Findings and actions

A finding states what was observed against an organization, when it opened, its owner and whether it remains Active or has Ended. Keep the description concrete enough that a later reviewer can understand the issue without relying on a separate message.

• Record the finding. The administrator names its organization, owner, opening date and observation.
• Assign a task. The coordinator creates a corrective action for the organization with its own owner and due date.
• Check completion. The clinician records progress and the completion date; the administrator decides when the finding ends.

A corrective action records the task, due date, completion date, owner and state. The coordinator assigns follow-up. The clinician can update the action as work progresses. An Escalated action stays visible for a decision before it can be treated as complete.

Agree how findings are described, which owner accepts an action and who decides that a finding can end. Use the due date and completion date for different purposes: one is the commitment, the other is the recorded result. Walk through a completed case and a correction with the people who will operate the record. Decide where source documents arrive and who checks them before a status is changed. Keep the agreement close to the team’s operating procedure so a new owner can make the same decision.

An administrator opens a finding for an organization and assigns a team member. The coordinator creates a dated task for the same organization. The clinician works it through Open and in progress, then records the completion date. The administrator checks the result before ending the finding. Reopen the finding and action together and compare their organization references. Check the task wording and owner before attributing completion to the finding. The administrator can end the finding after reviewing the recorded result; the action status alone does not change it.

Compare the finding and action by organization, description and owner when following a case. If several actions address one observation, agree a naming convention that lets a reviewer match the work and explain each completion.

For an escalated task, the coordinator checks the due date and asks the action owner for the next recorded step. The administrator keeps the finding Active until the completed work has been examined.

• Active findings — Open the working records that need the module’s first decision.
• Corrective actions due — Compare related work before handing the case to another owner.

Follow assessment to decision and follow-up and retest. Set ownership in roles before rehearsing the handoff.