Printable hospital template
Hospital administrative process change proposal
Describe one proposed change to hospital desk work, the problem it addresses and the observations needed before deciding whether to keep it.
- Written by
- RizCare
- Published
- Last reviewed
RizCare's suggested worksheet. Adapt to your hospital. https://riz.care/library/templates/clinic-process-change-proposal
For a staff member proposing a change and the manager reviewing it.
A colleague suggests moving the folder-return tray closer to the records desk. Before buying furniture or rewriting the whole reception routine, ask what currently goes wrong and what the change should improve.
This proposal covers administrative work. Changes affecting clinical decisions, permissions or record handling need the appropriate responsible review before a trial begins.
Print this page or save it as a PDF from your browser. The print layout contains only the blank worksheet and its completion note. Fill it in within your hospital.
Practice: ____________________ Prepared by: ____________________ Date: ______________
| Problem / evidence | Proposed change | Authority / boundary | Observation / review | Decision |
|---|---|---|---|---|
| Blank entry | ||||
| Blank entry | ||||
| Blank entry | ||||
| Blank entry | ||||
| Blank entry |
Keep completed copies with the staff authorised to use them.
How to use it
Describe the present problem
Write one observed difficulty and where it occurs. Use a fictional or anonymised operational example rather than naming a patient. Separate observation from explanation: folders remain in the room at handover is an observation; staff do not care is an assumption about people. Ask the colleagues doing the work what prevents the intended handover.
Set a small, authorised trial
Describe the proposed change, the people affected and who may approve it. Specify the start, the review point and how staff will continue if the change creates difficulty. Check that the proposal preserves privacy, access restrictions and the existing clinical escalation route. A manager should resolve those questions before anybody changes the live routine.
Decide from recorded observations
Choose a simple observation related to the original problem, such as whether each returned folder has a movement entry. Record the method consistently during the agreed period. Discuss unexpected consequences with the staff affected. At review, record keep, revise or stop with the reason and the person who decided. A small local trial is not evidence of a general clinical outcome.
What each field means
- Problem evidence
- Use a dated operational observation with its source reference. Avoid invented percentages or an estimate presented as a measured result.
- Trial boundary
- Name the desk, shift or process covered and who is affected. A bounded change is easier for staff to understand and reverse if necessary.
- Decision criteria
- Describe what the reviewer will look for and how it will be recorded. Do not set a performance target that encourages staff to omit required checks.
Completed fictional example
The fictional proposal has no result yet. Its review column must reflect a real local decision before staff adopt it.
| Problem / evidence | Proposed change | Authority / boundary | Observation / review | Decision |
|---|---|---|---|---|
| Folders await return / OBS-04 | Move authorised return tray | Manager A / reception | Check movement entries / Friday | Awaiting review |
Related resources
Sources and review
The worksheet design and examples are RizCare's recommendations. The sources below support the background discussion; they do not endorse this form.
- Workflow Assessment for Health IT Toolkit (Agency for Healthcare Research and Quality). Read 9 September 2026.