Operations template
A board for a small clinic's administrative routines: who books appointments, who reminds patients, how the front desk runs each day, how billing gets chased and who keeps supplies stocked, each written as a short routine with one named owner.
No account and no email needed. Opens in Excel or Google Sheets.
Twelve tasks across six stages, each with a completion criterion and its own checklist, plus a suggested day. Every routine is written to be run by a named person, and the board is deliberately built to hold the routine rather than any patient information.
A small clinic's administration runs on what the long-serving receptionist remembers. It works until that person is on leave, and then reminders stop going out, unpaid invoices age quietly, and nobody is sure who was supposed to reorder the consumables.
What that looks like
The person who runs a small clinic's administration, rather than its clinical work.
Group is the area of clinic administration: roles and setup, scheduling, front desk day, billing and follow-up, supplies and equipment, review. Status and priority already use the product's own fixed values, so they map without edits.
Download the CSV
It opens in Excel or Google Sheets. Edit the tasks first if you like, or import it as it is.
Create a board in TaskSiddhi
Give it a name, such as the week, the project or the client.
Open the spreadsheet import
Upload the CSV. Columns are matched automatically; map Group, Done when and Checklist to a text column or to custom fields.
Preview, then import
Check the rows before anything is written, then import.
Make it yours
Assign one named owner per routine, then pilot for a fortnight before briefing everyone. Keep patient details in your clinical system, never on the board.
All twelve tasks, with their completion criteria and checklists. Owner and due date are left blank on purpose.
12 tasks in 6 groups, 42 checklist items
Write a short rule: do not enter patient information, clinical details, appointment-specific information, payment details or patient-related handover notes here, and use the clinic's approved, access-controlled systems for those records. Share it before anyone adds tasks.
Done when
The never-enter rule is written, names the clinic's approved system for those records, and every staff member has confirmed they have read it before adding any task.
Checklist0 of 3 ticked
List each administrative duty with the role that does it and a named back-up role for absences, so nothing stops when someone is away. Use role names where they suffice; if individuals must be assigned, confirm the board's staff access and retention settings first.
Done when
Each administrative duty has an owner role and a back-up role, and the list has been shared with every staff member.
Checklist0 of 4 ticked
Set who decides slot lengths and buffers, how a change or cancellation is handled, and who may override the schedule, using rules the clinic has chosen.
Done when
The rules state who sets slot lengths, how changes and cancellations are handled and who may override the schedule.
Checklist0 of 3 ticked
Decide who sends appointment reminders and how long before the visit, and write one wording template with placeholders only, containing no clinical or sensitive details. Do not draft, test or store messages containing real patient or appointment details on this board.
Done when
The routine names who sends reminders and the timing, and a wording template with placeholders only has been checked to contain no clinical or sensitive details.
Checklist0 of 4 ticked
State who contacts people after a missed appointment and who offers a freed slot to the waiting list, and keep every individual contact log in the clinic's own system, not on this board.
Done when
The routine names who follows up a no-show and who fills a freed slot, and states that contact logs are kept only in the clinic's own system.
Checklist0 of 3 ticked
List what the front desk checks before opening: the day's schedule against rooms and staff, gaps to cover, and any administrative items left over from the previous day.
Done when
The routine lists the morning checks and has been approved by the desk lead; a pilot of it is arranged under the review task.
Checklist0 of 4 ticked
Document greeting, administrative arrival order and delay updates, following the clinic's approved registration and consent procedures. Copy in the clinic's confirmed clinician-alert route; if none exists, leave this task open and ask the clinic lead to set one. Reception must not triage.
Done when
Greeting, delay updates and the confirmed clinician-alert route are documented and checked against existing clinic policy, or the task is left open until the clinic lead has established an approved route.
Checklist0 of 4 ticked
List the administrative process actions for the next day and their owners, such as calling a supplier or setting up a room, and route anything patient-related to the clinic's approved system instead.
Done when
The checklist holds process actions and owners only, and staff know that anything patient-related goes to the clinic's approved system.
Checklist0 of 3 ticked
State who issues bills and who follows up unpaid ones and when, using the clinic's own rules, and keep every individual case, amount and payment detail in the clinic's own system.
Done when
The routine names who issues and who follows up and the follow-up timing, and states that individual cases, amounts and payment details stay in the clinic's own system.
Checklist0 of 3 ticked
List the everyday checks staff can do, such as stock of consumables and working printers and phones, and set how an equipment fault is reported and routed through the clinic's approved maintenance process; servicing is not assigned from this template.
Done when
The everyday checks are listed with an owner, and the route for reporting an equipment fault through the clinic's approved maintenance process is documented.
Checklist0 of 3 ticked
Decide who orders consumables, what triggers an order, and how a member of staff tells them something is running low.
Done when
An order owner is named, the order trigger is written down, and staff know how to raise a low-stock alert.
Checklist0 of 3 ticked
Before piloting, set a start and end date and identify which routines will be tested. After the end date, record whether each tested routine was usable, using staff feedback without patient-linked examples, then record up to two justified changes or a no-change reason and set the next review date.
Done when
A start and end date are set and the tested routines identified before the pilot; afterwards each tested routine is recorded as usable or not, with the review date, owner, up to two justified changes or a no-change reason, and the next review date, and no patient-linked examples appear in comments or attachments.
Checklist0 of 5 ticked
Open a task to see what counts as finished and its checklist. Ticks here are just to try it out and are not saved.
The same rows as a CSV. Columns in the file: Task, Group, Status, Priority, Owner, Due date, Suggested day, Done when, Checklist, Notes.
Download clinic workflow (CSV)The measured demand behind this template, and what it does not prove. We publish it so the page cannot be mistaken for a forecast.
| Keyword | India | US | UK | UAE |
|---|---|---|---|---|
| clinic workflow(target) | 50 | 320 | 70 | 10 |
Mixed, in proportions we cannot establish. The term draws clinical-pathway readers as well as practice administrators; this template is written for the person who runs a small clinic's administration. Because that mix is unverified, the page makes no traffic claim.
What we hold this page to
Thin or mismatched demand — no traffic expectation
A limited US snapshot for the target term showed software-vendor blogs and academic documents. Positions and pages were not retained, so nothing is asserted about prevalence or page types.
No. Keep patient records, appointment-specific details and payment information in the clinical or billing system your clinic has approved for them. This board holds the routine — who does what, when, and what counts as done — not the data the routine touches.
No. It covers administration only: scheduling, the front desk, billing follow-up, supplies and review. A clinical workflow is a different thing and should come from your clinical governance, not from a task template.
No. The tasks point at your clinic's own approved registration and consent procedures and record that they were followed. Writing those procedures is a job for the practice and its advisers.
The board can hold the reminder routine and a recurring task for it, but the reminder itself goes out from whichever system holds the appointment. Treat the board as the record that the routine ran.
See automationLong enough to cover a full billing cycle and at least one staff absence, which usually means two to four weeks. The review stage exists so the routines get corrected before everyone is trained on them.
Import the template, assign owners and see what is overdue at a glance. Free, with no paid plan.
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