Care Administration Board
For the method in Chronic-Condition Administration: Build a Care Calendar, Not a Treatment Plan. Use AI to sort, structure, and track logistics - never to infer medical actions or fill gaps in care-team or pharmacy instructions.
Not for
Clinical decisions, adjusting a care plan, or generating guidance to fill a gap. A remembered conversation is not a verified instruction; place it in the confirmation queue below.
Verified written care-team or pharmacy instructions
Copy only from a dated source whose issuer can be checked. Preserve the exact wording and source; do not ask AI to reconcile conflicting versions.
| Instruction (exact words) | Issuer and role | Date | Source/location |
|---|---|---|---|
Recollections to confirm
Record who remembers what, but do not use these entries as current instructions. Confirm each one with the treating service, prescriber, or pharmacist against an authoritative source.
| Recollection (exact words) | Remembered by | Recorded on | Confirmation owner/status |
|---|---|---|---|
Task board
| Task | Source | Owner | Deadline | Dependency | Escalation contact | Who has access |
|---|---|---|---|---|---|---|
Medication refill tracking (logistics only - dose comes from your reconciliation table)
| Medication | Documented refill/request date | Source | Who requests it | Pharmacy contact |
|---|---|---|---|---|
Open questions
Escalation rule
If a task is more than ___ days past its deadline with no update:
- Who gets notified:
- Expected next action (administrative only - follow up, reassign, contact the office):
The four prompts to reuse
1. Sort notes into four categories
Here are my rough notes and separately attached written care-team or
pharmacy records: [paste/attach]. Sort supplied items into four
categories: "Verified written instructions" (only text traceable to
an attached, dated care-team/pharmacy source; quote exactly),
"Recollections to confirm" (anything a patient/caregiver remembers
being told), "Administrative tasks", and "Other open questions".
Never upgrade a recollection because it sounds plausible. Do not
generate or reconcile clinical instructions. Flag every source
conflict for confirmation with the treating service, prescriber, or
pharmacist.
2. Build the task board
Here is my list of administrative tasks: [paste list]. Organize this
into a board with columns: task, source, owner, deadline, dependency
(what has to happen first, if anything), and escalation contact (who
to notify if this task is at risk of missing its deadline). Do not
add any task I did not list, and do not infer deadlines I did not
provide - mark deadline as "needs to be set" if I did not give one.
3. Add the consent-access column
Given this list of who is involved in coordinating this care [list
people and roles] and this summary of what the patient has agreed to
share with each person [paste consent notes], help me add a "who has
access" column to the task board. Flag any task where access hasn't
been explicitly agreed, rather than defaulting to full visibility.
4. Define escalation rules
For each task category on this board [paste categories], help me
define a simple escalation rule: if a task is more than [X days] past
its deadline with no update, who gets notified, and what is the
expected next action? Keep escalation actions administrative (follow
up, reassign, contact the office) - do not suggest a clinical
response to a stalled task.
Before this board goes live
- Verified written instructions are exact, dated, source-linked, and kept separate from the task board
- Recollections remain in a confirmation queue and are not presented as current instructions
- Every task has a named owner, not “family” or “someone”
- The access column reflects what the patient actually agreed to, not convenience
- Escalation actions are administrative - no clinical response is generated by the board itself