A practical guide for rehabilitation organizations

Map the work around care.

Make an administrative workflow easier to understand by recording where it starts, which roles carry it forward, where work gets stuck, and what your team would like to improve.

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A simple mapping approach

  1. Set the boundaries

    Choose one recurring administrative process and note what starts it and what counts as complete.

  2. Follow roles and handoffs

    List each step in order, the role or team responsible, who receives the work next, and any system or tool used.

  3. Name friction and a goal

    Note delays, repeated work, or unclear ownership, then describe one improvement and a process-level sign of progress.

Printable resource

Rehabilitation Administrative Workflow-Mapping Worksheet

Print this worksheet and fill it in with organization-level process details. Use role and team descriptions rather than names or patient examples. Print extra copies if your workflow has more than five steps.

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CareNotes · Administrative resource

Rehabilitation Administrative Workflow-Mapping Worksheet

Page 1 · Organization, process boundaries, and workflow steps

Organization or service line

Workflow goal

Start and end points

Describe the process boundary in general terms.

This workflow starts when…

This workflow ends when…

Steps and handoffs

Use roles or teams, not individual names. Scroll horizontally to view all columns. Add another copy for longer workflows.

Five blank rows for administrative workflow steps, responsible roles or teams, handoffs, and systems or tools.
StepResponsible role or teamHandoff or next roleSystem or tool
1
2
3
4
5

CareNotes · Administrative resource

Friction and desired improvements

Page 2 · What gets in the way and what should improve

Where does work pause, wait, or get delayed?

Which tasks are repeated, re-entered, or passed back?

Where is role or team ownership or a handoff unclear?

What change would make this administrative workflow clearer or easier?

What process-level sign would suggest progress? (Avoid patient-level measures.)

Keep completed copies at the organization and process level. Clinicians remain responsible for their own clinical decisions and documentation.

Continue the conversation

Bring your process questions to CareNotes.

The existing consultation form is available for discussing your organization’s administrative workflow.

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