What your hospital sheet decides
In short. A hospital sheet carries billing wording, not clinical names, and the app matches it to your procedure list in the background. This page covers the parts of that which depend on the sheet: billing names that mean several operations, age and sex, one set of details per patient, and a busy date.
How a name is matched, which version wins and how to review the list is explained once, on Procedure names. Here is only what is specific to a sheet.
Billing names that vary by case
Some billing names are catch-alls. A line such as “K-WIRING OF ANY FRACTURE” might be a wrist one week and an ankle the next, so there is no single right answer.
When you correct a case like that, choose This case only. It teaches the app that this billing name varies by case. Future imports leave it as recorded, dimmed on your list, so you set each case yourself. Settings → Procedures lists it under Matched as varies by case, with a breakdown of what your cases under that name actually were.
Choose All cases recorded as … only when the name really means one procedure and the match was simply wrong.
Billing names that cover several operations
Some billing names describe a combination, for example “ACL Reconstruction, ORTHO- Partial Meniscectomy”, which is the same two procedures every time. In Settings → Procedures map the name to all of them: the first is the main one, and you add the others beneath it, just as on a case. Applying the correction writes the full set onto every case under that name, and every future import gets the full set.
This is the reverse of a catch-all. A combination name means the same set each time. A catch-all means different things case by case.
Cases whose procedures you set by hand are never changed by a correction made here.
Age and sex
If the sheet carries age, sex or date of birth, an import brings them in with the case. They appear quietly next to the name on the case list and case page, as “45 · M”. Sex is shown as your sheet recorded it. With nothing recorded, nothing is shown.
One patient, one set of details
One hospital number means one patient, so the app keeps their details consistent across all their cases. If one case has the name, age or sex and another with the same MRN is blank, the blank one is filled from its twin the next time you unlock. Nothing you entered is overwritten.
If two cases under the same MRN disagree, the app leaves both alone and lists them under Settings → Remove duplicate cases → Reconcile patient details, with the value and date of each and a link to open it. Ages that differ by about the time between two operations are expected and not listed.
An age or sex that disagrees is one wrong detail on one case: open the case and edit it. A name that disagrees may be one person written two ways, so edit it, or two people sharing one number. In that case open the case with the wrong number and use Correct the MRN…. See Why the MRN is locked. Gaps are filled; disagreements are listed and never changed for you.
If a lot of cases land on one date
If an unusually large number of cases arrive on a single date, say dozens, the preview shows an amber heads-up: N cases fall on that date — this usually means the date column wasn’t read correctly; check the mapping. It is almost always a date column read the wrong way, so check the mapping. It is only a heads-up and never blocks the import. If it really was a busy day, go ahead. The check runs on your phone and looks only at dates.
Less common
- Names stay on your phone. Everything identifying in the sheet is scrambled with your backup password as it comes in. See Where your data lives.
- Unmatched billing names. A name the app is not sure of is left as the hospital recorded it and nothing waits on you. See Procedure names.
- Still finishing sign-in. If you start an import straight after signing in and see Still finishing sign-in on this device — try again in a moment., wait a few seconds and try again. The app will not import until it can recognise the cases you already have, because an import that cannot recognise them could create copies.