# Care Administration Board

For the method in [Chronic-Condition Administration: Build a Care Calendar, Not a Treatment Plan](/articles/chronic-condition-care-administration).
Use AI to sort, structure, and track logistics - never to infer medical actions or fill gaps in
clinician instructions.

## Not for

Clinical decisions, adjusting a care plan, or generating guidance to fill a gap. Every clinical
instruction below is copied verbatim from a professional, dated, and never paraphrased.

## Clinician instructions (verbatim, dated - never edited over)

| Instruction (exact words) | Given by (role) | Date |
| --- | --- | --- |
| | | |
| | | |

## Task board

| Task | Source | Owner | Deadline | Dependency | Escalation contact | Who has access |
| --- | --- | --- | --- | --- | --- | --- |
| | | | | | | |
| | | | | | | |
| | | | | | | |

## Medication refill tracking (logistics only - dose comes from your reconciliation table)

| Medication | Next refill due | 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 three categories**

```text
Here are my rough notes on an ongoing chronic-condition situation:
[paste notes]. Sort these into three categories: "Clinician
instructions" (only things a professional told me directly - keep
these word-for-word), "Administrative tasks" (appointments, forms,
refills, transport, follow-ups), and "Open questions" (things nobody
has answered yet). Do not generate any new instruction or suggest
what should happen next - only sort what I actually wrote.
```

**2. Build the task board**

```text
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**

```text
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**

```text
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

- [ ] Clinician instructions are verbatim, dated, and kept separate from the task board
- [ ] 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