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Configuring observations to capture and export report data

Updated

In Rad AI Reporting, observations are custom fields—defined and managed by admins—that let you store and export data associated with reports. They can be configured to support internal compliance needs or integrations with downstream healthcare platforms.

💡 In Rad AI Reporting, the term ‘observation’ is used to signify a static or outbound data field. Inbound data is managed through a different feature called data fields. Learn how to add data fields to templates

 

In this article: 

  1. Prerequisites
  2. Creating an observation
    1. Filling in the details
    2. Associating with a procedure code
    3. Adding options for select-type observations
  3. Viewing and editing observations
  4. Deleting an observation
  5. Including observations in templates
  6. Troubleshooting


Prerequisites

  1. You’ve been assigned a role (e.g. “admin”) with all Observation permissions allowed. Learn more about roles and permissions

     

Creating an observation

  1. Select Admin > Observations from the main navigation menu on the left-hand side.
     

  2. Click Add observation for a single entry, or click the drop-down arrow and then Add multiple to bulk import from a file.

    💡 If adding multiple, you can choose whether to Import observations to all sites or not. Deselect the toggle to specify sites at which you’d like imported observations to be available. 

     

Filling in the details

  1. Complete the fields:
     
    • Name: The label shown in lists and reports.
       
    • Description: A brief description of the observation, shown only in this dialog for admin purposes.
       
    • Type:
      • Text: Free text entry.

      • Select: Predefined, selectable options. 

        ⚠️ If you change the observation type after it’s been added to a template, it will break in that template. It’s recommended that you create a new observation/template rather than change the observation type. 

         

    • Default Value: The text or select value that gets automatically applied if no user input is provided.

      ⚠️ If the observation is enabled and there’s a default value, that value will be applied to the report without prompting the user to review it. If the observation is exported, that value will also be included in the ORU. Use default values with caution. 

       

  2. Configure the observation’s settings:
     
    • Enabled: If turned on, the observation can be added to templates and reports. 
       

    • Required: If turned on, The user must enter a value for this observation before they can sign the report. If a value is not entered, a dialog will appear when the user clicks Sign, prompting the user to input a value. 

      required_dialog_on_sign.png

      ⚠️ An exception to this is if the observation has a default value. The user won’t be prompted to review or change the value on signing. 

       

    • Exported: If turned on, the observation’s value will be included in the ORU. 
       
    • Show option numbers (select-type observations only): If turned on, the observation's drop-down selection numbers will be shown in the report editor.
       
    • Available in all sites: Deselect the toggle to specify the sites at which you’d like observations to be available. 

 

Associating with a procedure code

Associating an observation with a procedure code will include the observation in all reports that contain that procedure code. However, the observation value will only be included in the subsequent ORU if the observation is set to exported (see filling in the details above). 

  1. In the observation dialog, click the Procedure Codes tab. 
     
  2. You have three configuration options:

    • Apply regardless of procedure code: Turn on this toggle if you’d like the observation to apply even in cases where the procedure code is yet to be determined, like temporary reports. The observation will also be applied to any procedure codes that get added to the system in future.

      apply_regardless_of_procedure_code.png

       

    • Select all: Click this button to apply the observation to all listed procedure codes. The observation won’t be applied in cases where the procedure code is yet to be determined, like temporary reports, or to any procedure codes that get added to the system in future.

      select_all_procedure_codes.png

       

    • Select individual observations from the list to apply the observation to one or multiple procedure codes. You can use the search bar to search by procedure code or description.

 

Adding options for select-type observations

If your chosen observation type is select, you’ll need to configure some selection options. 

  1. In the observation dialog, click the Options tab. 
     
  2. Click Add option. 
     
  3. Complete the fields:
     
    • Display name: the option label, shown to users filling out the report.
       

    • Display value: the text that appears in the report once the option is selected. 

      💡 When focused on an observation in a report, users can use the "pick" voice command—referencing either the option number (e.g. "pick one"), display name (e.g. "pick annual screening"), or display value (e.g. "pick follow-up recommendation: annual screening")—to select an observation option. Learn more about voice commands 

       

    • Export value: if the observation is exported, the value that’s included in the ORU.

       
  4. Continue adding options as needed. Use the ↑↓ arrows to change the order in which the options appear. 
     

  5. (Optional) Check the box under the relevant option to designate a default option. This will automatically update the Default Value field under the Details tab. 

    ⚠️ If the observation is required with no default value, users are prompted to enter a value. But if the observation is required and has a default value, the value will be silently included in exports without prompting.

    This is important, because if the observation is also exported then the default value that was silently included in the report will be part of the ORU. 

     

  6. Click Save.

 

Viewing and editing observations

  1. Select Admin > Observations from the main navigation menu on the left-hand side.
     

  2. Use the search bar or scroll through the list to find an observation. 

    💡Click the filter icon next to the search bar to filter your search by type, site, or setting (enabled, required, exported).

     

  3. Double-click an observation to open the Observation dialog. From here you can edit the observation—don’t forget to Save any changes. 

 

Deleting an observation

  1. Select Admin > Observations from the main navigation menu on the left-hand side.
     

  2. Use the search bar or scroll through the list to find an observation. 

    💡 Click the filter icon next to the search bar to filter your search by type, site, or setting (enabled, required, exported).

     

  3. Click the three-dot icon on the right, then click Delete. 

    ⚠️  If the observation has been used in any report at any time, you can’t delete it.

 

Including observations in templates

If an observation is frequently used and requires user input, you may want to include it in a template—auto-launched based on procedure codes—rather than associate the observation with a procedure code. 

The observation field will appear in the report editor and Outline view, reducing reliance on pop-up prompts or the Observations view.

  1. Select Templates from the main navigation menu on the left-hand side.
     
  2. Find and open an existing template, or click the Add Template button to create a new template.
     
  3. In the template editor, place the cursor where you want to insert the observation. Then click Insert > Observation.
     

  4. In the dialog, use the search bar or scroll down to find the observation. Select it to insert it into the template.

    💡 If you select the observation in the template editor and select the Properties view on the right-hand side, you’ll notice that you can’t edit the observation’s options or values. These can only be edited in Admin > Observations.
    ⚠️ If you change the observation type (from select to text, or vice-versa) after it’s been added to a template, it will break in that template. It’s recommended that you create a new observation/template rather than change the observation type.  

     

  5. Configure auto-launch rules to automatically launch this template based on the procedure code when the study is opened.
     
  6. Once done, click Save.

 

Troubleshooting

Observation isn’t appearing in the Observations view in the report workbench

In Admin > Observations > Procedure Codes, confirm that the observation is associated with to the correct procedure code. 

Alternatively, to make an observation part of a report, insert the observation into a template and configure auto-launch rules to automatically apply the template for the correct procedure code.

 

Users are not prompted to enter observation values

In Admin > Observations > Details, make sure: 

  1. The Default Value is blank.
  2. The Required toggle is on.

Under these conditions, the user will be prompted to input an observation value if the field is still blank on signing the report.

It’s also recommended that users enable the Observations view in their reporting workspace. This can be done in Personal Settings. A tab appears next to the report editor, listing any applied observations. Learn how to enable views in the reporting workbench

observations_view.png

 

Observation value not sent in ORU

In Admin > Observations > Details, make sure the Exported toggle is on.

If you want it to export silently, input a Default Value. If you want the radiologist to be prompted to input a value, leave the Default Value blank and turn on the Required toggle.

 

Observation not showing for certain sites, or showing at all sites

In Admin > Observations > Details, review the Available in all sites toggle. If turned off, you can specify the sites at which you want the observation to show up.

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