Compliance Logs is where your team records the daily, per case and periodic checks that an accredited office based surgery suite has to keep: environmental readings, emergency equipment checks, sterilizer loads, spore tests, controlled substance use, medication counts, terminal cleaning and the periodic review logs. Every entry is stamped with who entered it and when, kept in a Google Sheet that EYE SUITES backs up every night, and can be printed or exported for a surveyor.
It runs in a web browser on an iPad, a phone or a computer. Nothing needs to be installed. Your practice has its own address in the form logs.eyesuites.com/yourpractice, which EYE SUITES gives you at training. On an iPad, open that address in Safari, tap Share, then Add to Home Screen, and it opens like an app from then on.
Type your 4 digit PIN on the keypad. It signs you in as soon as the fourth digit is entered. Your name becomes the Logged By value on everything you save, and your initials are filled into the Initials box of each log automatically.
The sidebar lists every log in groups. Each log has a small dot: green when there is an entry for today (daily logs) or the log is current (weekly and longer), amber when it is coming due, red when it is overdue, grey when there is nothing to judge.
| Group | Logs | How often |
|---|---|---|
| Per Case | Procedures, Sterilizer, Controlled Subs. | Every surgical case |
| Daily | Environmental, Emergency Equip., Refrigerator, Med. Count (Start), Med. Count (End), Terminal Clean | Every operative day |
| Weekly | Spore Test | Minimum once per week |
| Quarterly | Safety Data | Safety data report |
| Other | Sharps Injury | As needed |
The dashboard opens after sign in and is the quickest way to see what is due today. Each card is one log and shows its status, when it was last completed and how many entries it holds. Tap a card to open that log. Tap Refresh after adding entries on another device.
| Colour | Meaning |
|---|---|
| Green, Today | An entry was made today (daily logs) or the log is within its period. |
| Amber, Due Soon | The last entry is getting old. For a daily log that means yesterday. |
| Red, Overdue or No Entries | The period has passed, or nothing has been logged yet. |
| Grey | Per case logs. They are never due, they simply show the last entry. |
Outstanding Items under the cards lists every log that needs attention today in plain words, for example "Daily Environmental Monitoring Log, OVERDUE, last entry 3 days ago".
Two logs let you record the load now and the result later. Until the result is in, the row is amber with a Result pending badge and the dashboard counts it as awaiting a result.
The tables below are read from the app itself, so they always match what is on screen. Required means the entry will not save without it.
Per Case. One entry per surgical case.
One entry per surgical case, made by the circulator during or right after the case.
Both sticker photos are required: the implant sticker from the IOL box and the sterilization indicator from the tray. Photograph them before they are discarded.
When the lens sticker was photographed in Op Notes, it is offered under Implant Sticker Photo for that date. The one for the patient and eye you enter fills in by itself. Taking a photo here replaces it.
Personnel in Room: tap the surgeon, then the scrub tech and circulator. More than one name can be tapped for the technician roles.
| Field | How to fill it in | Required |
|---|---|---|
| Date | Date. Tap Today for today. | Required |
| Patient Name | Text. | Required |
| MRN | Text. | Optional |
| Procedure | Tap one of the Procedures set up for the practice. If the pills are missing, the list is empty: add it in Setup. | Required |
| Eye (Both eyes? Log OD and OS as two entries) | Tap one: OD, OS. | Required |
| Anesthesia (Tap all that apply) | Tap all that apply: Topical, Local, Oral, None. | Required |
| Personnel in Room | Section heading | |
| Surgeon | Tap one of the Surgeons set up for the practice. If the pills are missing, the list is empty: add it in Setup. | Optional |
| Scrub Tech | Tap one of the Staff set up for the practice, more than one allowed. If the pills are missing, the list is empty: add it in Setup. | Optional |
| Circulator | Tap one of the Staff set up for the practice, more than one allowed. If the pills are missing, the list is empty: add it in Setup. | Optional |
| Other | Four boxes for other people in the room | Optional |
| Implant Sticker Photo | Tap the camera button. On an iPad or phone this opens the rear camera. On a computer it opens your photo library. | Required |
| Sterilization Sticker (Photo of the indicator, or type the tray name and number (e.g. Cataract Tray #2)) | Photograph the lot number or type it. | Required |
Per Cycle. Every sterilization cycle.
One entry per sterilizer cycle, entered by the person who ran the load.
Log the load as soon as the cycle starts and add the Chemical Indicator Result when the load comes out. A blank result keeps the entry pending.
Operator Initials are typed, not filled in for you, so the person who ran the cycle is named even when someone else is signed in.
| Field | How to fill it in | Required |
|---|---|---|
| Date | Date. Tap Today for today. | Required |
| Sterilizer ID | Tap one of the Sterilizer IDs set up for the practice. If the pills are missing, the list is empty: add it in Setup. | Required |
| Load / Cycle # | Text. | Required |
| Contents | Tap one of the Sterilizer Contents set up for the practice. If the pills are missing, the list is empty: add it in Setup. | Required |
| Exposure Time | Tap one: 3.5 min @ 270°F, 4.0 min @ 270°F. | Required |
| Chemical Indicator Result (Leave blank to log the load now; the entry shows as pending until the result is entered via Edit) | Tap one: Pass, Fail. | Optional |
| Operator Initials | Text. | Required |
| Notes / Corrective Action | Text. | Optional |
Per Use. Every controlled substance use.
One entry every time a controlled substance is given, at the time it is given.
Op Notes can write this entry for you from the Pre-Op tab. It lands here in the same log, so you do not need to enter it twice.
Entries are permanent. Mistakes are handled with Void (any staff member, reason required) or Correct (administrator).
| Field | How to fill it in | Required |
|---|---|---|
| Time Administered | Date and time. Tap Now for the current time. | Required |
| Patient Name | Text. | Optional |
| MRN | Text. | Optional |
| Staff Name | Tap one of the Staff set up for the practice. If the pills are missing, the list is empty: add it in Setup. | Required |
| Medication Name | Tap one of the Medications set up for the practice. If the pills are missing, the list is empty: add it in Setup. | Optional |
| Surgeon Name | Tap one of the Surgeons set up for the practice. If the pills are missing, the list is empty: add it in Setup. | Optional |
| Route | Tap one: Oral. | Required |
| Amount Given | Number. | Optional |
| Amount Wasted | Number. | Optional |
| Initials | Filled in with your initials automatically. | Optional |
| Notes / Discrepancy | Text. | Optional |
Daily. Check every operative day.
Once every operative day before the first case, for each procedure room.
Type the temperature and humidity and the app marks Within Range for you. If it turns red, note what was done in Notes / Corrective Action.
| Field | How to fill it in | Required |
|---|---|---|
| Date | Date. Tap Today for today. | Required |
| Area | Tap the room. Procedure Room 2 appears only when Setup says the practice has 2 rooms. | Required |
| Temperature (°F) | Number. The allowed range from Setup is shown next to it (68 to 75 F unless changed). Out of range turns the box red and sets Within Range to No. | Required |
| Humidity (%) | Number. Allowed range from Setup (20 to 60 percent unless changed). Out of range turns the box red and sets Within Range to No. | Required |
| Within Range? | Tap one: Yes, No. | Required |
| Notes / Corrective Action | Text. | Optional |
| Initials | Filled in with your initials automatically. | Optional |
Daily. Check before first case.
Once every operative day before the first case.
Tap Yes for each item checked and Pass or Fail for the UPS test. Anything that fails goes in Notes / Corrective Action together with what was done about it.
| Field | How to fill it in | Required |
|---|---|---|
| Date | Date. Tap Today for today. | Required |
| AED Checked | Tap one: Yes, No. | Optional |
| Suction Checked | Tap one: Yes, No. | Optional |
| O₂ Checked | Tap one: Yes, No. | Optional |
| Emerg. Meds Checked | Tap one: Yes, No. | Optional |
| UPS – Proc. Room 1 | Tap one: Pass, Fail. | Optional |
| UPS – Proc. Room 2 | Tap one: Pass, Fail. Shown only when Setup says the practice has 2 rooms. | Optional |
| Notes / Corrective Action | Text. | Optional |
| Initials | Filled in with your initials automatically. | Optional |
Daily. Check daily before first use.
Every operative day before the first use of the medication refrigerator.
The range is 36 to 46 F and cannot be changed. An out of range reading turns red: note the corrective action.
| Field | How to fill it in | Required |
|---|---|---|
| Date & Time | Date and time. Tap Now for the current time. | Required |
| Current Temp (°F) | Number. The range is fixed at 36 to 46 F. Out of range turns the box red and sets Within Range to No. | Required |
| Within Range? (36–46°F) | Tap one: Yes, No. | Required |
| Notes / Corrective Action | Text. | Optional |
| Initials | Filled in with your initials automatically. | Optional |
Weekly. Minimum once per week.
At least once a week, on the first sterilizer load of the week is a good habit.
Enter the load details and Date / Time In when the biological indicator goes into the incubator. Come back after 24 hours, Edit the row and enter the Control Result and Test Result.
The control and test indicators must come from the same lot. Enter each result as the incubator shows it. Negative (Pass) means no growth. A Positive (Fail) test result means the load was not sterile: follow the practice policy for recall and reprocessing and note what was done in Notes / Corrective Action.
Date / Time Read is filled with the current time when the log opens. If you are logging the load now and reading tomorrow, clear it and fill it in at the read.
| Field | How to fill it in | Required |
|---|---|---|
| Load / Cycle Information | Section heading | |
| Date | Date. Tap Today for today. | Required |
| Sterilizer ID | Tap one of the Sterilizer IDs set up for the practice. If the pills are missing, the list is empty: add it in Setup. | Required |
| Load / Cycle # | Text. | Required |
| Exposure Time & Temp | Tap one: 3.5 min @ 270°F, 4.0 min @ 270°F. | Required |
| Biological Indicator Details | Section heading | |
| B.I. Lot # (Control & test must be from same lot) | Photograph the lot number or type it. | Optional |
| Control Well # | Text. | Optional |
| Test Well # | Text. | Optional |
| Date / Time In | Date and time. Tap Now for the current time. | Optional |
| Date / Time Read (24 hr incubation) | Date and time. Tap Now for the current time. | Optional |
| Control Result | Tap one: Negative (Pass), Positive (Fail). | Optional |
| Test Result | Tap one: Negative (Pass), Positive (Fail). | Optional |
| Initials | Filled in with your initials automatically. | Optional |
| Notes / Corrective Action | Text. | Optional |
Daily. Start-of-day medication count.
Every operative day before the first controlled substance is given, by two people.
Pick the medication and the app fills Last Ending Count from the previous end of day count. If the count you see does not match, the box turns red: recount, and if it still differs, document the discrepancy.
Both witnesses sign on the pad. The time of each signature is recorded.
Count all medications opens one panel with a row per medication so the whole count is one save with one pair of signatures.
| Field | How to fill it in | Required |
|---|---|---|
| Last Ending Count | Number. | Optional |
| Time | Date and time. Tap Now for the current time. | Required |
| Staff Name | Tap one of the Staff set up for the practice. If the pills are missing, the list is empty: add it in Setup. | Required |
| Medication Name | Tap one of the Medications set up for the practice. If the pills are missing, the list is empty: add it in Setup. | Required |
| Day Starting Count | Number. | Optional |
| Opening Count — Witness 1 Signature | Sign with a finger or mouse. Tap Clear to start over. The time of signing is recorded. | Required |
| Witness 1 Timestamp | Filled in automatically when the signature above is drawn. | Optional |
| Opening Count — Witness 2 Signature | Sign with a finger or mouse. Tap Clear to start over. The time of signing is recorded. | Required |
| Witness 2 Timestamp | Filled in automatically when the signature above is drawn. | Optional |
Daily. End-of-day medication count.
Every operative day after the last case, by two people.
Amount Wasted is required. Enter 0 if nothing was wasted.
Ending Count is what you physically counted. Tomorrow's start of day count will be checked against it.
Count all medications works the same way as at the start of the day.
| Field | How to fill it in | Required |
|---|---|---|
| Start of Day Count | Number. | Optional |
| Time | Date and time. Tap Now for the current time. | Required |
| Staff Name | Tap one of the Staff set up for the practice. If the pills are missing, the list is empty: add it in Setup. | Required |
| Medication Name | Tap one of the Medications set up for the practice. If the pills are missing, the list is empty: add it in Setup. | Required |
| Amount Wasted | Number. | Required |
| Ending Count | Number. | Optional |
| Closing Count — Witness 1 Signature | Sign with a finger or mouse. Tap Clear to start over. The time of signing is recorded. | Required |
| Closing Count — Witness 2 Signature | Sign with a finger or mouse. Tap Clear to start over. The time of signing is recorded. | Required |
| Initials | Filled in with your initials automatically. | Optional |
Daily. End-of-day terminal cleaning.
Every operative day after the last case, for each procedure room.
Tap Select All when everything on the checklist was done, then change any item that does not apply to N/A. Every item must have Done or N/A.
The person who cleaned the room puts their initials in Cleaning Completed By.
| Field | How to fill it in | Required |
|---|---|---|
| Date | Date. Tap Today for today. | Required |
| OR Number | Tap the room. Procedure Room 2 appears only when Setup says the practice has 2 rooms. | Required |
| Cleaning Completed By (Initials) | Filled in with your initials automatically. | Optional |
| Checklist | Section heading | |
| Procedure table | Tap one: Done, N/A. | Required |
| Mayo stand | Tap one: Done, N/A. | Required |
| Instrument tables | Tap one: Done, N/A. | Required |
| Microscope handles | Tap one: Done, N/A. | Required |
| Phaco equipment exterior | Tap one: Done, N/A. | Required |
| All horizontal surfaces | Tap one: Done, N/A. | Required |
| Floor wet mopped with approved disinfectant | Tap one: Done, N/A. | Required |
| Trash removed | Tap one: Done, N/A. | Required |
| Door handles | Tap one: Done, N/A. | Required |
| Light handles | Tap one: Done, N/A. | Required |
| Walls (if visibly soiled) | Tap one: Done, N/A. | Required |
| Room ready for next surgery day | Tap one: Done, N/A. | Required |
Per Incident. Within 14 working days of the report.
One entry for every sharps injury, within 14 working days of the report to the practice.
Job title and work area only. Never the employee’s name or any other direct identifier. The log is confidential and is kept five years.
Say whether the device had engineered sharps protection and when it was activated, and what the employee thinks would have prevented the injury. The purpose is to find patterns and prevent the next one.
| Field | How to fill it in | Required |
|---|---|---|
| Date of Incident | Date. Tap Today for today. | Required |
| Approximate Time | Text. | Required |
| Type and Brand of Sharp | Text. | Required |
| Employee Job Classification (Job title only. Never the employee's name.) | Tap one: Surgeon, RN, Scrub Tech, Circulator, Sterile Processing, Pre-Op / Post-Op, Administrator, Other. | Required |
| Department / Work Area | Tap one: Procedure Room, Pre-Op, Recovery, Sterile Processing, Other. | Required |
| Procedure Being Performed | Text. | Required |
| How the Incident Occurred | Text, as many lines as needed. | Required |
| Body Part Injured | Text. | Required |
| Safety Feature (Whether the device had engineered sharps protection, and when it was activated) | Tap one: Activated before injury, Activated during injury, Activated after injury, Not activated, No safety feature. | Required |
| Employee's Prevention Input | Text, as many lines as needed. | Optional |
| Logged By (Initials) | Filled in with your initials automatically. | Optional |
Quarterly. Quarterly safety data report: every patient 90+ days after surgery.
| Field | How to fill it in | Required |
|---|---|---|
| Report Date | Date. Tap Today for today. | Required |
| Report | Text. | Required |
| Date of Surgery | Date. Tap Today for today. | Required |
| Patient Name | Text. | Required |
| MRN | Text. | Optional |
| Eye | Tap one: OD, OS. | Required |
| Procedure | Text. | Required |
| Return to OR | Tap one: No, Yes. | Required |
| Infection | Tap one: No, Yes. | Required |
| Complication in Surgery | Tap one: No, Yes. | Required |
| Course of Action | Text, as many lines as needed. | Optional |
| Reviewed By (Initials) | Filled in with your initials automatically. | Optional |
| Surgeon Attestation | Text. | Required |
| Attested At | Text. | Required |
Everything in this section is under Reports & Tools in the sidebar.
| Item | What it does |
|---|---|
| Audit Trail | Every add, edit, delete, void and correction on this device with the time and the person. Export Audit CSV downloads it. |
| Survey Report | A one page summary for a surveyor: entries per log, last entry, status for the selected Month/Year, and the recent audit trail. Print Report prints it. |
| Print Forms | Blank paper versions of every log, for training or for a day when the system is not available. Enter paper entries into the app afterwards. |
| Export Month (CSV) | One spreadsheet file per log for the Month/Year shown in the top bar. |
| Export History | Every entry for a date range, pulled from the Google Sheet, one file per log. |
| Print Page | Prints the current screen. |
| Load Backup | Restores a file made with Save Backup onto this device. |
Setup is where the lists behind every pill live. Fill it in once and every log gets the right choices. Open it from Settings in the top bar or Setup in the sidebar.
| List | Used in |
|---|---|
| Surgeons | Procedure Log, Peer Review |
| Procedures | Procedure Log |
| Staff | Scrub Tech, Circulator, Employee, Witness |
| Sterilizer IDs | Sterilizer Load, Spore Test |
| Sterilizer Contents | Sterilizer Load Log |
| Medications | Controlled Substance |
logs.eyesuites.com/demo opens a sample practice with four weeks of entries. Any 4 digit PIN works (1111 is Maria Lopez, scrub tech). Add entries, run the exports, then tap Reset demo to start over. Nothing you do there reaches a real practice.
EYE SUITES supports the app during your training days and afterwards. Email info@eyesuites.com or call 310-737-8442. Your EYE SUITES trainer can also reset a PIN, add staff, or restore a backup.