Workflow improvement · No code / spreadsheet
Find the task that keeps coming back
Look for a small, repeated job that interrupts the team, then check what causes it before trying to automate anything.
What you’ll have at the end
A short list of repeat tasks, their causes and one change worth testing.
How to begin
- Ask colleagues what they have to repeat, chase or re-enter during a typical week. Choose one task that is common and safe to examine.
- For a short period, record each occurrence using broad categories: what triggered it, what information was missing and what happened next. Do not copy patient details into your notes.
- Check the pattern with the people doing the task. A repeated job may be a symptom of unclear instructions, a handoff or an exception in the process.
- Try a simple fix first, such as making the request clearer or agreeing who owns the next step. If automation still seems useful, define what it would and would not do.
- Compare the repeat work and staff experience after the change. Look for work that has moved to someone else as well as work that has disappeared.
What to measure
- Outcome: how often the task needs to be repeated or chased.
- Process: whether the intended information or handoff is complete first time.
- Balancing: time or extra work created for other staff or patients.
Before using real data
Use approved systems and aggregate notes. Do not feed identifiable information into a public AI tool or build automation that changes clinical decisions without the right approvals.
Agree scope, data handling, supervision and escalation with your practice. Use approved systems. Do not upload patient information to this website or a public AI tool.