Handoff sheet at a glance
Handoffs of the week of Sep 21, 2026 71 of 88 acknowledged in a day 17 reopened Internal
The sheet central intake completes for each file it hands to a location: the fields location staff reopen most, emergency contact first, the exceptions already accepted and who approved them, so the location acknowledges within one business day and does not ask again. Prepared by the central intake coordinator at Alderpoint Wellness Group for the front desk staff at the six locations. It covers the Fellbrook Community Credit Union wellness benefit. Issued Thursday, October 1, 2026.
Required fields for case FB-1075, Larkin Street, handed off Mon, Sep 28
- Emergency contact: name, relationship and phone number are in the filedone
- Consent form: signed copy is scanned into the registerdone
- Insurance card: readable copy of both sides is in the filedone
- Referral document: attached and legible, or accepted as an exceptiondone
- Accepted exceptions: each one is listed with the name of the approveropen
- Source: every statement in the brief names the record it came fromdone
The one open box on this sample sheet is the approver line for an accepted exception. It is entered on the sheet before the sheet goes out. The sheet shows case numbers and counts only, never the name of the person referred.
From handed off to acknowledged
Central intake handed 88 files to location staff in the week of Sep 21. Seventy-one were acknowledged within one business day and 17 were reopened with questions. The bars show the 88 coming down by the 17 reopened files to the 71 acknowledged.
Why files were reopened
Three reasons account for all 17 reopened handoffs.
- Missing emergency contact
- 10 of the 17. Location staff could not find a name and number to call, so they asked central intake again. This is the field to check first.
- Accepted exception not named
- 4 of the 17. The brief did not say which items had been accepted as administrative exceptions or who approved them, so staff asked for the items again.
- Other questions
- 3 of the 17. Questions about the file that fit neither group above.
- Acknowledged
- 71 of the 88. The location confirmed in the record, within one business day, that it owns the next administrative step.
Sample handoff table
Eight example rows from the week of Sep 21. They show how each file is logged. The totals above cover all 88 files.
| Case | Location | Handed off | Location response | Result |
|---|---|---|---|---|
| FB-1041 | Orchard Row | Mon, Sep 21 | Acknowledged Tue, Sep 22 | Acknowledged in 1 business day |
| FB-1044 | Millbank | Mon, Sep 21 | Acknowledged Mon, Sep 21 | Acknowledged the same day |
| FB-1049 | Larkin Street | Tue, Sep 22 | Question raised Thu, Sep 24 | Reopened: emergency contact missing |
| FB-1052 | Northway | Tue, Sep 22 | Acknowledged Wed, Sep 23 | Acknowledged in 1 business day |
| FB-1058 | Larkin Street | Wed, Sep 23 | Question raised Fri, Sep 25 | Reopened: emergency contact missing |
| FB-1063 | Cedar Hollow | Thu, Sep 24 | Acknowledged Fri, Sep 25 | Acknowledged in 1 business day |
| FB-1067 | Riverside | Thu, Sep 24 | Acknowledged Fri, Sep 25 | Acknowledged in 1 business day |
| FB-1071 | Millbank | Fri, Sep 25 | Question raised Mon, Sep 28 | Reopened: exception approver not named |
Three of the eight rows were reopened, a larger share than the 17 of 88 across the week, so read the table as a layout and not as a rate.
What the numbers say
The brief behind each sheet
Each statement in a brief carries its source. Open the example below to see the form.
Sample brief lines for case FB-1075
| Statement | Source | Confirmed by |
|---|---|---|
| Emergency contact is in the file | Intake register, scanned Fri, Sep 25 | Central intake coordinator |
| Consent form is signed and scanned | Intake register, scanned Fri, Sep 25 | Central intake coordinator |
| Referral document was accepted as an exception | Rule: required forms complete one business day before the first appointment | Approved by Rohan Bhattacharya |
| First appointment is booked for Tue, Oct 6 | Scheduling record | Basil Moyano |
- Acknowledged: case FB-1075
- Location: Larkin Street
- Owner of the next administrative step: front desk lead
- Date and time acknowledged: filled in by the location
- Questions for central intake: filled in by the location
"The location should never have to ask for something we already accepted. If an exception is in the brief, so is the name of the person who approved it."
Yolanda Prentiss, Director of operations, Alderpoint Wellness Group
Next steps
- Accepted exceptions added to the brief
- Reopened handoffs confirmed one by one
- Same-day scanning at all six locations
- Measure the week of Oct 5
- Review reopened handoffs on Oct 9
Who hands off and who acknowledges
- Rohan BhattacharyaRegional intake lead, Alderpoint Wellness Group, confirms each reopened handoff and is the approver of each accepted exception
- Yolanda PrentissDirector of operations, Alderpoint Wellness Group, added accepted exceptions to the brief
- Location front desk leadAcknowledges ownership of each file in the record, one lead at each of the six locations