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Status and workflow

Every Veridian Motion assessment (one kiosk submission) moves through a defined workflow. Staff and inmates see different labels for the same underlying state. This page is the single reference for status mapping and handoffs.

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Status map

Staff statusInmate seesMeaning
newReceivedSubmitted; server may still be processing AI output
Awaiting assignmentAwaiting assignmentReady for admin to assign a PT
Under reviewUnder reviewAssigned PT is actively reviewing
needs_followupUnder reviewPT flagged for additional follow-up; plan not yet re-released
reviewedReviewedPT completed review; approved plan and shared notes visible to inmate
Inmates never see staff-only labels like new or needs_followup. During follow-up, the inmate typically continues to see Under review until the PT marks the case reviewed again.

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Workflow diagram

[Admin enrolls] → inmate number + PIN
        ↓
[Inmate kiosk intake] → submit
        ↓
Staff: new / Received  →  AI processing (staff dashboard only)
        ↓
Staff: Awaiting assignment  ←  Admin assigns PT
        ↓
Staff: Under review  ←  PT opens case
        ↓
    ┌───┴───┐
    ↓       ↓
reviewed   needs_followup → messaging / more review → reviewed
    ↓
Inmate: Reviewed + approved plan + shared notes

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Who acts when

StepResponsible roleAction
Enroll patientadminCreate account; hand off number + PIN
Kiosk intakeInmate (custody escort)Complete body map, complaint, photos; submit
Assign caseadminMove from unassigned queue to assigned PT
Review assessmentpt (assigned)Red flags first → photos → AI → edit plan → notes
Set needs_followupptFlag case; may use messaging
Mark reviewedptRelease approved plan and shared notes to inmate
Reset inmate PINadmin (or authorized staff)Reissue credentials from patient record
Escort / monitor kioskofficer / custodyPhysical supervision; not clinical review

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Post-submit processing

After the inmate submits:
  1. The assessment record is created immediately; the inmate sees Received and confirmation (no AI content).
  2. Server-side processing runs AI triage support via TanStack server functions (multi-LLM router). This typically completes within minutes.
  3. The submission appears in the unassigned submissions queue when ready for assignment. Until a PT is assigned, status shows Awaiting assignment to the inmate.
  4. If processing is delayed, staff may see new while the inmate still sees Received. Contact support if processing exceeds 30 minutes.

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Multiple submissions

An enrolled inmate may submit more than one assessment over time (e.g., a new complaint or re-assessment). Each submission has its own status in My plan / progress. Prior reviewed plans remain visible in history unless retention policy dictates otherwise.

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Status transitions (PT)

FromPT may set toEffect on inmate
Under reviewreviewedApproved plan + shared notes visible
Under reviewneeds_followupStays Under review; no new plan release
needs_followupreviewedUpdated plan/notes visible after re-review
needs_followupneeds_followupContinues follow-up workflow
Only a PT (or workflow rules assigned to PT role) should mark assessments reviewed or needs_followup. Admins assign cases; they do not replace PT clinical sign-off on plan release.

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What’s next

Provider dashboard

Review UI and tools.

Inmate kiosk flow

Intake steps and My plan / progress.

Messaging

Follow-up communication rules.