A 5 Step Clinical Workflow

A 5 Step Clinical Workflow

1.

Previsit Preparation

2.

Rooming and Communication

3.

Collateral Information

5.

Action Plan and Follow-Up

4.

Screening and Examination

Step 5: Action Plan and Follow up

• Develop a clear, structured care plan with the patient and caregivers
• Use shared decision-making to align with patient goals and preferences
• Provide written and/or visual instructions to support understanding
• Coordinate referrals, diagnostic testing, and needed services
• Define follow-up timelines and clarify roles and responsibilities

Why This Matters:

A clear, collaborative plan ensures continuity of care, supports patient and caregiver understanding, and reduces the risk of missed steps—leading to better outcomes and more consistent follow-through.

Step 1 - Previsit Preparation

• Review the reason for visit and any recent clinical notes
• Identify communication preferences (e.g., verbal, visual supports, assistive devices)
• Note sensory sensitivities or environmental needs (e.g., noise, lighting, touch)
• Confirm support person involvement and level of decision-making support
• Reconcile current medications and relevant medical history

Why This Matters:

Proactive preparation reduces uncertainty, supports effective communication, and helps create a more predictable, patient-centered experience—minimizing distress and improving the quality of care.

Step 4: Screening and Examination

• Assess for common underlying causes of distress (e.g., pain, sleep issues, gastrointestinal concerns)
• Screen for mental health conditions (e.g., anxiety, depression)
• Review current medications and potential side effects
• Observe for changes in behavior, function, or baseline presentation
• Conduct the exam at the patient’s pace, using supports as needed

Why This Matters:

Physical and mental health conditions are often overlooked or misattributed. A systematic, patient-centered assessment helps identify treatable causes and prevents diagnostic overshadowing—leading to more accurate and effective care.

Step 2: Rooming and Communication

• Greet the patient directly and introduce yourself clearly
• Adjust the environment as needed (e.g., reduce noise, dim lighting, limit distractions)
• Use clear, simple, and concrete language
• Incorporate visual supports or demonstrations when helpful
• Allow extra time for processing, questions, and responses

Why this Matters:

Creating a supportive environment and using clear communication strategies helps reduce anxiety, improve understanding, and build trust—leading to more accurate assessment and better patient engagement.

Step 3: Collateral Information

• Ask the patient for permission to include caregivers or support persons when appropriate
• Gather input from family members, caregivers, or support staff
• Incorporate insights from school, residential, or community providers when relevant
• Clarify baseline functioning, recent changes, and known triggers
• Use collateral information to supplement—not replace—the patient’s voice

Why This Matters:

Collateral information provides essential context that may not be captured during the visit alone—helping clinicians better understand the patient’s baseline, identify changes, and make more informed, person-centered decisions.