Proxwell Glossary

A grace period is a time band, set by the account owner, around a scheduled care task (such as taking medication, recording a vital measurement, or completing a daily activity) during which completion is still considered on time. It recognizes that tasks may sometimes be done a little earlier or later than scheduled while still sticking to the agreed upon care plan. The goal is to stay as close as possible to the scheduled time, while allowing for the reasonable flexibility that real life requires.
Click here to learn how to set a "grace period" for an event.

A scheduled medication is one assigned to a specific time and day. It can be set either for a defined duration (such as a short course of treatment) or on an ongoing basis (such as a chronic therapy).

A scheduled activity is any care-related task assigned to a specific time and day, either for a set duration or on an ongoing basis. Examples include:

• Vital measurements – blood pressure, weight, oxygen levels, mood tracking

• Therapeutic tasks – physical therapy, exercise, rehabilitation routines

• Daily living needs – meals, hygiene, mobility support

• Wellness and lifestyle – nutrition goals, sleep routines, social or cognitive engagement

An “as needed” medication is one that is not taken on a fixed schedule, but only when symptoms occur—for example, pain relievers, inhalers, or anti-nausea drugs.

Unlike scheduled medications, these “as needed” doses can vary day to day. Proxwell records every “as needed” use within the care plan, creating a permanent log that helps families, caregivers, and providers track patterns and ensure safe, coordinated care.

An “as needed” activity is one that is not completed on a fixed schedule, but only when circumstances call for it. Unlike scheduled activities, these can vary day to day.

Examples of “as needed” activities include:

• Vital measurements – checking blood pressure or oxygen levels during a symptom flare

• Therapeutic tasks – using breathing exercises or stretches to relieve discomfort

• Daily living needs – providing mobility assistance, extra rest, or hygiene support when required

• Wellness and lifestyle – preparing special meals during illness or offering calming activities in times of stress

Proxwell records every “as needed” activity in the care plan, creating a permanent log that helps families, caregivers, and providers track patterns and coordinate care more effectively.

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An on-time medication is one taken within the scheduled time (link to glossary) plus the grace period (link to glossary) set by the account owner. This means a dose is considered on time even if it is taken slightly earlier or later than the exact scheduled moment.

Examples:

• If a morning blood pressure pill is scheduled for 8:00 AM with a 30-minute grace period, the dose is on time if taken between 7:30 and 8:30 AM.

• If an evening insulin injection is scheduled for 9:15 PM with a 30-minute grace period, it is on time if completed between 8:45 and 9:45 PM.

• If an antibiotic is scheduled for 12:00 noon with a 45-minute grace period, it is on time if taken between 11:15 AM and 12:45 PM.

An on-time activity is one completed within the scheduled time (link to glossary) plus the grace period (link to glossary) set by the account owner. This allows for flexibility while still keeping the care plan on track.

Examples:

• If a physical therapy exercise is scheduled for 2:00 PM with a 30-minute grace period, it is on time if completed between 1:30 and 2:30 PM.

• If a daily blood pressure check is scheduled for 9:15 AM with a 30-minute grace period, it is on time if recorded between 8:45 and 9:45 AM.

• If a nutrition log is scheduled for 7:00 PM with a 45-minute grace period, it is on time if completed between 6:15 and 7:45 PM.

A late medication is one that is either taken or reported after the first grace period (link to glossary) has ended but still within the second grace period window. In other words, it is late if completed or logged more than one grace period past the scheduled time (link to glossary), but before two full grace periods have elapsed.

Examples:

• If a morning blood pressure pill is scheduled for 8:00 AM with a 30-minute grace period, it is late if taken or reported between 8:31 and 9:00 AM.

• If an evening insulin injection is scheduled for 9:15 PM with a 30-minute grace period, it is late if taken or reported between 9:46 and 10:15 PM.

• If an antibiotic is scheduled for 12:00 noon with a 45-minute grace period, it is late if taken or reported between 12:46 and 1:30 PM.

A late activity is one that is either completed or reported after the first grace period (link to glossary) has ended but still within the following grace period window. In other words, it is late if finished or logged more than one grace period past the scheduled time (link to glossary), but before two full grace periods have elapsed.

Examples:

• If a physical therapy exercise is scheduled for 2:00 PM with a 30-minute grace period, it is late if completed or reported between 2:31 and 3:00 PM.

• If a daily blood pressure check is scheduled for 9:15 AM with a 30-minute grace period, it is late if completed or reported between 9:46 and 10:15 AM.

• If a nutrition log is scheduled for 7:00 PM with a 45-minute grace period, it is late if completed or reported between 7:46 and 8:30 PM.

A missed medication is one that is either not taken, or not reported, before two full grace periods (link to glossary) have elapsed after the scheduled time (link to glossary). Even if the dose was taken on time, if it is not recorded within two grace periods, it is automatically logged as missed. Similarly, any dose actually taken after two grace periods has also missed the safe window.

Examples:

• If a morning blood pressure pill is scheduled for 8:00 AM with a 30-minute grace period, it is missed if not reported by 9:00 AM.

• If an evening insulin injection is scheduled for 9:15 PM with a 30-minute grace period, it is missed if not completed or reported by 10:15 PM.

• If an antibiotic is scheduled for 12:00 noon with a 45-minute grace period, it is missed if not reported by 1:30 PM.

A missed activity is one that is either not done, or not reported, before two full grace periods (link to glossary) have elapsed after the scheduled time (link to glossary). Even if the activity was completed on time, if it is not recorded within two grace periods, it is automatically logged as missed. Any activity carried out after two grace periods is also considered missed.

Examples:

• If a physical therapy exercise is scheduled for 2:00 PM with a 30-minute grace period, it is missed if not recorded by 3:00 PM.

• If a daily blood pressure check is scheduled for 9:15 AM with a 30-minute grace period, it is missed if not recorded by 10:15 AM.

• If a nutrition log is scheduled for 7:00 PM with a 45-minute grace period, it is missed if not completed or recorded by 8:30 PM.

A health observation is a note or measurement recorded directly in Proxwell to capture important health details in real time. Unlike paper notes or separate apps, observations can be entered seamlessly within the care workflow so nothing gets lost.

Health observations can take two forms:

· Text observations — free-form notes about how the care recipient is doing (e.g., “Mom felt dizzy this morning”).

· Measurements — specific health data such as blood pressure, weight, temperature, mood rating, or blood sugar reading.

All observations are stored permanently in the history, creating a continuous record that families, caregivers, and providers can access to track changes, identify patterns, and coordinate care more effectively.. Learn how to add a health observation.

A patient note is a text entry used to record non-medical or non-health details about a care recipient. These may include observations about mood, daily routines, preferences, or other context that helps family members and caregivers provide more personalized support.

Patient notes are stored in the history alongside health observations and tasks, creating a complete record of both medical and non-medical aspects of care.

. Learn how to add a patient note.

A health observation records information directly related to the care recipient’s health. These can be either:

· Text entries (e.g., “Noticed mild swelling in left ankle this evening”), or

· Measurements (e.g., blood pressure, temperature, weight, oxygen saturation).

A patient note, by contrast, captures non-medical, everyday details that help caregivers provide better support. For example:

· “Prefers warm tea before bed.”

· “Doesn’t like the scent of the new laundry detergent.”

· “Enjoyed visiting with granddaughter today.”

Both health observations and patient notes are stored in the care recipient’s history, giving families and caregivers a complete picture that includes medical and personal context.