Map the handoffs
Identify who receives referrals, checks patient details, schedules visits, reviews documentation and handles billing and payroll. For each handoff, record the information required and the person responsible.
Prepare the starting information
Gather a list of staff roles, services, locations, current systems and reporting needs. Use sample records to plan the workflow before transferring sensitive information. Separate migration planning from everyday support email.
Set up a practical pilot
Choose representative tasks and staff roles. Test an intake, visit assignment, documentation review, correction and export. Include the common exceptions your team handles every week.
Check access and devices
Review who should see each kind of information. Test desktop, tablet and phone workflows, including navigation, readable content and the ability to reach key actions.
Review before expanding
Collect feedback by task rather than general impressions. Confirm that users can complete their responsibilities, that ownership is clear and that the required outputs match the organization’s needs.