# Waiting List Reasons

## Why this matters

Every waiting list status change needs a reason or evidence note. Pre-written reasons make that a
single pick instead of a sentence typed from scratch, and they keep the wording the same across the
team. That consistency matters when the log is audited, and in reports such as
[Additions and Removals](/docs/reporting/additions-and-removals/) that group changes by their text.

## Before you start

You need the **Change Settings** permission to see the **Waiting List Reasons** screen. See
[Users and Permissions](/docs/setting-up/users-and-permissions/).

## How reasons are used

Each reason belongs to one status. When someone selects that status as the **New Status \*** on
the Change Status form, a **Common Reasons** list appears with the reasons for it, in your chosen
order. Picking one copies its text into **Reason / Evidence \***, where it can still be edited or
added to. The reason text itself is still required, so staff can always type their own.

If a status has no reasons, **Common Reasons** isn't shown for it.

Your account starts with a set of common reasons for every status, for example:

| Status | Example reasons |
|---|---|
| Awaiting Triage | *Referral received — awaiting clinical triage* |
| Waiting | *Triaged by clinician — priority assigned*, *Hospital cancelled TCI — reschedule required* |
| Waiting and Scheduled | *TCI date agreed with patient by phone*, *Added to next available clinic slot* |
| Suspended | *Patient medically unfit — advised by GP*, *Awaiting diagnostic results before proceeding* |
| Removed | *Patient requested removal by phone*, *Unable to contact — two attempts by SMS, one by phone* |
{.table}

Change, reorder or delete them to suit your service.

## Steps

### Adding a reason

1. Go to the **Settings** area and select **Waiting List Reasons**. The list shows each reason's
   **Status**, its **Reason / Evidence Text** and its **Order**.
2. Select **Add Reason**.
3. Choose the **Status: \*** the reason is offered for.
4. Enter the **Reason / Evidence Text: \***, up to 200 characters.
5. Optionally, enter an **Order (blank = last):** from 1 to 999. Leave it blank to put the reason
   at the end of that status's list.
6. Select **Save**.

To change a reason, select it in the list, edit it, then select **Save**.

### Reordering reasons

1. Tick one reason.
2. Select **Move Up** or **Move Down**. The reason swaps places with its neighbour in the same
   status.

### Deleting reasons

1. Tick one or more reasons.
2. Select **Delete**, then confirm.

A deleted reason is no longer offered on the Change Status form. Status changes already recorded
with its text are not affected.

## Common problems

**"Please select a single reason first"**
**Move Up** and **Move Down** work on one reason at a time. Untick all but one.

**A reason doesn't appear on the Change Status form**
Check its **Status**. A reason is only offered when that status is chosen as the new status, not
for the status the entry is moving from.

**A reason is too long to save**
Reasons are limited to 200 characters. The **Reason / Evidence** field on the Change Status form
takes up to 400, so staff can add detail after picking a shorter reason.

## Related

- [Status and Suspensions](/docs/waiting-lists/status-and-suspensions/)
- [Activity Log](/docs/reporting/activity-log/)
- [Additions and Removals](/docs/reporting/additions-and-removals/)

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Source: https://diarybook.com/docs/waiting-lists/waiting-list-reasons/