Once a clinician approves a plan for delivery, the clinic still needs to know which revision the member can access, who owns returned questions, and which follow-up items remain open. For an operations director evaluating functional medicine software, that post-approval handoff deserves its own demonstration.
Bring an invented plan and the worksheet below to the demo. Ask the presenter to move it from approval to delivery, through a member question and revision, then leave one follow-up task unfinished. Record what is shown live, what is only described, what needs configuration or integration, and what remains manual. Inspect the handoff between roles as closely as the member-facing view.
Key takeaways
- Follow the approved revision. Ask which version a member receives and how the team finds the approval and delivery record.
- Name each observed state. Approved, delivered, opened, discussed and resolved are different events. Do not use any one of them alone as proof that a member understood or followed a plan.
- Give questions an owner. A returned question needs a visible status and a named clinical or operations role, according to the clinic’s process.
- Test a revision. Ask how the team identifies the current approved version and any action still pending.
Evidence scope
This is an editorial procurement worksheet, not a validated clinical instrument or a report of results from testing any vendor. It proposes operational questions a clinic can ask using invented data. Capabilities depend on the product, configuration, permissions and the clinic’s existing systems; a demonstration does not establish deployment performance.
The Agency for Healthcare Research and Quality’s teach-back guidance describes checking understanding by asking a patient to explain in their own words what they need to know or do. That is a person-to-person communication method. Our editorial inference is that a portal open, acknowledgment button, task tick or reminder response should not be described as teach-back or evidence of understanding. The responsible clinician decides how to check understanding in the actual care context.
HolistiCare’s functional medicine use-case page describes explicit practitioner approval before member delivery and structured actions in follow-up. That published description suggests where to begin a product demo; buyers should verify the exact supported route for their roles and stack.
Five states to keep separate
Use “Plan A, revision 2” as a test label, not as a claim about any platform’s terminology. Keep five observations distinct: approved means a qualified clinician has approved a specified revision; delivered means the clinic has made that revision available through a chosen channel; opened means the member accessed a view or document, if recorded; discussed means a conversation or structured check-in has been recorded; and resolved means the responsible person has documented the disposition of a question or task. Ask what event and revision each status identifies, whether pending or failed delivery is visible, and whether an unanswered question keeps its owner. The clinic may use different labels or systems.
An open is not evidence of reading or comprehension. A recorded response does not necessarily close every concern, and a completed task entry is an administrative observation, not a measured clinical outcome. The worksheet below is for testing those distinctions, not assuming that any vendor records all five states.
A focused demonstration
Use an invented plan with two nonclinical placeholders, “Action A” and “Follow-up B”; do not enter real member data. In one continuous walkthrough, ask the clinician to approve a changed revision, then have the team make it available to a member. Introduce a member question about Action A, ask the clinician to approve a further change, and leave Follow-up B incomplete. At each handoff, ask the presenter to show the relevant revision, event, member or team view, and responsible role. Probe failed or pending delivery, an unanswered question, the earlier member-facing version, and where the unfinished task appears in the clinic’s record system. Record any switch to a slide or different sample account as an unresolved evidence gap.
The broader clinical OS demo checklist covers earlier intake, review and plan-approval stages. This exercise isolates the path after approval.
Post-approval handoff worksheet
For each transition, use Demo status for one or more classifications—shown live, described, requires configuration or integration, or manual—and identify the substep each applies to. Use Evidence seen only for the event, revision and member or team view actually observed; a description is not a live observation. Use Role for the responsible role and Gap / dependency for unshown steps, setup needs or unresolved questions.
| Transition | Demo status | Evidence seen | Role | Gap / dependency |
|---|---|---|---|---|
| Approval to delivery: current and earlier revision | ||||
| Delivery to member access: channel, recipient and pending or failed handoff | ||||
| Member question to team review: unanswered status and clinical clarification | ||||
| Plan change to new approved revision: previous member-facing version | ||||
| Open follow-up to disposition: staff queue and record-system reconciliation |
Take this worksheet into the demo alongside the clinic’s actual role definitions and system boundaries. A response such as “the portal does that” belongs in the unresolved column until the presenter shows the relevant event and owner in the proposed setup.
What to decide after the demo
The operations lead can identify gaps in delivery, question routing and follow-up ownership. The responsible clinician can decide whether approval and clarification boundaries fit the clinic’s process. The technical lead can check which event records and connections are available in the proposed configuration. Those are separate judgments; a polished member view does not settle them all.
If the clinic cannot see who owns a question or distinguish a delivered revision from a later one, record the gap and decide how the team will handle it. The follow-up breakdown article provides broader context on why handoffs merit attention. This worksheet is narrower: it asks a vendor to show the post-approval path using one plan.
To test that path in HolistiCare, bring the invented plan, the roles that approve and deliver it, and the five blank rows to a functional medicine software workflow demo. Ask which steps are available in the proposed setup, which require configuration or integration, and which remain the clinic’s responsibility.
HolistiCare provides clinical decision-support infrastructure; it is not a licensed medical provider or electronic health record. All diagnostics, care protocols, and clinical decisions remain exclusively the responsibility of qualified healthcare professionals. Insights generated by HolistiCare’s AI engine are for clinical and informational use only and do not constitute medical advice, diagnosis, or treatment.
References
- Agency for Healthcare Research and Quality. Use the Teach-Back Method: Tool 5. Health Literacy Universal Precautions Toolkit, 3rd Edition. Last reviewed April 2024. Cited for the distinction between checking understanding in conversation and observing a digital event; it does not validate this software worksheet.
