To enable the Whiteboard: Admin > Clinic Settings > Clinic Profile & Operations > Feature Settings

The Whiteboard is designed for managing hospitalized and boarding patients who need an ongoing, structured treatment schedule throughout their stay. It gives your team a central place to monitor what is due, confirm what has been given, and record vitals — without jumping between individual SOAPs.

The general inpatient workflow is:

The Whiteboard can be used for outpatient appointments, but keep in mind that scheduling a treatment and then confirming it adds steps that may not be necessary for a quick visit. For outpatient workflows, managing treatments directly in the SOAP may be simpler.

A patient must be checked in, have an active comprehensive SOAP, and have at least one scheduled treatment to appear on the board

If any of these conditions are not met, the patient will not show up. Patients with a Quick SOAP are excluded regardless of check-in status or treatments.

Administered treatments cannot be edited

Once a treatment is marked as administered, it can be viewed or unadministered, but not changed. To make an edit, unadminister the treatment first, make your changes, and then re-administer it.

Adding an RX product as a treatment is not the same as administering an existing prescription

You can search for and add any RX product as a treatment from the Whiteboard, but doing so creates a new treatment entry — it does not draw from or fulfill a prescription already on file for that patient. If the medication has already been dispensed to the client, turn on the Client Medication toggle when adding or editing the treatment.

The Whiteboard has two timeline views. Use the buttons in the upper right corner to switch between them. New users start in Hourly Timeline by default. Your choice is saved and carries over if you log out, switch browsers, or use a different device. Switching views keeps your current date, search, and filters in place.

The Hourly Timeline organizes treatments by hour across a 13-hour window — either a day or night shift, based on your clinic's time zone. STAT and PRN columns appear to the left of the hourly time slots.

Treatment cards in each hour column use color to indicate urgency:

Each time slot shows up to three treatment cards. If there are more, a +N button reveals the rest. Clicking a treatment card opens its details.

STAT and PRN cards:

The Priority Timeline organizes treatments into four columns: STAT, PRN, Scheduled, and Upcoming. The Upcoming column shows scheduled treatments due within the next 15 minutes.

Priority Timeline cards cannot be clicked to open treatment details. To view or manage a treatment from this view, expand the patient row or open the Patient Drawer.

Patients appear alphabetically on the board, with up to 20 patients per page. Live check-ins or discharges can move patients between pages.

Each patient row displays:

CPR and DNR status — A green CPR badge or red DNR badge appears on the patient row when a code status is set. Hover over the badge to see any associated notes. No badge appears when neither status is set.

Client contact information — Hover over the client's name to see their full contact details, including any co-owner or Authorized Agent information. Click the client's name to open their Client Profile.

Reason for Visit — When a patient has a linked appointment, a Reason for Visit banner displays in the Appointment Type's color on the patient row.

Supervising Doctor — If no doctor is assigned, a + Assign button appears. Click it to select a Supervising Doctor, including a Relief Doctor.

Location — If no location is set, a + Location button appears. Click it to assign the patient's location.

Click the arrow (▾) on the left side of any patient row to expand it and see a full treatment list below.

The expanded row shows the following for each treatment:

Outstanding treatments appear at the top of the list, with overdue treatments listed first. Administered treatments appear below.

The expanded row shows seven treatments by default. Click Load More to see the full list.

Sorting by due time — Click the Due column header to sort treatments by their due time.

Filtering by priority — Click the filter icon in the Priority column header to filter the list by one or more priorities. You can select multiple priorities at once.

Action icons in the expanded row — Scroll right in the expanded row to see the Actions column. Available icons depend on whether the treatment has been administered:

The patient panel slides open on the right side of the board and has two tabs — Patient Info and Treatments — for viewing patient details, recording vitals, and managing treatments without leaving the board.

Opening the patient panel:

The Patient Info tab shows patient and client details, including co-owner and Authorized Agent information. It also displays saved vitals and lets you record new ones.

To record vitals:

You can save multiple vitals sets per visit. Saved vitals appear in the Vitals section with their recorded date and time. Click the edit icon to update a saved set.

If the patient has a linked appointment, a view-only Appointment section also appears at the bottom of this tab.

The Treatments tab shows all current and historical treatments for the patient. Outstanding treatments (STAT, PRN, Scheduled) appear at the top, followed by administered treatments.

From this tab, you can:

You can add a treatment to a patient in two ways:

Both methods open the same treatment detail form in the patient panel.

The fields available depend on the Treatment Priority you select:

For STAT and PRN treatments:

For Scheduled treatments:

Saving a treatment — Click Save to add the treatment right away, or Save and Schedule to save it with a scheduled time. Both buttons are greyed out until all required fields are filled in.

Client Medication toggle — Turn this on when the medication has already been sent home with the client and you're scheduling when to give it — not ordering or charging for a new supply. You can also turn it on when editing an existing treatment.

Time and priority shortcuts — Clicking a future time slot fills in the start time automatically. Clicking a past time slot requires you to enter the time yourself. In the Priority Timeline, clicking an empty STAT, PRN, or Scheduled column automatically selects that priority. Clicking Upcoming selects Scheduled as the priority but does not set a due time.

Editing outstanding treatments — Click the treatment name in the Treatments tab to open the detail form and make changes. Administered treatments cannot be edited — unadminister the treatment first.

Postpone and Stop Treatment:

Wellness Plan products — Eligible Wellness Plan products appear in the product search. Items from a paused plan display Included in paused Wellness Plan, and exhausted items display Available Quantity Exceeded. Confirm is disabled for both until the plan status is resolved.

Use the Search by Patient Name field at the top left of the board to locate a specific patient. The board filters in real time as you type.

Use the calendar icon or arrow buttons next to the date to move between dates. The board displays the full shift for the selected date. There is no time selector.

Click the gear icon near the date to open the filter menu.

Assigned to Me — Shows only patients where you are listed as an assigned user on their active SOAP. This filter persists for your current session but resets when you log out, close your browser tab, or are locked out. It does not carry over to other users on shared devices.

Past Due — Narrows the board to patients with overdue treatments. This filter resets when you leave or refresh the Whiteboard.

Doctors — Filter by one or more Supervising Doctors. The list is searchable and supports multiple selections.

Locations — Filter by one or more clinic locations. The list is searchable and supports multiple selections.

When you return to the Whiteboard with filters still applied, a banner displays: "Filtering has been applied. Some entries might not be visible."

A patient must be checked in, have an active comprehensive SOAP, and have at least one scheduled treatment to appear on the board. Patients with a Quick SOAP will not appear regardless of check-in or treatment status. If a patient meets all three conditions and is still missing, check that the treatment has been confirmed or scheduled in SOAP — treatments that are drafted but not yet saved won't add the patient to the board.

Administered treatments on the Whiteboard cannot be edited directly. To make a change, click the unadminister icon on the treatment, make your edits, and re-administer it.

"Assigned to Me" is a session-only filter. It remains on while you are actively logged in, but resets when you log out, close the browser tab, or are locked out by the screen lock. It does not transfer to other users on shared devices.

You cannot pull an existing prescription directly onto the Whiteboard. Treatments and prescriptions are separate in Shepherd. You can add the same RX product as a new treatment from the Whiteboard, but doing so creates a new entry — it does not fulfill or reference the existing prescription. If the medication has already been dispensed to the client, turn on the Client Medication toggle when adding or editing the treatment so your team knows administration only is expected.

The Upcoming column shows any scheduled treatments due within the next 15 minutes. A treatment will appear there as soon as it falls within that window, even if it isn't overdue yet. It moves out of Upcoming once it's been administered or the 15-minute window has passed.