Why a patient was not enrolled (admission checks)

Every reason LeapHealthOS refuses to put a patient on a journey, where each limit is set, and what staff can do about it.

Before a patient goes on a journey, LeapHealthOS runs a fixed set of admission checks. The same checks apply whether the patient comes from an entry rule, from the Enrol patients dialog, from the patient profile or from another journey. If any check fails, the patient is not enrolled and no journey is created.

This page lists every reason, the message staff see, where the limit is set and what to do. It is for administrators and for staff who enrol patients.

Where you see the reason

Enrolling by hand: after you select Enrol N patients, the dialog lists each patient who was not enrolled, with the reason in plain words (the messages in the table below).
Entry rules: for duplicates and cooldowns, the patient's existing (or last) copy of the journey shows "Admission attempted" in its Activity list. For anything else, use the checklist under When an entry rule did not enrol a patient below.

Check is not the full test

In the Enrol patients dialog, Check only spots patients who are already on the journey. Every other reason below appears only after you actually enrol.

The checks, in order

The checks run in this order and stop at the first one that fails. So a patient who is both a duplicate and lacks consent is reported as a duplicate.

Admission checks

1
Journey can take patients
The journey must not be archived and must have at least one published version.
Inthe journey
Outthe latest published version
On failure: nothing is enrolled
2
Duplicate
Inpatientjourney (and packagefor per-package rules)
On failure: already in this journey
3
Cooldown
Inwhen the patient's last copy of this journey ended
On failure: left this journey too recently to enter it again
4
Eligibility
Inthe entry rule's Who is eligible conditions
On failure: does not meet the entry conditions of the journey
5
Exclusion group
Inthe journey's exclusion group
On failure: is excluded by the rules of the journey
6
Consent
Inthe clinic's required consent purposes
On failure: has not agreed to be contacted
7
Hourly capacity
Injourneys started across the clinic in the last hour
On failure: the hourly limit of new patients is reached
8
Journeys switched on
Inthe clinic's journeys switch
On failure: journeys are switched off for this clinic
9
Plan limit
Inrunning journeys across your organisationand your plan
On failure: the limit of the plan is reached

Every reason and what to do

Message staff see	What it means	Where it is set	What you can do
already in this journey	The patient already has a running or paused copy of this journey. For rules set to Once per package purchase, this is checked per package.	Not a setting.	Open the existing journey from JourneysPatients. If it should not be running, Cancel journey it, then enrol again.
left this journey too recently to enter it again	The patient's last copy of this journey ended less than the cooldown ago.	The Start node's Re-entry cooldown (under Advanced). If that is not set, SettingsPlatform ConfigurationSystem Settings, Journeys tab, Entering journeys > Re-entry cooldown (hours). Default is no cooldown.	Wait until the cooldown passes, or shorten it. A cooldown on the Start node always wins over the clinic setting.
does not meet the entry conditions of the journey	The entry rule's Who is eligible conditions (centre, service, payer, doctor) do not match. Only happens for entry rules; enrolling by hand skips this check.	The entry rule, under Advanced > Who is eligible.	Check the rule's conditions. If the patient should be on the journey anyway, enrol them by hand.
is excluded by the rules of the journey	The patient is running or paused on another journey that shares this journey's exclusion group.	Journey builder > Settings > Exclusion group, on both journeys.	End the other journey first, or change the exclusion group if the two journeys should be allowed together.
has not agreed to be contacted	Your clinic requires consent for one or more purposes, and the patient has none of them granted.	Journeys tab in System Settings > Entering journeys > Consent purposes required. Empty means no consent check.	Record the patient's consent for one of the required purposes, then enrol again. Do not enrol a patient who has refused contact.
the hourly limit of new patients is reached. Try again later	The number of journeys started across your whole organisation in the last 60 minutes has reached the limit. It counts every journey, not only this one.	Entering journeys > Admissions per hour. Blank means no limit.	Try again later, or ask an administrator to raise the limit.
not tried, because the hourly limit of new patients stopped the batch. Try again later	Shown only in the Enrol patients dialog. The hourly limit was hit part-way through, so the remaining patients were not attempted.	As above.	Enrol the remaining patients later.
journeys are switched off for this clinic	Journeys are turned off for your organisation.	No screen in LeapHealthOS; it is set by your implementation team.	Contact your implementation team.
the limit of the plan is reached	The number of journeys running across your whole organisation (all journeys, not only this one) has reached your plan's limit. Paused and ended journeys do not count.	Your LeapHealthOS plan. There is no screen to change it.	Contact your implementation team or account manager.

Patients can come back after a journey ends

Only running or paused copies count as duplicates. Once a patient's journey has ended (completed, cancelled or closed), they can be enrolled again, subject to the cooldown.

When an entry rule did not enrol a patient

Some reasons stop a rule before the admission checks even run. Work through this list:

The rule is switched off. Check the On column on JourneysEntry rules.
The rule's event is not in the catalog. A Not in catalog chip means the event is no longer offered; the rule cannot match.
Only when… did not match. The event's details did not meet the rule's conditions.
The event did not name the patient. A Start rule needs the event to identify a patient. Some events never do (see Event catalog).
The rule is per package, but the event did not name a package. Rules set to Once per package purchase only work with events that carry the patient's package.
The journey has no published version, or was archived.
An admission check failed. Enrol the patient by hand to see which one.

Refusals by rules are not shown

LeapHealthOS does not show on screen that a rule skipped an event or refused a patient, except "Admission attempted" on an existing journey for duplicates and cooldowns. Use the checklist above, then enrol the patient by hand to see the reason.

Entry rules and enrolling patients
Schedulers and journey settings (exclusion group)
Notification, reminder and journey settings reference
Start node (re-entry cooldown)

journeysenrolmentadmissioncooldownconsentexclusion grouptroubleshooting

Where you see the reason

The checks, in order

Every reason and what to do

When an entry rule did not enrol a patient

Related pages

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