Playbooks
Real clinic situations, step by step.
All playbooks
Visits & Charting6
- Turn AI scribe visit notes into chart updates and tasksVisit notes become reviewed chart updates and follow-up tasks.
- Finish your notes before you leave for the dayEach note is signed between patients, a check of Draft Notes before you go finds any left, and you leave soon after your last patient.
- Keep your attention on the patient during each visitEach visit starts prepared, questions get answered from the chart in front of you, and the note is closed before the next patient.
- Prepare for the day's patients in a short morning huddleBefore the first visit, you know who is coming, which results to discuss and which overnight messages need whom.
- Assign EKGs, blood draws and injections when CMAs and nurses both do themEvery procedure order sits in one list both roles see, each is claimed by name, and the urgent ones are picked up first.
- Plan each house call before you leave the officeEvery request is logged with its location and supplies, visits are grouped by area, and a return trip starts from the last one's notes.
Labs & Results3
- Follow every lab result through to the patientLab results become reviewed triage and follow-up drafts.
- Review the day's lab results in one steady passEvery result gets the same pass of result, chart and message, and any that needs more leaves with an owner and a date.
- Log point-of-care QC checks on every day they are dueEach QC check comes due in Tasks when it is required, a missed one shows up the same day, and out-of-range results are acted on at once.
Refills & Rx5
- Coordinate refill requests from Spruce to ElationRefill requests become reviewed drafts and chart-ready follow-up.
- Sort every refill request by its safest next actionEvery refill request sits in one of four lanes with an owner, next action and due date, so the doctor sees what needs judgment.
- Take a refill from request to reply without losing your placeEach refill request is a Task with the chart context, one owner and a checklist, so you always know where it stands.
- Prompt a PDMP check at every controlled substance prescriptionEach controlled substance prescription gets a PDMP check Task, every check is logged, and re-checks come due on time.
- Keep every prior authorization visible until the payer answersEach prior auth has one owner, a follow-up date set at submission and a place on a shared list, so none goes quiet.
Messages & Calls8
- Sort after-hours messages so only urgent ones reach the on-call providerUrgent messages reach the on-call provider as urgent Tasks, and everything else waits, sorted, for the morning team.
- Route every Spruce call and message after it landsEach request that starts in Spruce becomes a patient-linked Task with an owner and a route, open until the patient has an answer.
- Make front desk overflow calls visible before you hire more helpEvery overflow call that creates work becomes an owned, patient-linked Task, so you can see what is really overloading the desk.
- Close the loop on every patient call that needs a follow-upEach call that creates work becomes a patient-linked Task with an owner, a due date and a status that stays open until it is done.
- Answer every new patient inquiry the same day, whatever the channelInquiries from every channel land in one list with one owner, a same-day reply and a real outcome before they close.
- Turn overnight answering-service messages into a calm morning reviewEvery after-hours call lands in one morning queue as a patient-linked Task with an owner, a due date and any provider review it needs.
- Give a virtual receptionist clear routes and shared contextYour virtual receptionist works from the same routes, patient-linked Tasks and notes as your in-office team.
- Connect every Weave call to its patient and its next stepCalls answered in Weave link to the right patient and end as owned Tasks, not loose notes, whenever the call creates work.
Patient Follow-Up11
- Onboard new members from Hint to ElationMembership sign-ups become reviewed onboarding drafts.
- Track every specialist referral until the report is reviewedEach referral is an owned Task with a return date, so a missing report surfaces and closing it means the provider read it.
- Close preventive care gaps a few patients at a timeOverdue screenings and vaccines surface on a live list, one person works it steadily, and a gap closes only when the care is done.
- Check in with every chronic care patient, not just the ones who callEach patient in the program has a recurring check-in Task, each contact is logged when it happens, and the unreached stand out.
- Follow up on every no-show the same dayEach missed visit becomes an owned Task that is closed the same day, and the clinical ones stand out.
- Release every records request before its legal deadlineEach records request is an owned Task with its legal due date, a verification step and confirmed delivery before it closes.
- Follow every DME order until the patient has the equipmentEach order is a Task with a follow-up date set at submission, so a stall surfaces early and it closes only on confirmed delivery.
- Close out a patient's transfer of care with nothing left openEvery departure gets one owned checklist: records sent on time, open items resolved, billing confirmed stopped, and a logged finish.
- Keep advance directives and POLST forms findable and currentEvery patient's directive status is logged, the documents live in one known place, and reviews come up at the visits that matter.
- Work the school and camp form rush in deadline orderEach form request is a Task with its deadline and exact form, worked by deadline, with provider time kept for exams and signatures.
- Log every patient complaint so repeat problems show upEvery complaint, however small, lands in one log with its follow-up tracked, and one person reviews it for repeats.
Membership & Billing7
- Get every new member ready before their first visitEach new member gets the same onboarding checklist, with an owner and timing for every step, so nobody arrives missing a piece.
- Check in with every member well before their renewal dateEach member's renewal date becomes an owned Task that comes up 30 to 60 days ahead, with a second try for anyone who doesn't reply.
- Follow up on a failed membership charge before it costs you the memberOne person checks declines every business day, and each decline stays an open Task until the card is updated and a charge goes through.
- Track payment plans and hardship requests so none quietly driftEvery payment plan is written down, checked against its schedule, followed up at the first slip and closed out when it is paid.
- Turn a signed employer agreement into enrolled membersEach employer has a stage, an owner and a next step, and every employee who stalls mid-enrollment gets a nudge.
- Keep your waitlist warm until a spot opensEvery waitlisted person has a dated Task and a regular check-in, so an opening is filled from a list that is still current.
- Verify insurance a business day before each visitEvery scheduled visit is checked a day ahead by one owner, and anything that comes back wrong reaches the patient before they arrive.
Practice Admin14
- Catch every CLIA and compliance renewal well before it lapsesEach renewal has its real date, one owner and reminders at 90 and 30 days, so a lapse never turns up during an inspection.
- Keep every provider's DEA registration and license from lapsingA second person holds each provider's dates, a reminder comes at 90 days, and every renewal is confirmed before it is closed.
- Keep clinic equipment on a maintenance and calibration scheduleEach device has a recurring Task on its own schedule and a logged result every time, so problems surface on schedule, not mid-visit.
- Check vaccine and supply inventory on the same day every weekA weekly count on a fixed day catches low stock and expiring lots, and each one stays an open Task until it is reordered or used first.
- Work every insurance denial before its appeal window closesEach denial is logged the day it arrives with its real deadline, decided fast, and closed with its outcome on record.
- Track who can sign in to every system your clinic usesOne master list of your tools, the same checklist for every hire, and offboarding that removes access everywhere.
- Catch duplicate records and entry errors before they cause a mix-upA scheduled review finds near-matches and bad entries, and each one is tracked as a Task until it is fixed.
- Catch a sync failure between your systems before it runs for weeksRegular spot checks and one place to report oddities catch partial sync failures early, and every gap gets reconciled.
- Hand off open work at shift change without losing detailsA short written handoff in the same format every shift, pointing to Tasks that already show owner, status and due date.
- Cover a teammate's open work when they call outTheir open Tasks are reviewed that morning, time-sensitive work gets a named owner, and nothing waits for their return.
- Take time off without your practice stallingPatients are told ahead, every open item is handled before you leave, and coming back means working a clear list.
- Track each teammate's certifications so none lapse unnoticedEvery teammate's certifications in one list, with reminders well before each expires and a lapse that changes the schedule.
- Log every tech problem so it gets fixed, not worked aroundEach tech issue becomes a Task with one owner, repeats show up as patterns, and every fix is written down for next time.
- Pull together monthly ops numbers without a last-minute scrambleThe same metrics every month, counted from work already in Tasks, reviewed on a set day and turned into a decision.