multiple audit periods. 
• For example, a location may have an ongoing maintenance issue that is already being managed through an Action Plan. Rather than creating the same action every time the audit is completed, you can link the existing Action Plan to the relevant question.

To link an existing Action Plan:

1. Select the lightning bolt icon next to the relevant question.

2. Select Yes under Does an action already exist?

3. Use the Search for an existing action plan field.

4. Search using either:

   • The Action Plan reference number.

   • Keywords from the Action Plan description.

5. Select the relevant Action Plan from the search results.

6. Select Save.

• When viewing an audit, you will also see the Action Plans you have created under the Action Plan tab.

Action Plan Workflow Step

• After completing your audit questions, you may see an additional workflow step called Action Plan.

• If this step is present, you must ensure an Action Plan has been linked or created for each failed audit question before the step can be completed.

• Please see our dedicated user guide for more information.

Audit History Tab

• The History tab provides a complete audit trail of activity within the audit.

• All actions are automatically recorded to help maintain the integrity of the audit record. Each entry includes:

  • A timestamp
  • Details of the activity
  • The user who performed the action

• This provides a clear record of all audit activity and changes. 

• Examples of tracked activity include:

  • Audit creation
  • Audit completion
  • Audit reassignment
  • Audit reopening
  • Email notifications sent from the audit

Completing an Audit Offline

• Radar Healthcare allows you to continue completing audits even if your internet connection is lost.

• You can continue to:

  • Answer questions.
  • Add comments.
  • Upload attachments.
  • Create Action Plans.

• Once your device reconnects to the internet, your information will automatically upload to Radar Healthcare.

• To submit and complete the audit, you must reconnect to the internet.

Important Information About Offline Auditing

Offline Data Retention

• All information is stored offline for up to 48 hours.
• You will receive a notification when:
• Your internet connection is lost.
• Your information has successfully uploaded after reconnecting.
• If you do not reconnect to the internet within 48 hours, any locally stored data will be deleted.

Completing the Audit

• It is not possible to complete and submit an audit whilst offline.
• We recommend reconnecting to the internet before finalising your audit. You may close your browser whilst offline, but you must reopen the audit and reconnect within the 48-hour retention period.

Audit Reassignment

• If:
  • The audit is abandoned; or
  • The audit is reassigned to another user
• whilst you are working offline, your offline data will be deleted.
• Only information entered by the current audit assignee can be submitted to the audit.

Creating Actions Offline

• When an Action Plan is created whilst offline, you will automatically be assigned as the person responsible.

Uploading Attachments Offline

• Only image files can be uploaded whilst offline.
• To improve performance, images may be resized before being uploaded

FAQs

Can I complete an audit that is not assigned directly to me?

• Yes.
  • If the audit is assigned to your role, you can reassign it to yourself and complete it.
  • Users with permission to reassign audits can also assign audits to themselves.
  • If these options are not available, please contact your system administrator.

Can I complete an audit on a mobile phone or tablet?

• Yes. Enhanced Audits are fully compatible with mobile phones and tablets.

Can I use speech-to-text for comments?

• Yes. You can use your device's built-in dictation or speech-to-text functionality to add comments to your audit.