Turn guidance into work you can use.

Compare the same high-value workflows, controls, costs, and exit questions across vendors.

1. 01

   Workflow fit

   • Schedule a sample new-client workflow from inquiry through first visit
   • Complete intake, consent, note, correction, payment, claim, and report
   • Test the client, clinician, supervisor, biller, administrator, and owner experience
2. 02

   Controls

   • Enroll and recover MFA
   • Prove least-privilege roles and audit history
   • Remove a user and revoke every active session
3. 03

   Exit and resilience

   • Export every important sample record type and inspect the formats
   • Explain deletion, retention, backup, restore, downtime, and termination
   • Price migration, training, support, add-ons, renewal, and exit assistance

Define requirements before ranking products.

1. 01

   Decision frame

   • Problem we are solving
   • Must-have workflows
   • Non-negotiable controls
   • Evidence required to decide
2. 02

   Comparable scenarios

   • Inquiry to first appointment
   • Documentation and correction
   • Claim or private-pay reconciliation
   • Complaint, transfer, and closure
3. 03

   Decision record

   • Chosen option and alternatives
   • Known tradeoffs
   • Conditions and owners
   • Reopen date

Record every system, owner, data type, access path, renewal, integration, and exit dependency.

1. 01

   For each system

   • Purpose and business owner
   • Administrator and backup administrator
   • Data types and sensitivity
   • Users, roles, integrations, and devices
2. 02

   Lifecycle

   • Contract term and renewal date
   • Current cost and billing owner
   • Export, backup, restore, and deletion path
   • Replacement or outage workaround

Plan discovery, mapping, rehearsal, cutover, validation, and legacy closure.

1. 01

   Discover

   • Record types, counts, formats, owners, and retention needs
   • Integrations, forms, reports, permissions, and workflows
   • Data-quality problems to resolve before moving
2. 02

   Rehearse

   • Map fields and transformation rules
   • Run sample migrations using information created for the test
   • Validate totals, attachments, notes, ledgers, and audit history
3. 03

   Cut over

   • Freeze and communication plan
   • Go/no-go owner and rollback criteria
   • Post-launch reconciliation and support
   • Legacy access, retention, deletion, and evidence

Give recurring work an owner, backup, trigger, record, and escalation path.

1. 01

   For each responsibility

   • Accountable owner
   • Person doing the work
   • Backup owner
   • Trigger and deadline
   • Where completion is recorded
   • Exception and escalation route

A 30-minute operating rhythm for exceptions, decisions, access, cash, and client-flow issues.

1. 01

   Look back

   • Unresolved client-flow exceptions
   • Documentation, claim, payment, and refund exceptions
   • Access changes and staff transitions
   • Incidents, complaints, outages, and vendor issues
2. 02

   Look forward

   • Decisions needed this week
   • Owner, deadline, and evidence for each
   • Coverage and capacity risks
   • Changes that require communication or review

Find work, authority, accounts, and relationships that stop when the owner is unavailable.

1. 01

   Critical functions

   • Client and clinical escalation
   • Payroll, banking, billing, and vendor payments
   • Records, technology, security, and recovery
   • Staff, facility, insurance, and regulator contacts
2. 02

   For each dependency

   • Primary and backup owner
   • Authority required
   • Access and recovery path
   • First 24-hour action
   • Safe location of detailed instructions
   • Rehearsal date and gap owner

Give role setup, training, access, work handoffs, equipment, and final checks a clear owner and time.

1. 01

   Prepare the change

   • Approved role and start or end date
   • Named onboarding or offboarding owner
   • Manager, trainer, and backup named
   • Required agreements and qualified reviews complete
   • Work, equipment, and communication handoffs listed
2. 02

   Set up or remove access

   • List each system and its administrator
   • Give or remove only the approved role access
   • Check active sessions and recovery methods
   • Rotate shared credentials through the approved process
   • Reassign records, recurring work, and open tasks
3. 03

   Check the result

   • Manager confirms the person is ready or the handoff is complete
   • System administrators review access reports
   • Equipment and approved record locations are checked
   • Open questions and exceptions have owners
   • 30-day review is scheduled

Explain why a role exists, what results it owns, where its decisions stop, and how work moves in and out.

1. 01

   Purpose and results

   • Why this role exists in one sentence
   • Three to seven results the role owns
   • Work the role supports but does not own
   • Work that stays outside the role
2. 02

   Work and decisions

   • Recurring work and what starts it
   • Decisions the role may make
   • Decisions that need approval or qualified review
   • Where finished work is recorded
   • Manager, backup, and support contacts
3. 03

   Handoffs and review

   • What the role receives and from whom
   • What the role gives to the next person
   • Common exceptions and where to take them
   • Training or safe practice still needed
   • Open questions, reviewer, and next review date

Map routine inquiry, consultation, intake, follow-up, scheduling, readiness, and billing handoffs without entering client, payment, or clinical details.

1. 01

   Map the routine flow

   • Stage or queue name
   • What starts the work
   • Primary owner and backup
   • Approved system or record location
   • Plain completion signal
2. 02

   Make the handoff visible

   • Next owner
   • Smallest information the next step needs
   • Waiting or blocked status
   • Follow-up date
   • How the receiving role confirms the handoff
3. 03

   Mark the boundary

   • Situation that must pause
   • Existing approved route
   • Qualified reviewer or decision owner
   • Question that needs an answer
   • No change until review is complete
4. 04

   Test without sensitive data

   • Routine sample example
   • Missing-information example
   • No-response example
   • Owner-away example
   • Exception that must leave this worksheet

Prepare a monthly money review, cash calendar, and cost-assumption check in this browser only—without entering client details, account numbers, credentials, payment-card data, payroll details, tax identifiers, or sensitive personnel information.

1. 01

   Check the records

   • Review period and review owner
   • Record names and approved locations
   • Available or missing status
   • Prepared-by role and date
   • Questions for the record owner or qualified professional
2. 02

   Review the calendar

   • Confirmed date or frequency
   • Official source location and last checked date
   • Preparation step and owner
   • Unclear date marked as a question
   • Next monthly calendar review
3. 03

   Label costs and assumptions

   • Decision being prepared
   • Plain item name
   • Confirmed, assumed, or unresolved label
   • Source and date checked
   • Owner, reviewer, and next check
4. 04

   Close the review

   • Changes noticed without judging them
   • Missing items with owners and due dates
   • Questions routed to the right professional
   • Consequential changes paused until review
   • Next monthly review scheduled