Deepthi's Reading

Clinical

006

The Patient Safety Checklists Story

Turning paper safety checks into digital workflows

Microsoft Forms · Power Apps · SharePoint · QR workflows

Edition #006 · 6 chapters · 14 min read

The Patient Safety Checklists Story

Turning paper safety checks into digital workflows

Checklists prevent harm only when people actually complete them. This project moved central-line and CLABSI-style safety checks into digital workflows with QR entry points, so the right check happens at the right moment and the record exists afterwards.

An ebook edition of the Patient Safety Checklists build journey: how it started, what actually happened, the conversations that changed the build, what broke, and what I learned. Written in plain English for readers with no technical background. Tools covered: Microsoft Forms, Power Apps, SharePoint, QR workflows, Excel.

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Start here

What you'll understand by the end

Not mastery — understanding. By the last page you'll be able to explain these in your own words, even with no technical background.

•what Microsoft Forms really is, and what it cannot do
•what Power Apps really is, and what it cannot do
•what QR workflows really is, and what it cannot do
•what SharePoint really is, and what it cannot do
•the difference between what the AI does, what the tool does, and what I do
•why permissions and privacy matter once AI can act on your behalf
•where a real person's judgement is still necessary

The concept ladder — the order I actually learned things

I had an idea worth building

↓

I asked an AI to help me shape it

↓

I learned the AI could explain things but could not act outside the chat by itself

↓

I met the tools that actually do the work

↓

I learned how those tools are connected and permitted

↓

I built something real and watched it break

↓

I learned where my own judgement is still required

Chapter 01

Why Patient Safety Checklists had to exist

Track 1 · My journey

Paper checklists were being signed after the fact. A signature after the fact protects nobody. Checklists prevent harm only when people actually complete them. This project moved central-line and CLABSI-style safety checks into digital workflows with QR entry points, so the right check happens at the right moment and the record exists afterwards. The honest test I set myself was simple: if this existed tomorrow, would anyone actually open it twice? Everything in the rest of this book is downstream of that one question. Patient Safety Checklists is what came out the other side.

Learning checkpoint

Before this chapter

I had a problem I could describe in a corridor conversation, but nothing I could hand to anyone.

After this chapter

I still did not know which tools to use, but I knew exactly who I was building for.

What changed my mind

The problem stopped being a complaint and became a specification.

Can you answer these?

?Can you state the problem in one sentence, without naming a solution?
?Do you know who is holding the screen when your product is used?

Chapter 02

The first conversation

Track 1 · My journey

I did not start with code. I started by describing the thing out loud, in ordinary language, the way I would explain it to a colleague. The build tool answered with a working screen, and that changed the conversation from theory to critique — it is much easier to say what is wrong with something in front of you than to specify it from nothing. These were the exchanges that actually moved the build: Me: "Scan the QR at the bedside." → The check moved from the desk to the patient. Me: "No logins at the point of care." → Friction removed, completion rose. Me: "Timestamp everything." → Retro-signing became impossible without anyone being accused of anything. Each of those lines looks small. Together they are the design document. I have stopped writing long specifications; the transcript is the specification.

Learning checkpoint

Before this chapter

A blank project and a chat window.

After this chapter

The shape of the product was decided before a single deliberate design decision was made.

What changed my mind

I learned to treat conversation as a design tool, not as preparation for design.

Can you answer these?

?What is the one sentence in your own notes that decided the architecture?
?Are you describing outcomes, or dictating implementation?

Chapter 03

Building it: Microsoft Forms, Power Apps, SharePoint, QR workflows, Excel

Track 1 · My journey

I moved checks to a QR code at the point of care so the check happens where the patient is, timestamped, on whatever phone is in the pocket. Forms, Power Apps, SharePoint and Excel did the work. The real design problem was social, not technical: make the honest path faster than the dishonest one. Short checklists, no login friction, instant confirmation. Compliance improved because compliance became the easier option. The stack was Microsoft Forms, Power Apps, SharePoint, QR workflows, Excel. I did not choose it for elegance; I chose it because it let me get a real, usable thing in front of a real person quickly, and because I could change my mind cheaply when the first idea turned out to be wrong. The rhythm mattered more than the tooling. Ship something small, use it honestly, fix the one thing that hurt most, repeat. Most of the good decisions in Patient Safety Checklists came from that loop rather than from planning.

Track 2 · Learn with Deepthi

Microsoft Forms

EXPLORED — I researched or discussed it

What did I just discover?: That Microsoft Forms was doing more of the work in this build than I gave it credit for.
What I thought it meant: I assumed it was a technical detail I could pick up later.
What I learned: It shaped what was easy and what was expensive, and therefore what the product became.
What is it, really?: Microsoft Forms is one of the pieces this build rests on — it is worth understanding what it makes cheap and what it makes hard before you commit to it.
Think of it like this (analogy): A workshop tool: it does not decide what you make, but it strongly influences what you find yourself making.
How does it actually work?: In simple terms: I give Microsoft Forms an input, it does one well-defined job with it, and it hands back a result the rest of the project can use.
Why does this exist?: Microsoft Forms exists to solve a specific, repetitive problem so that people building things do not have to solve it again from scratch every time.
Why did it matter to my project?: Because the constraints of your tools quietly become the constraints of your product.
Where I used it: Used throughout Patient Safety Checklists, especially while getting the first working screens in front of people.
Common beginner misunderstanding: A common beginner assumption is that adding Microsoft Forms automatically makes a project better. A tool only helps when it matches the problem you actually have.
What this tool cannot do: Microsoft Forms does one job well and nothing outside that job. It cannot decide what your product should be, and it will not protect you from a wrong requirement.
What surprised me: How much of the design pressure came from the tool rather than from the problem.

What happens behind the scenes

What the AI is doing

The AI model reads my instruction, decides how Microsoft Forms fits, and writes or explains the part that uses it.

What the tool is doing

Microsoft Forms performs its own specific job — the AI does not do that work itself, it only directs it.

What I am doing

I decide whether Microsoft Forms is the right choice, approve it, and judge whether the outcome is actually what my readers need.

One thing to remember

Remember this

Choose tools by what they make cheap to change, not by what they make possible.

Try it yourself

Rebuild one screen of your own project with Microsoft Forms and time it honestly.

Accuracy note: product behaviour checked on 2026-08-15. General concepts are stable; product-specific behaviour can change.

Track 2 · Learn with Deepthi

Power Apps

EXPLORED — I researched or discussed it

What did I just discover?: That Power Apps was doing more of the work in this build than I gave it credit for.
What I thought it meant: I assumed it was a technical detail I could pick up later.
What I learned: It shaped what was easy and what was expensive, and therefore what the product became.
What is it, really?: Power Apps is one of the pieces this build rests on — it is worth understanding what it makes cheap and what it makes hard before you commit to it.
Think of it like this (analogy): A workshop tool: it does not decide what you make, but it strongly influences what you find yourself making.
How does it actually work?: In simple terms: I give Power Apps an input, it does one well-defined job with it, and it hands back a result the rest of the project can use.
Why does this exist?: Power Apps exists to solve a specific, repetitive problem so that people building things do not have to solve it again from scratch every time.
Why did it matter to my project?: Because the constraints of your tools quietly become the constraints of your product.
Where I used it: Used throughout Patient Safety Checklists, especially while getting the first working screens in front of people.
Common beginner misunderstanding: A common beginner assumption is that adding Power Apps automatically makes a project better. A tool only helps when it matches the problem you actually have.
What this tool cannot do: Power Apps does one job well and nothing outside that job. It cannot decide what your product should be, and it will not protect you from a wrong requirement.
What surprised me: How much of the design pressure came from the tool rather than from the problem.

What happens behind the scenes

What the AI is doing

The AI model reads my instruction, decides how Power Apps fits, and writes or explains the part that uses it.

What the tool is doing

Power Apps performs its own specific job — the AI does not do that work itself, it only directs it.

What I am doing

I decide whether Power Apps is the right choice, approve it, and judge whether the outcome is actually what my readers need.

One thing to remember

Remember this

Choose tools by what they make cheap to change, not by what they make possible.

Try it yourself

Rebuild one screen of your own project with Power Apps and time it honestly.

Accuracy note: product behaviour checked on 2026-08-15. General concepts are stable; product-specific behaviour can change.

Track 2 · Learn with Deepthi

SharePoint

EXPLORED — I researched or discussed it

What did I just discover?: That SharePoint was doing more of the work in this build than I gave it credit for.
What I thought it meant: I assumed it was a technical detail I could pick up later.
What I learned: It shaped what was easy and what was expensive, and therefore what the product became.
What is it, really?: SharePoint is one of the pieces this build rests on — it is worth understanding what it makes cheap and what it makes hard before you commit to it.
Think of it like this (analogy): A workshop tool: it does not decide what you make, but it strongly influences what you find yourself making.
How does it actually work?: In simple terms: I give SharePoint an input, it does one well-defined job with it, and it hands back a result the rest of the project can use.
Why does this exist?: SharePoint exists to solve a specific, repetitive problem so that people building things do not have to solve it again from scratch every time.
Why did it matter to my project?: Because the constraints of your tools quietly become the constraints of your product.
Where I used it: Used throughout Patient Safety Checklists, especially while getting the first working screens in front of people.
Common beginner misunderstanding: A common beginner assumption is that adding SharePoint automatically makes a project better. A tool only helps when it matches the problem you actually have.
What this tool cannot do: SharePoint does one job well and nothing outside that job. It cannot decide what your product should be, and it will not protect you from a wrong requirement.
What surprised me: How much of the design pressure came from the tool rather than from the problem.

What happens behind the scenes

What the AI is doing

The AI model reads my instruction, decides how SharePoint fits, and writes or explains the part that uses it.

What the tool is doing

SharePoint performs its own specific job — the AI does not do that work itself, it only directs it.

What I am doing

I decide whether SharePoint is the right choice, approve it, and judge whether the outcome is actually what my readers need.

One thing to remember

Remember this

Choose tools by what they make cheap to change, not by what they make possible.

Try it yourself

Rebuild one screen of your own project with SharePoint and time it honestly.

Accuracy note: product behaviour checked on 2026-08-15. General concepts are stable; product-specific behaviour can change.

Track 2 · Learn with Deepthi

QR workflows

EXPLORED — I researched or discussed it

What did I just discover?: That QR workflows was doing more of the work in this build than I gave it credit for.
What I thought it meant: I assumed it was a technical detail I could pick up later.
What I learned: It shaped what was easy and what was expensive, and therefore what the product became.
What is it, really?: QR workflows is one of the pieces this build rests on — it is worth understanding what it makes cheap and what it makes hard before you commit to it.
Think of it like this (analogy): A workshop tool: it does not decide what you make, but it strongly influences what you find yourself making.
How does it actually work?: In simple terms: I give QR workflows an input, it does one well-defined job with it, and it hands back a result the rest of the project can use.
Why does this exist?: QR workflows exists to solve a specific, repetitive problem so that people building things do not have to solve it again from scratch every time.
Why did it matter to my project?: Because the constraints of your tools quietly become the constraints of your product.
Where I used it: Used throughout Patient Safety Checklists, especially while getting the first working screens in front of people.
Common beginner misunderstanding: A common beginner assumption is that adding QR workflows automatically makes a project better. A tool only helps when it matches the problem you actually have.
What this tool cannot do: QR workflows does one job well and nothing outside that job. It cannot decide what your product should be, and it will not protect you from a wrong requirement.
What surprised me: How much of the design pressure came from the tool rather than from the problem.

What happens behind the scenes

What the AI is doing

The AI model reads my instruction, decides how QR workflows fits, and writes or explains the part that uses it.

What the tool is doing

QR workflows performs its own specific job — the AI does not do that work itself, it only directs it.

What I am doing

I decide whether QR workflows is the right choice, approve it, and judge whether the outcome is actually what my readers need.

One thing to remember

Remember this

Choose tools by what they make cheap to change, not by what they make possible.

Try it yourself

Rebuild one screen of your own project with QR workflows and time it honestly.

Accuracy note: product behaviour checked on 2026-08-15. General concepts are stable; product-specific behaviour can change.

Learning checkpoint

Before this chapter

I had screens in my head and a stack I had not yet justified.

After this chapter

A working product, and a much shorter list of things I believed without evidence.

What changed my mind

The stack became a means, not an identity.

Can you answer these?

?Could you rebuild your first screen in an afternoon if you had to?
?Which tool are you using out of habit rather than fit?

Chapter 04

What broke

Track 1 · My journey

My first checklist had eighteen items. Nobody finishes eighteen items during a shift. It became six. Breakage is the most useful part of the process because it is unambiguous. A feature nobody uses is a feature that failed, no matter how well it is built. So I cut, simplified, and made the default path shorter until the product stopped resisting the person using it. I keep this chapter in every book deliberately. The polished version of a build story is not useful to anyone; the failure is where the transferable lesson lives.

Learning checkpoint

Before this chapter

Something that worked in the demo and failed in real life.

After this chapter

A smaller, blunter, considerably more useful product.

What changed my mind

I stopped defending the first version and started measuring it.

Can you answer these?

?What in your build is complete but unused?
?What would you cut if you had to halve the time it takes to use?

Chapter 05

What actually changed

Track 1 · My journey

The point of Patient Safety Checklists was never the software. It was the change in behaviour around it: fewer things forgotten, less guessing, a clearer handover between the people involved. Turning paper safety checks into digital workflows What I watch for now is whether the thing gets opened a second time, without being asked. Second use is the only honest metric I have found at this scale. Everything else is a story I tell myself. The status of this build: in_progress. That is stated plainly on purpose — unfinished work teaches as much as shipped work, and pretending otherwise makes these books useless.

Learning checkpoint

Before this chapter

A product that worked, and no clear evidence that it mattered.

After this chapter

A clear-eyed view of what the product does and does not fix.

What changed my mind

Success stopped meaning "it is built" and started meaning "it is used".

Can you answer these?

?What behaviour changed because your product exists?
?Would anyone notice if it disappeared tomorrow?

Chapter 06

What I would tell you before you start

Track 1 · My journey

Digitising a bad checklist gives you a fast bad checklist. Fix the checklist first, then digitise it. Three things I would repeat on the next build: 1. Describe the problem before naming a tool. The tool is the last decision, not the first. 2. Get something usable in front of a real person within a day. Opinions about a screenshot are worth more than opinions about a plan. 3. Keep a record of the conversation. The transcript is the design history, the documentation and — as this book proves — the product. If you take one thing from Patient Safety Checklists: the difference between an idea and a product is a short loop, run honestly, many times.

Learning checkpoint

Before this chapter

You have read what happened. Here is what to take with you.

After this chapter

A method you can reuse on a completely different problem.

What changed my mind

The build became repeatable rather than lucky.

Can you answer these?

?What is your version of the short loop?
?What will you ship this week, even if it is embarrassing?

Appendix

Deepthi's Dictionary

Short loop: Describe, build, use, correct — repeated in hours rather than weeks. The core working method behind this build.
Second use: Whether someone opens the product a second time without being asked. The simplest honest measure of whether it works.
Conversation beat: A single line in a build conversation that changed a decision. Collected, these form the real design document.
Worst day design: Designing for the tired, rushed, distracted user rather than the ideal one in a demo.
Microsoft Forms: Microsoft Forms — part of the stack used to build Patient Safety Checklists.
Power Apps: Power Apps — part of the stack used to build Patient Safety Checklists.
SharePoint: SharePoint — part of the stack used to build Patient Safety Checklists.
QR workflows: QR workflows — part of the stack used to build Patient Safety Checklists.
Excel: Excel — part of the stack used to build Patient Safety Checklists.