Use this checklist to review one recurring coordination workflow.
For training and workflow-design purposes, use fictional or appropriately protected information. Do not enter names, health details or other sensitive personal information on this webpage.
1. Define the event
- Name the workflow.
- Identify what triggers it.
- Describe the specific need, request or change.
- Define what successful closure means.
- Separate emergencies from routine coordination.
2. Identify the people and permissions
- Name the person or role that owns the first action.
- Name the receiving person or organization.
- Confirm what information may be shared and through which channel.
- Record the person’s goals, choices and communication needs when relevant.
- Identify who must receive the final update.
3. Set the handoff requirements
- Minimum information required
- Record the information another person needs to act.
- Approved communication method
- Identify the appropriate channel.
- Acknowledgment expectation
- Set the expected response time.
- Completion expectation
- Define the intended completion time.
- Evidence of completion
- Describe the observable result.
4. Define the statuses
| Status | Definition |
|---|---|
| New | The need is recorded but not assigned. |
| Assigned | An owner is responsible for the next action. |
| Sent | The request was transmitted; acceptance is not confirmed. |
| Acknowledged | The receiver confirmed receipt and responsibility. |
| In progress | Work started but the outcome is not final. |
| Blocked | A dependency prevents progress and an escalation owner is named. |
| Completed | The defined action occurred and the outcome was recorded. |
| Closed | Required follow-up and notification are complete. |
Remove statuses the workflow does not need. Define each remaining status so people use it consistently.
5. Design the escalation
- What condition triggers escalation?
- Who receives the escalation?
- Who owns it if the first person is unavailable?
- What happens outside normal working hours?
- Which events follow emergency procedures instead?
6. Record the outcome
Use a factual closure note:
Date/time → action taken → result → person notified → next step
7. Test the loop
- Walk through one ordinary example.
- Test a missing-information scenario.
- Test a declined or unavailable service.
- Test an overdue acknowledgment.
- Test what happens when the primary owner is absent.
- Confirm that completion and closure are not treated as the same state.
8. Review after 30 days
- How many items had no named owner?
- Which step created the most delay?
- Which items remained blocked?
- Were outcomes understandable to the next authorized person?
- Did staff create workarounds outside the approved process?
- What is the one change to test next month?
Important: This checklist provides general educational and operational information. It is not medical, legal, compliance or emergency advice.