Clinical forms: Glossary of terms
This glossary explains the terms you'll come across when working with Clinical forms in Lookout, in plain language. Use it as a quick reference alongside the Clinical forms articles - whether you're an Admin managing templates, a Helper completing forms on a visit, or a Supplier filling one in at check-out.
Clinical Form
A structured assessment tool used to collect and track clinical information about a Member. Forms include standardised tools commonly used in aged care and community care, and can be completed by Admins, Helpers, and Suppliers.
Form template
The reusable definition of a form - its questions, fields, and scoring. Admins manage templates in Settings; a new response is created each time a form is filled out from a template.
Form response
A single completed (or in-progress) submission of a form for a particular Member. All responses are stored against the Member's Forms tab.
Member
The person receiving care, whose clinical information the form records.
Forms tab
The area on a Member's profile where all of that Member's form responses are listed, viewed, and (by Admins) submitted.
Focal Assessment
The previous assessment workflow (such as FRAT) that Clinical Forms replaces. Once Clinical Forms is enabled, Focal Assessments are no longer available and can't be reverted to.
Must-do
A required task attached to a visit, service, or purchase order job. When a form is attached as a must-do, the assigned worker must complete it as part of their check-out.
Service-level must-do
A must-do attached to a specific service rather than a single visit, so it applies whenever that service is delivered.
Recurring must-do
A must-do attached to a recurring schedule so it automatically appears on all future visits in that schedule.
Exceptional visit
A single, one-off visit (as opposed to one that's part of a recurring schedule).
Recurring visit / schedule rule
A visit that repeats on a set schedule. Must-dos and forms can be applied across all future occurrences.
Ad hoc submission
A form a Helper or Admin submits on their own initiative - not as part of a must-do. Ad hoc submissions appear against the Member but don't create a ticket.
Ticket
A task record for the office team to review and action. A ticket is created when a form is completed as part of a must-do workflow, but not for ad hoc or admin-submitted forms.
Required field
A field that must be completed before a form can be submitted. Leaving one blank triggers a validation error.
Validation error
A message shown when a form can't be submitted because a required field is missing or a value is invalid (for example, a number outside the allowed range).
Calculated field
A field that fills in automatically based on other answers in the form, for example, a total risk score.
Progressive disclosure
When additional questions appear only based on how earlier questions were answered, so the form adapts as it's filled out.
Promoted property
A key value from a form (such as a score) that Lookout tracks over time. Forms with promoted properties can display scores and, where supported, trend graphs.
Score / trend graph
A promoted property shown as a value (e.g. "15 / 100") alongside response history, and - if the form supports it - a chart showing how that score has changed across submissions.
Audit history / History tab
A record of who changed a form response, what they changed, and when, with timestamps. Available on each response.
Offline support
The ability to leave a form partly completed and return to it later. Responses are retained even if the Helper navigates away or loses connectivity.
Lookout Assist
Lookout's AI capability. When the Care Plans and assessments agent is enabled, it generates interpretations, rolling summaries, and care plan events from form responses.
Care Plans and assessments agent
The specific Lookout Assist agent that must be enabled for AI-generated interpretations and summaries to appear on form responses.
Interpretation (individual response)
A plain-language summary Lookout Assist generates for a single form response, comparing it to the previous response for the same form and Member.
History summary (rolling)
A higher-level overview Lookout Assist generates across all interpreted responses for a form and Member over time, surfacing trends and notable changes.
Care plan event
An event raised when a clinically significant form is submitted, prompting a care plan review. The Care Planner agent can factor these into proposed updates.
Care Planner agent
The Lookout Assist agent that can factor form responses into proposed care plan updates.
Risk category
A category (such as "Falls") that a form can be linked to, so its results feed into the Member's risk assessments on their care plan.
Care plan
The Member's ongoing plan of care. It updates automatically from forms only when Lookout Assist is enabled; otherwise, it must be updated manually.
Connected Care
The capability that lets suppliers work with your organisation in Lookout, including completing forms attached to purchase order jobs.
Supplier Portal
Where suppliers view and complete jobs, including any must-do forms, when checking out.
Purchase order line item
A single line on a purchase order representing a supplier job. Forms can be attached to a line as a must-do for the supplier.
Secure checkout link
A link a customer can send a supplier to complete checkout - including any attached form - without needing full portal access.
Release Hub
Where organisations enable new Lookout features. Clinical Forms is switched on here.
Archive / Unarchive (template)
Archiving a template stops it from being available for new submissions (existing responses are kept); unarchiving makes it available again. Archived forms don't appear in the form selection list.