Psychiatry Practice Operations Audit

1. Is there a consistent process for handling new inquiries?

2. Are intake forms sent before the first appointment?

3. Is completion of required forms monitored?

4. Are missing forms followed up systematically?

5. Is the first-appointment workflow documented?

6. Are intake responsibilities clearly assigned?

7. Is insurance verification tracked when applicable?

8. Are consent and practice policies reviewed before care begins?

9. Is there a process for handling incomplete registrations?

10. Can the team see which new registrations need action?

1. Are appointment types clearly defined in the scheduling system?

2. Are provider availability and booking rules kept current?

3. Are cancellations and rescheduling handled consistently?

4. Is there a process for managing the waitlist?

5. Are follow-up appointments tracked when needed?

6. Are scheduling conflicts checked before confirming visits?

7. Are time zones verified for telehealth appointments?

8. Are reminders and confirmation workflows documented?

9. Are unfilled appointment slots reviewed regularly?

10. Is there a clear escalation process for scheduling issues?

1. Are communication channels and response expectations defined?

2. Is secure messaging used for appropriate practice communications?

3. Are incoming calls and voicemails triaged consistently?

4. Are unanswered administrative messages monitored?

5. Are follow-up attempts documented in the approved system?

6. Are urgent clinical messages routed to the clinician promptly?

7. Are administrative templates reviewed for clarity and consistency?

8. Is there a process for handling faxed documents?

9. Are communication responsibilities clear when the clinician is unavailable?

10. Are communication delays reviewed for recurring bottlenecks?

1. Is there a clear source of truth for scheduling status?

2. Are the practice tools used for distinct, documented purposes?

3. Are duplicate manual entries minimized?

4. Are new inquiries tracked from receipt to disposition?

5. Can the team identify registrations awaiting action?

6. Are insurance-related administrative tasks tracked when applicable?

7. Are daily priorities visible in one place?

8. Are recurring tasks assigned and reviewed?

9. Are system access permissions reviewed periodically?

10. Are workflow changes documented for future reference?

1. Are key administrative workflows documented as SOPs?

2. Are SOPs reviewed when tools or processes change?

3. Are responsibilities and escalation points documented?

4. Are daily or weekly operational metrics reviewed?

5. Are inquiry response and scheduling conversion tracked?

6. Are bottlenecks reviewed on a regular cadence?

7. Are recurring errors analyzed for root causes?

8. Is there a standard handoff process for unfinished tasks?

9. Are backup procedures documented for system outages?

10. Is there a regular process for improving practice operations?