FREE GUIDE FROM PACE MEDISYSTEMS
Document It As It Runs Today
Most practices plan to document a process once it has been fixed. That day rarely comes, so the process stays in someone’s head. This free guide shows you how to capture a process exactly as it runs today, then use what you find to decide what to fix first. It includes a fillable Process Capture Sheet, so you can start on your first process straight away.
What's Inside the Guide
A two-page guide and capture sheet built on the SYSTEMology approach to documenting processes, written for specialist, allied health and dental practices.
Start with the patient journey
Choose the processes that matter most first, from first enquiry to final follow-up.
Two people, not one
Why the person who does the task shouldn’t also have to write it up.
Capture it as it runs
Record the real steps, including the workarounds, before anything gets changed.
Read it back
Spot handoffs with no owner, double entry and steps only one person knows.
Make it stick
Fix one thing first, then give the document an owner, a review date and a central home.
A ready-to-use capture sheet
A fillable sheet to record every step, who does it and which system it happens in.
Not Sure Where to Start?
Most practices have more undocumented processes than they realise. If you’d like help choosing which ones matter most, or turning what you capture into systems your whole team follows, that’s exactly the kind of conversation worth having.
Which process should we start with?
Start with something patients feel and your team does often, such as new referrals, bookings or end-of-day billing. Avoid starting with your most complicated process.
Why shouldn’t we fix it while we’re writing it down?
Changing a process while you capture it hides how it really works. Capture it first, read it back, then fix the issue causing the most rework.
Who should be involved?
The person who does the task day to day, plus someone else to write it up. That way nobody has to do their job and document it at the same time.
Do we need special software?
No. A short screen recording and the Process Capture Sheet are enough to start. Where the finished document is kept matters more than the tool used to create it.
Is the capture sheet fillable?
Yes. You can type straight into the PDF, or print it and write by hand.
Can I get help documenting the rest of our processes?
Yes. Book a Practice Operations Strategy Call and we’ll work out which processes to tackle first and how to turn them into systems your team actually uses.
Document It As It Runs Today
You’ve Captured One Process. What About the Rest?
Pace MediSystems helps specialist, allied health and dental practices turn undocumented processes into clear systems the whole team follows, so the practice no longer depends on one person remembering how things are done.