Stops and dispatch follow-up

Clinical Coordinator organizes each load into service stops. A stop identifies its type, assigned crew and planned window start. Actual arrival and departure describe events that have happened. The stop’s state helps the team distinguish Scheduled work from service in progress and documentation awaiting review.

Follow-up often continues after the vehicle has left. A dispatch task links to the load, names the work to do and identifies the responsible team member. Its due date makes outstanding work visible at the next review. Licensed Clinician maintains these tasks, including their completion date or escalation state, while Clinical Coordinator maintains the service-stop records.

• Prepare the service episode. Clinical Coordinator checks the load and assigned crew before recording the planned window. Describe the stop type consistently so the next person can distinguish collection, transfer and return work without reading every note.
• Record actual progress. Mark the stop Arrived after the arrival is confirmed, then in progress as service begins. Keep actual departure separate from the review state. A team may have departed while the supporting documentation still needs attention.
• Give follow-up an owner. Licensed Clinician enters a dispatch task for the load, chooses the responsible person and records when it is due. Open, in progress and Escalated work deserves a different conversation from Completed or Cancelled work.

Agree who receives updates from the crew and who enters the stop changes. Use a consistent convention for planned and actual dates. Clinical Coordinator should know how to handle a cancelled visit and how to request a correction when an arrival was entered against the wrong stop.

For dispatch tasks, decide what a useful task description contains. State the action and the person or service to contact in plain language. Agree how an Escalated task reaches the responsible person and how the team checks that the issue has been resolved. Completion should reflect the work described by the task.

Rehearse a collection that completes its physical movement but still needs a clarification from the receiving service. Clinical Coordinator records the actual departure and leaves the stop awaiting review while the documentation question is resolved. Licensed Clinician creates a dispatch task against the same load and assigns the follow-up to the intended team member.

At the next handoff, find the task in the assigned person’s worklist. Read its due date and confirm that the load reference leads to the intended transport. Once the clarification is received, complete the task and record the completion date. Clinical Coordinator can then resolve the stop review with the reviewing team.

Also rehearse a cancelled return. Keep the stop Cancelled and consider each open task on its own merits. A cancelled movement may still need a communication task, so the people responsible should review the remaining work rather than assume it has all ended.

• Open load stops — Review scheduled service and stops still awaiting completion or review.
• My dispatch tasks — Find follow-up assigned to the signed-in team member.
• Dispatch workboard — Group open and escalated tasks by their current state.

Follow intake to service review for the stop and its documentation handoff.