Free Workflow Kit

Make the next step clear.

Design one referral workflow around your existing tools. Leave with a staff procedure, configuration rules and four checks your team can run.

Plan the work here. Keep patient work in your approved system.

Enter roles, administrative rules and aggregate counts only—no names, dates of birth, referral details or other patient information. This tool does not connect to your systems or send your entries. Work is kept in this page’s memory; download a plan to save it before leaving.

Start with one workflow. Save and reopen your plan as the team refines it.

Current plan

Draft — workflow details incomplete

Status is based on your entries. A plan is not an installed integration or evidence of improved outcomes.

Choose one workflow

Name the specific administrative job and the tools staff already use.

Referral direction

Workflow name

For example: incoming medical dermatology referrals.

Existing approved tool

Product and queue/task area—not an account, password or patient record.

Entry routes

For example: approved fax queue and EHR worklist.

Primary staff role

Use a role such as referral coordinator, not a person’s name.

Backup staff role

A different role that can provide coverage with approved access.

Make each handoff explicit

Write rules for this practice. These are administrative targets; clinicians set clinical urgency and escalation policy.

What makes a request complete?

List required categories only, for example a valid order or receiving-office requirement. Do not enter an actual referral.

What happens when information is missing?

Name the responsible role, the step held and how the request returns for review.

Who receives the handoff?

Name the next staff role or approved work queue.

What confirms the handoff?

For example: documented receiving-office confirmation in the approved system.

Next-action rule

Every open request needs a role, an action and a review date.

Practice-set target in calendar days

Set a whole number from 1–365 for this workflow. This is not a clinical recommendation.

How often is open/overdue work reviewed?

For example: referral coordinator reviews the worklist each business morning.

Who handles overdue administrative work?

Clinical concerns follow the separate clinical escalation policy.

What exactly counts as closed?

Define the final disposition, required visit/report tasks and communication back to the referring office. An appointment alone may not be closure.

Configure, then test with staff

Use fictional requests inside a practice-approved test process. Recording a result here does not execute the test or install a change.

Staff confirm the agreed configuration is in place in the named tool.Complete the workflow details first.

Complete request

Use a made-up, complete referral. Walk from the entry route through the closure rule.

What to check

One record, correct owner, documented handoff and next action; closure follows the practice definition.

Staff-reported resultBrief result · no patient information

Missing information

Remove one required administrative item from the made-up request.

What to check

Hold the affected step, name who obtains the missing item and when it is reviewed. No silent closure.

Staff-reported resultBrief result · no patient information

Repeated request

Submit the same made-up request twice through the agreed entry routes.

What to check

Staff identify and link/resolve the repeat under practice policy without losing the original or sending duplicate follow-up.

Staff-reported resultBrief result · no patient information

Primary owner away

Have the backup role run the made-up request while the primary role is unavailable.

What to check

The backup can find the work and its next action using approved access. No shared password or clinical decision is required.

Staff-reported resultBrief result · no patient information

0 of 4 checks have a passing staff result. Installation is a separate practice confirmation.

Practice confirms this workflow is installed, staff can run it, and the handoff/rollback instructions are available.

Take the plan into your existing tool

Exports are staff instructions. Nothing is installed or sent automatically.

The empty CSV contains column headers only. If the practice uses it, keep populated records inside its approved environment; never upload them here. This tool cannot determine whether a spreadsheet is an appropriate patient-data system.

Preview the procedure and configuration

REFERRAL DESK · REFERRAL WORKFLOW PLAN
Status: Draft — workflow details incomplete
A staff-authored configuration specification, not evidence of a live integration or a clinical protocol.

Workflow: [Not set]
Direction: incoming referrals
Existing approved tool: [Not set]
Patient-level work stays in the practice’s approved system. This plan contains roles, rules and non-identifying test results only.

STAFF PROCEDURE
1. Receive through: [Not set]. Check the approved system for an existing request first.
2. Check completeness: [Not set]. If incomplete: [Not set].
3. Assign [Primary role]; backup: [Backup role]. Confirm both have individually approved access.
4. Handoff to [Role not set]. Confirmation: [Not set].
5. Next action: [Not set]. Administrative target: [Not set] calendar day(s). Review: [Not set].
6. Route overdue administrative work to [Role not set]. Clinical urgency always follows the practice’s existing clinical policy.
7. Close only when: [Not set]. Record exceptions and the agreed disposition in the approved system.

FIELD AND STATUS CONFIGURATION
Referral reference: Use the existing approved system reference. Check for a repeat before creating work.
Received date: Use the practice definition consistently.
Completeness: [Set completeness rules]
Status: New → Needs information → Ready for staff review → Next step arranged → Follow-up open → Closed with disposition
Owner role / backup role: [Primary role] / [Backup role]
Next action / due date: [Set action rule]; practice-set target [not set] calendar day(s), with clinical urgency handled under existing policy.
Handoff confirmation: [Set confirmation evidence]
Closure / disposition: [Define closure; sent or scheduled is not automatically complete]

STAFF SCENARIO CHECKS
Complete request: not-tested. Result: [Not recorded]
Missing information: not-tested. Result: [Not recorded]
Repeated request: not-tested. Result: [Not recorded]
Primary owner away: not-tested. Result: [Not recorded]

Configuration confirmed by staff: No
Installation confirmed by practice: No
A configured plan or passing fictional check does not establish installation, patient outcomes, compliance or financial savings.

OPEN PLAN ITEMS
Workflow name is required.
Existing tool is required.
Primary role is required.
Backup role is required.
Entry routes is required.
Completeness rules is required.
Missing-information action is required.
Handoff role is required.
Handoff confirmation is required.
Next-action rule is required.
Practice-set target days is required.
Review cadence is required.
Escalation role is required.
Closure definition is required.

Review a comparable cohort

Use practice-prepared totals only. Compare the same referral type over equal, non-overlapping windows, with the same follow-up time after each cohort. No financial return is inferred.

Shared cohort and completion definition

Define eligibility, what completed within target means, how minutes are measured, and any change in staffing or volume. No patient detail.

Follow-up days after each cohort ends

Both windows must have finished this same observation period. This is separate from the workflow target.

Before change

Cohort starts

Cohort ends

Eligible referrals

All referrals meeting the shared definition; 0 only when measured.

Completed within target

Count from this cohort that meets the same completion rule.

Still unresolved at follow-up

Same cohort at the fixed follow-up point; exclude timely completions.

Total staff minutes

Measured time handling this cohort through the same follow-up period.

After change

Cohort starts

Cohort ends

Eligible referrals

All referrals meeting the shared definition; 0 only when measured.

Completed within target

Count from this cohort that meets the same completion rule.

Still unresolved at follow-up

Same cohort at the fixed follow-up point; exclude timely completions.

Total staff minutes

Measured time handling this cohort through the same follow-up period.

The scope, completion rule and measurement method match. Both cohorts have the same completed follow-up period; I have considered staffing, demand and other changes.This is a practice judgment, not automatic proof that a change caused the result.

Comparison stays hidden until these checks pass

Before: enter a valid start and end date in order.
Before: referral counts must be whole numbers, including zero when measured.
Before: enter measured staff minutes, including zero if verified.
After: enter a valid start and end date in order.
After: referral counts must be whole numbers, including zero when measured.
After: enter measured staff minutes, including zero if verified.
Define one referral cohort and the same completion measure for both windows.
Set an equal whole-number follow-up period from 0 to 365 days.
Confirm the same scope, measure, observation period and complete follow-up.

Referral workflow plan

REFERRAL DESK · REFERRAL WORKFLOW PLAN
Status: Draft — workflow details incomplete
A staff-authored configuration specification, not evidence of a live integration or a clinical protocol.

Workflow: [Not set]
Direction: incoming referrals
Existing approved tool: [Not set]
Patient-level work stays in the practice’s approved system. This plan contains roles, rules and non-identifying test results only.

STAFF PROCEDURE
1. Receive through: [Not set]. Check the approved system for an existing request first.
2. Check completeness: [Not set]. If incomplete: [Not set].
3. Assign [Primary role]; backup: [Backup role]. Confirm both have individually approved access.
4. Handoff to [Role not set]. Confirmation: [Not set].
5. Next action: [Not set]. Administrative target: [Not set] calendar day(s). Review: [Not set].
6. Route overdue administrative work to [Role not set]. Clinical urgency always follows the practice’s existing clinical policy.
7. Close only when: [Not set]. Record exceptions and the agreed disposition in the approved system.

FIELD AND STATUS CONFIGURATION
Referral reference: Use the existing approved system reference. Check for a repeat before creating work.
Received date: Use the practice definition consistently.
Completeness: [Set completeness rules]
Status: New → Needs information → Ready for staff review → Next step arranged → Follow-up open → Closed with disposition
Owner role / backup role: [Primary role] / [Backup role]
Next action / due date: [Set action rule]; practice-set target [not set] calendar day(s), with clinical urgency handled under existing policy.
Handoff confirmation: [Set confirmation evidence]
Closure / disposition: [Define closure; sent or scheduled is not automatically complete]

STAFF SCENARIO CHECKS
Complete request: not-tested. Result: [Not recorded]
Missing information: not-tested. Result: [Not recorded]
Repeated request: not-tested. Result: [Not recorded]
Primary owner away: not-tested. Result: [Not recorded]

Configuration confirmed by staff: No
Installation confirmed by practice: No
A configured plan or passing fictional check does not establish installation, patient outcomes, compliance or financial savings.

OPEN PLAN ITEMS
Workflow name is required.
Existing tool is required.
Primary role is required.
Backup role is required.
Entry routes is required.
Completeness rules is required.
Missing-information action is required.
Handoff role is required.
Handoff confirmation is required.
Next-action rule is required.
Practice-set target days is required.
Review cadence is required.
Escalation role is required.
Closure definition is required.

Aggregate review

AGGREGATE REVIEW — NOT COMPARABLE
Before: enter a valid start and end date in order.
Before: referral counts must be whole numbers, including zero when measured.
Before: enter measured staff minutes, including zero if verified.
After: enter a valid start and end date in order.
After: referral counts must be whole numbers, including zero when measured.
After: enter measured staff minutes, including zero if verified.
Define one referral cohort and the same completion measure for both windows.
Set an equal whole-number follow-up period from 0 to 365 days.
Confirm the same scope, measure, observation period and complete follow-up.