Settings → Audit Policy

Purpose

Configure the variance thresholds, Schedule II strict-mode, audit frequency, and photo requirements that drive the audits + spot-checks workflows. Audit policy lets the clinic owner tune CS Logbook's default audit-discrepancy classifier (10% minor, 20% major, above that critical) and audit-cadence reminders to match the clinic's risk posture.

Regulatory basis: DEA biennial inventory cadence (every 2 years) and record-reconciliation accuracy expectations; state veterinary boards (audit cadence per state).

When to use it

• Initial clinic setup: review the defaults; tune if your state requires stricter Schedule II tolerance
• Post-incident: after a discrepancy investigation, the clinic may decide to tighten variance thresholds
• Tier upgrade: photo-required mode + auto-frequency reminders are paid features

Walkthrough

Step 1 — Open the audit policy page

Navigate to /home/<slug>/settings/audits. Four cards: Variance Thresholds, Schedule II Settings, Audit Frequency, Photo Requirements.

Step 2 — Tune variance thresholds

Three numeric inputs:

• Minor variance threshold (%): any discrepancy at or below this is minor severity (default: 10)
• Major variance threshold (%): discrepancies between minor and this are major (default: 20)
• Critical variance threshold (%): discrepancies above the major threshold are critical (default: 20)

The percentages compute as abs(counted - expected) / expected * 100.

Step 3 — Schedule II strict mode

• Strict mode (Switch): when on, any Schedule II variance over the configured tolerance is auto-flagged critical regardless of percentage
• Schedule II max variance (units): the absolute unit tolerance (default: 2)

Step 4 — Audit frequency

• Audit frequency (days): how often the clinic should run an internal audit (default: 90 — quarterly)
• Reminder days before (default: 7) — when the alert should fire ahead of the next scheduled audit

Step 5 — Photo requirements

• Require photos for discrepancies (Switch): when on, the spot-checks investigation flow requires uploading at least one photo per flagged item
• Min photos per discrepancy (default: 1)
• Photo compression quality: low / medium / high (default: medium)

Step 6 — Save

Click Save Audit Settings at the bottom. A success toast confirms.

Your settings are saved to your clinic and take effect immediately. The next spot-check you run classifies its discrepancies against the thresholds you just set, both in the live severity badge as you enter counts and in the severity stored on the record.

Every change is written to your clinic's activity log, so an audit review can see who changed a variance threshold and when.

Field reference

AuditSettingsSchema (Zod, form-level)

These settings are saved to your clinic and apply to every audit and spot-check it runs.

Edge cases

Variance thresholds must be ascending

minor < major < critical is enforced by Zod refinement at form level. Submitting minor=20, major=10 produces a form-validation error.

Some audit features are rolled out in stages

Optional extras such as auto-scheduling and recurring reminders are off by default and are enabled per clinic. The audit policy page itself is always available regardless of those, so you can set your thresholds at any time.

Common mistakes

• Tuning thresholds without coordinating with the team. Changing variance thresholds mid-cycle confuses staff who are running spot-checks against the prior policy.
• Disabling photo requirements as a shortcut. Photos are how you capture what was seen at audit time. Disabling photo requirements removes the most-defensible audit evidence.
• Setting audit frequency too aggressively. 30-day audit frequency drives staff burnout. 90-day quarterly cadence is the recommended starting point; tighten only if a specific risk justifies it.

Related

• Audits → Spot-Checks — variance thresholds drive the per-item severity classifier
• Audits → Internal Audit — audit frequency drives the cadence reminder
• Audits → Discrepancies — photo requirements drive the investigation flow