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Best Dataverse Design for Healthcare Transport Status Tracking

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Posted on by KoderJames

Hi everyone,

I’m trying to understand the best approach for handling real-time status updates in a healthcare transport workflow built on Power Platform.

The use case is not just creating transport requests, but keeping different teams updated as the request moves from discharge planning to approval, vendor assignment, pickup, delay, completion, and billing review.

For this kind of workflow, what is the better design pattern in Dataverse?

Should each transport request have one main status field, or should status changes be stored as a separate timeline/history table?

I’m also curious how others handle:

Audit history for status changes.
Reporting on delays, approvals, and completed trips.
Role-based visibility for nurses, billing, dispatch, and admins.
Power Automate flows without creating too many duplicate notifications.
Automated alerts when a request is delayed.

Has anyone handled status tracking or audit logs like this in Power Apps or Dynamics 365 for healthcare or logistics workflows?

Thanks in advance.

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Dynamics 365 general

Power Platform integration

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sannavajjala87 43 on at

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Hi,
For this type of healthcare transport workflow, I would use both:

A main Current Status field on the Transport Request table

A separate Status History / Transport Event table for every status change

The main request table should store the current operational state, for example:

New

Pending Approval

Approved

Vendor Assigned

Pickup Scheduled

In Transit

Delayed

Completed

Billing Review

Closed / Cancelled

This makes filtering, dashboards, views, and security easier.
The separate history table should store each status event, for example:

Transport Request lookup

Previous Status

New Status

Changed By

Changed On

Reason / Notes

Delay Reason

Vendor

SLA Due Time

Notification Sent Yes/No

This gives you proper auditability and reporting without overloading the main table.
For reporting, the history/event table is very useful because you can calculate:

Time spent in each status

Approval turnaround time

Vendor assignment time

Delay frequency and reasons

Completed trips by vendor/team

Billing review backlog

For role-based visibility, I would use Dataverse security roles and views:

Nurses: create/request and see patient/discharge-related transport info

Dispatch: vendor assignment, pickup, delays

Billing: completed trips and billing review fields

Admins: full access

Managers: dashboards and reporting

For Power Automate, avoid creating one flow per status. A better pattern is one centralized “status changed” flow that triggers when the Current Status field changes. Then use a Switch condition based on the new status to decide which notification or action should happen.
For delay alerts, store an SLA/due date field and use a scheduled flow to check open requests where:

Status is not Completed/Closed

Due time is passed

Delay notification not already sent

Then update a flag so duplicate alerts are not sent repeatedly.
So my recommended Dataverse model would be:
Transport Request = current state and main business record
Transport Status History / Events = audit trail and reporting source
Transport Line/Vendor/Approval tables = only if the process needs more detail
This pattern works well for healthcare/logistics workflows because users need a simple current status, while admins and managers need full traceability and analytics.

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11manish 1,079 on at

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For healthcare transport workflows, the most scalable approach is:

Main Transport Request table with the current status for operational use.

Status History table to record every status transition with timestamps, user, and comments.

Power Automate flows that trigger only on meaningful status changes to minimize duplicate notifications.

Dataverse security roles to provide role-based access for nurses, dispatch, billing, vendors, and administrators.

Power BI built on the history table for SLA tracking, delays, throughput, and operational analytics.

This hybrid design provides fast day-to-day operations while preserving a complete history for auditing, reporting, and compliance—making it well suited for healthcare and logistics scenarios.

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