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Healthcare process templates: patient journey, safety and compliance
Editable healthcare process templates for referral, intake, prior authorization, telehealth visits, medication reconciliation, discharge planning, adverse events, HIPAA breach notification and provider credentialing.
Eleven process templates for the administrative and safety handoffs around care: the patient journey from a referral accepted by a qualified receiver to a discharge whose follow-up has a named owner, and the procedures that run when something goes wrong or must be in place beforehand, an adverse event, a breach of protected health information, a trial protocol deviation, a device complaint and provider credentialing. Each keeps clinical decisions with clinicians and names the next owner.
The patient journey orders six templates in the sequence a patient meets them. Referral keeps the referring clinician responsible until a qualified receiver accepts, with a direct route for urgent concerns and a loop for referrals that go missing. Intake handles identity and administrative completeness and keeps symptom interpretation out of administrative roles. Prior authorization runs alongside, with a cannot-wait branch for time-critical care and approval, denial and appeal routes that end in one documented outcome. The encounter is covered as a telehealth visit; medication reconciliation and discharge planning close the sequence at the transition out of care.
Safety and compliance is five templates with one shape: safeguard first, record the facts, put the qualified decision with its owner, notify, then investigate and learn. Adverse event reporting asks whether an urgent clinical response is still needed before any form is filled in; the trial protocol deviation and the device complaint run the same spine with the principal investigator or the complaint unit owning the decision. HIPAA breach notification is cross-listed with security incident response, whose containment and evidence preservation it starts with; only the privacy assessment and the approved notices are healthcare's own. Provider credentialing is the loop that must be in place before any of the others matter.
The scope is the administrative and safety side of care. Admission and bed management, the in-person outpatient visit, procedure scheduling, infection control and the claims and revenue cycle have no template in the library; where a step is missing, the chart on either side of it names the handoff so the gap is visible rather than papered over. Clinical decision algorithms, the diagnostic and treatment pathways themselves, are a separate collection linked from this page rather than filed under it: a pathway is clinical content, and a process template is an operational one. Complaint handling is cross-listed because the medical device complaint is one of its eight routes.
Keep the clinical decision with the clinician
The failures in these processes are handoffs, not treatments: a referral nobody accepted, a symptom interpreted at the front desk, an authorization that waited while care could not, a medication list reconciled by no one at discharge, an adverse event written up before the patient was safe. These templates draw each handoff with its owner and its safety checkpoint, and keep every clinical judgment in a clinician's lane, so the chart can be followed by the administrative staff who run most of it. They are operational starting points to adapt to your payer mix, your systems and your regulator, not clinical guidance and not a compliance program.
Featured templates
- Patient intake process flowchart (request to clinical handoff)
Patient intake flowchart template for appointment requests, identity and information checks, accessibility needs, safe clinician escalation, check-in and a named handoff to the receiving care team.
- Patient referral process flowchart (send, triage and close the loop)
Patient referral flowchart template for patient choice, complete records, confirmed receipt, qualified clinical triage, rejected-referral recovery, scheduling and closed-loop ownership.
- Prior authorization process flowchart (request, denial and appeal)
Prior authorization flowchart template for requirement checks, complete submissions, payer questions, approvals, denials, clinician-led appeals and a clear handoff to patients and scheduling.
- Medication reconciliation process flowchart (compare and hand off)
Medication reconciliation flowchart template for a best possible medication history, source checks, discrepancy review, qualified clinical decisions, patient teach-back and closed-loop handoff.
Process families
Patient journey
The patient journey is the sequence of handoffs from a referral to a discharge plan: the referral accepted by a qualified receiver, intake, the payer's authorisation, the encounter, the medication list reconciled, and a discharge whose follow-up has a named owner. This family orders six templates in that sequence; each keeps clinical decisions away from administrative roles and names the next owner.
- Patient referral process flowchart (send, triage and close the loop)
Patient referral flowchart template for patient choice, complete records, confirmed receipt, qualified clinical triage, rejected-referral recovery, scheduling and closed-loop ownership.
- Patient intake process flowchart (request to clinical handoff)
Patient intake flowchart template for appointment requests, identity and information checks, accessibility needs, safe clinician escalation, check-in and a named handoff to the receiving care team.
- Prior authorization process flowchart (request, denial and appeal)
Prior authorization flowchart template for requirement checks, complete submissions, payer questions, approvals, denials, clinician-led appeals and a clear handoff to patients and scheduling.
- Telehealth visit workflow flowchart
Telehealth visit workflow from request and suitability review through secure connection, clinician assessment, in-person handoff, orders and follow-up.
- Medication reconciliation process flowchart (compare and hand off)
Medication reconciliation flowchart template for a best possible medication history, source checks, discrepancy review, qualified clinical decisions, patient teach-back and closed-loop handoff.
- Patient discharge planning flowchart (safe transition and follow-up)
Patient discharge planning flowchart template for early needs assessment, care coordination, medication review, teach-back, accepted handoffs, readiness checks and follow-up ownership.
Healthcare safety and compliance
Healthcare safety and compliance is what runs when something goes wrong around care, or must be in place beforehand: an adverse event, a breach of protected health information, a deviation from a trial protocol, a complaint about a device, and the credentialing of the provider. Five templates share one shape: safeguard first, record the facts, put the qualified decision with its owner, notify, then investigate and learn.
- Adverse event reporting process flowchart — Adverse event reporting flowchart for immediate safety, factual intake, qualified clinical review, external-notice assessment, investigation, action and learning.
- HIPAA breach notification process flowchart — HIPAA breach notification workflow for containment, evidence preservation, qualified privacy assessment, approved notices, documented handoffs and remediation.
- Clinical trial protocol deviation process flowchart — Clinical trial protocol deviation workflow for participant protection, factual documentation, qualified impact review, oversight notices, corrective action and trending.
- Provider credentialing process flowchart — Provider credentialing workflow for application intake, primary-source verification, qualified committee review, enrollment, scoped onboarding and recredentialing.
- Medical device complaint process flowchart (intake to vigilance report) — Medical device complaint process flowchart template: complaint definition check, safety screen, US and EU vigilance reportability, device return and evaluation, root cause, field action or CAPA, final report and trending.
Security incident response
Security incident response is what happens between an alert and a closed incident. A reported email or a confirmed alert is triaged to a verdict, given a severity, contained and eradicated by the SOC, escalated as far up the organization as that severity demands, and, if personal data was exposed, tested against the 72-hour clock. The six templates in the sequence are those handoffs, drawn as swimlanes because each one changes hands.
- Phishing incident response process flowchart (reported email)
Phishing incident response flowchart template: user report, SOC triage verdict, tenant-wide mail search, purge and indicator blocking, credential reset with session revocation, compromise escalation and awareness follow-up.
- Incident severity classification flowchart
An incident severity classification flowchart: a decision tree taking availability, scope, business impact and exposure tests through to P1, P2, P3 or P4.
- Cybersecurity incident response process flowchart (SOC)
Swimlane flowchart of the technical cybersecurity incident response lifecycle a SOC or CSIRT runs, from alert triage to eradication, recovery and rule tuning.
- Security incident escalation process flowchart (SOC to CISO)
Security incident escalation process flowchart template: SOC triage, an S1/S2 severity gate, incident manager and CISO ownership, the crisis team, a personal data check and external notification.
- Security incident response process flowchart
A swimlane flowchart of the security incident response process, from detection and triage through containment, eradication, breach notification and review.
- Data breach response process flowchart (GDPR 72-hour clock)
A swimlane flowchart for personal data breach response: containment, the risk-to-individuals test, the 72-hour regulator notification and the breach register.
Also part of this family
- HIPAA breach notification process flowchart — HIPAA breach notification workflow for containment, evidence preservation, qualified privacy assessment, approved notices, documented handoffs and remediation.
Complaint handling
Complaint handling is what happens between a customer saying a product is wrong and the organization knowing whether it was, what to do for that customer and what to change so the next one does not call. The eight templates are that route in a quality department, a support team, a regulated device or food manufacturer and a furniture maker, with the escalation decision tree, the warranty claim and the product recall it can escalate into.
- Quality complaint process flowchart template — A quality complaint process flowchart across five lanes: logging and acknowledgement, safety and reportability checks, investigation, remedy, CAPA and closure.
- Customer complaint process flowchart — A swimlane customer complaint process flowchart covering intake and acknowledgement, severity triage, investigation, resolution, CAPA, and confirmed closure.
- Customer complaint escalation flowchart — A customer complaint escalation flowchart as a decision tree: nine tests on risk, repeat complaints, account value and payment limits, six named outcomes.
- Medical device complaint process flowchart (intake to vigilance report) — Medical device complaint process flowchart template: complaint definition check, safety screen, US and EU vigilance reportability, device return and evaluation, root cause, field action or CAPA, final report and trending.
- Food customer complaint process flowchart (intake to trend and CAPA review) — Food customer complaint process flowchart: classification, a food-safety-risk screen, lot ID and traceability, escalation, root cause, CAPA, and trend review.
- Customer quality complaint process flowchart (furniture) — A customer quality complaint process flowchart covering warranty checks, remote versus field diagnosis, root cause determination, and a parts, repair or replacement resolution.
- Warranty claim process flowchart (intake to resolution) — Warranty claim process template for receipt and coverage checks, evidence collection, inspection or vendor input, remedy approval, repair, replacement or refund, customer confirmation, supplier recovery and trend review.
- Product recall process flowchart (recall vs withdrawal) — Product recall process flowchart: health risk assessment, recall or withdrawal, classification, regulator and public notice, retrieval, effectiveness check.
How the processes connect
- Healthcare
- Patient journey
- Patient referral process flowchart (send, triage and close the loop)
- Patient intake process flowchart (request to clinical handoff)
- Prior authorization process flowchart (request, denial and appeal)
- Telehealth visit workflow flowchart
- Medication reconciliation process flowchart (compare and hand off)
- Patient discharge planning flowchart (safe transition and follow-up)
- Healthcare safety and compliance
- Security incident response
- Phishing incident response process flowchart (reported email)
- Incident severity classification flowchart
- Cybersecurity incident response process flowchart (SOC)
- Security incident escalation process flowchart (SOC to CISO)
- Security incident response process flowchart
- Data breach response process flowchart (GDPR 72-hour clock)
- Complaint handling
- Patient journey
All Healthcare templates
Patient journey
- Patient intake process flowchart (request to clinical handoff) — Patient intake flowchart template for appointment requests, identity and information checks, accessibility needs, safe clinician escalation, check-in and a named handoff to the receiving care team.
- Prior authorization process flowchart (request, denial and appeal) — Prior authorization flowchart template for requirement checks, complete submissions, payer questions, approvals, denials, clinician-led appeals and a clear handoff to patients and scheduling.
- Patient referral process flowchart (send, triage and close the loop) — Patient referral flowchart template for patient choice, complete records, confirmed receipt, qualified clinical triage, rejected-referral recovery, scheduling and closed-loop ownership.
- Patient discharge planning flowchart (safe transition and follow-up) — Patient discharge planning flowchart template for early needs assessment, care coordination, medication review, teach-back, accepted handoffs, readiness checks and follow-up ownership.
- Medication reconciliation process flowchart (compare and hand off) — Medication reconciliation flowchart template for a best possible medication history, source checks, discrepancy review, qualified clinical decisions, patient teach-back and closed-loop handoff.
- Telehealth visit workflow flowchart — Telehealth visit workflow from request and suitability review through secure connection, clinician assessment, in-person handoff, orders and follow-up.
Healthcare safety and compliance
- Medical device complaint process flowchart (intake to vigilance report) — Medical device complaint process flowchart template: complaint definition check, safety screen, US and EU vigilance reportability, device return and evaluation, root cause, field action or CAPA, final report and trending.
- Adverse event reporting process flowchart — Adverse event reporting flowchart for immediate safety, factual intake, qualified clinical review, external-notice assessment, investigation, action and learning.
- HIPAA breach notification process flowchart — HIPAA breach notification workflow for containment, evidence preservation, qualified privacy assessment, approved notices, documented handoffs and remediation.
- Clinical trial protocol deviation process flowchart — Clinical trial protocol deviation workflow for participant protection, factual documentation, qualified impact review, oversight notices, corrective action and trending.
- Provider credentialing process flowchart — Provider credentialing workflow for application intake, primary-source verification, qualified committee review, enrollment, scoped onboarding and recredentialing.
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