Access Rio Observations supports a range of observation types, form configurations, and clinical workflows. This article answers common questions about how forms are set up, how observation data is handled, and how the application is configured at ward level.
Forms and configuration
This section covers how observation forms are set up and managed.
Are physical observation forms configured per ward, or is one form used across all wards?
Forms are configured per ward. This allows each ward to capture the specific data points relevant to their clinical context for example, a ward may need to track additional measurements such as blood glucose or comfort rounding fields. Configuring forms at ward level ensures that staff are only presented with information relevant to their setting.
Do observation forms need to already exist in Rio, or can paper based forms be uploaded directly?
Forms must exist in Rio EPR and be marked as Mobile to appear in the Access Rio Observations app. Therapeutic observation forms need to be built in the Rio Evo portal. A Fast Healthcare Interoperability Resources (FHIR) form builder with direct upload capability is on the product roadmap until that is available, forms should be created and configured within Rio.
Are Access Rio Observations forms separate from standard Rio assessment forms?
Yes. Forms built in the Access Rio Observations app are FHIR forms and only work within Access Rio Observations. For physical observations, existing form names from Rio are ported into the new app as part of the upgrade process these are still managed in Rio and must be mobile enabled (not all field types are supported). For therapeutic observations, forms must be built in the desktop Evo portal. Forms can be configured per ward or per setting for example, a separate form for community versus inpatient, or different forms per ward.
What field types are supported in the Access Rio Observations form builder?
The following field types are currently supported:
Text: Long Text, Short Text, URL.
Toggles: Yes/No switch.
Numeric: Decimal, Number, Sum (calculated and formula fields).
Date and time: Date, Time, Date and Time (assessment date is fixed).
Choice: dropdown, checkboxes, radio buttons, slider, image picker, Choice with Other option.
Therapeutic specific: T-Obs tile picker.
Layout: Display text, Separator line.
Is all ward level configuration managed via the Evo portal?
Yes. All ward level configuration including forms, monitoring frequencies, activity tiles, and observation levels is managed within the desktop Evo portal under Settings and Task Configuration. Refer to the configuration guide for the full setup sequence.
Observation data and workflows
This section covers where observation data appears and how clinical workflows are supported.
Where does observation data appear once recorded in the app?
This depends on the observation type:
Physical observation data is written back to Classic Rio and appears in clinical views such as Riverview.
Therapeutic observation data is stored in a dedicated database, visible within the Evo portal and available for reporting. Additional reporting capability beyond the core dashboard is on the roadmap.
Can blood glucose be added to the NEWS2 chart?
Blood glucose can be added as a data field within a physical observation form. However, it cannot be displayed on the NEWS2 chart itself the NEWS2 chart is a nationally recognised clinical standard and its structure cannot be modified without compliance and governance approval.
Is there validation to prevent an inappropriate monitoring frequency being set?
Yes. For therapeutic observations, monitoring frequency is either set to intermittent (number of checks per hour, managed automatically by the system) or assessment level, where a frequency field appears at the end of the form. For physical observations, frequency can be configured to auto populate based on the patient's total score. If a user manually changes the auto populated frequency, a warning is displayed to prompt clinical consideration.
For therapeutic observations, if escalation is recorded, where does this appear?
Therapeutic observation forms are highly configurable trusts can design forms to capture the fields and workflows relevant to their clinical practice, including escalation indicators and free text narrative. Data is available within the Evo portal. Longer term, the platform is designed to support hooks and automations triggered by form responses, in line with the product roadmap.
Can an observation level be changed outside of a formal MDT review?
Yes. Observation levels can be changed directly within the mobile app using a streamlined flow for situations requiring immediate action. Alternatively, within the desktop Evo portal, a formal MDT review can be completed, with an Adhoc Review option available for urgent changes.
Does Access Rio Observations support Rio's workflow engine, and do Active Alerts still fire?
Rio workflow engine compatibility is possible in principle observations are written to new database tables for therapeutic forms and this would require assessment for specific workflow use cases.
Active Alerts triggered from Access Rio Observations physical observation forms (for example, NEWS2 prompting a Sepsis screening pathway) continue to function as these forms are still managed within Rio.
Can the legacy Rio observations module continue to be used during migration?
Yes. Some organisations run both the legacy and new observations modules in parallel during a phased rollout. The specifics of dual running and cutover sequencing should be confirmed with your implementation team.