> ## Documentation Index
> Fetch the complete documentation index at: https://docs.veridianhp.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Status and workflow

> Assessment status labels, staff vs inmate views, transitions, and who acts at each step.

# 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.

## Status map

| Staff status            | Inmate sees             | Meaning                                                               |
| ----------------------- | ----------------------- | --------------------------------------------------------------------- |
| **new**                 | **Received**            | Submitted; server may still be processing AI output                   |
| **Awaiting assignment** | **Awaiting assignment** | Ready for admin to assign a PT                                        |
| **Under review**        | **Under review**        | Assigned PT is actively reviewing                                     |
| **needs\_followup**     | **Under review**        | PT flagged for additional follow-up; plan not yet re-released         |
| **reviewed**            | **Reviewed**            | PT completed review; approved plan and shared notes visible to inmate |

<Note>
  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.
</Note>

## 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
```

## Who acts when

| Step                   | Responsible role                | Action                                                     |
| ---------------------- | ------------------------------- | ---------------------------------------------------------- |
| Enroll patient         | **admin**                       | Create account; hand off number + PIN                      |
| Kiosk intake           | **Inmate** (custody escort)     | Complete body map, complaint, photos; submit               |
| Assign case            | **admin**                       | Move from unassigned queue to assigned PT                  |
| Review assessment      | **pt** (assigned)               | Red flags first → photos → AI → edit plan → notes          |
| Set needs\_followup    | **pt**                          | Flag case; may use [messaging](/veridian-motion/messaging) |
| Mark reviewed          | **pt**                          | Release approved plan and shared notes to inmate           |
| Reset inmate PIN       | **admin** (or authorized staff) | Reissue credentials from patient record                    |
| Escort / monitor kiosk | **officer** / custody           | Physical supervision; not clinical review                  |

## 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.

## 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.

## Status transitions (PT)

| From            | PT may set to       | Effect on inmate                            |
| --------------- | ------------------- | ------------------------------------------- |
| Under review    | **reviewed**        | Approved plan + shared notes visible        |
| Under review    | **needs\_followup** | Stays **Under review**; no new plan release |
| needs\_followup | **reviewed**        | Updated plan/notes visible after re-review  |
| needs\_followup | **needs\_followup** | Continues 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.

## What's next

<CardGroup cols={2}>
  <Card title="Provider dashboard" icon="user-doctor" href="/veridian-motion/provider-dashboard">
    Review UI and tools.
  </Card>

  <Card title="Inmate kiosk flow" icon="tablet-screen" href="/veridian-motion/inmate-kiosk-flow">
    Intake steps and My plan / progress.
  </Card>

  <Card title="Messaging" icon="comments" href="/veridian-motion/messaging">
    Follow-up communication rules.
  </Card>
</CardGroup>