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Fellbrook intake to location handoff sheet, week of Sep 21

Fellbrook intake to location handoff sheet, week of Sep 21

Front desk staff at a wellness location receiving a handoff file from central intake

Handoff sheet (internal) Fellbrook Community Credit Union Alderpoint Wellness Group

Owner: Rohan Bhattacharya. Updated Oct 1, 2026.

Handoff sheet at a glance

Handoffs of the week of Sep 21, 2026 71 of 88 acknowledged in a day 17 reopened Internal

The sheet central intake completes for each file it hands to a location: the fields location staff reopen most, emergency contact first, the exceptions already accepted and who approved them, so the location acknowledges within one business day and does not ask again. Prepared by the central intake coordinator at Alderpoint Wellness Group for the front desk staff at the six locations. It covers the Fellbrook Community Credit Union wellness benefit. Issued Thursday, October 1, 2026.

Required fields for case FB-1075, Larkin Street, handed off Mon, Sep 28
✓Emergency contact: name, relationship and phone number are in the file
✓Consent form: signed copy is scanned into the register
✓Insurance card: readable copy of both sides is in the file
✓Referral document: attached and legible, or accepted as an exception
Accepted exceptions: each one is listed with the name of the approver
✓Source: every statement in the brief names the record it came from

The one open box on this sample sheet is the approver line for an accepted exception. It is entered on the sheet before the sheet goes out. The sheet shows case numbers and counts only, never the name of the person referred.

From handed off to acknowledged

Central intake handed 88 files to location staff in the week of Sep 21. Seventy-one were acknowledged within one business day and 17 were reopened with questions. The bars show the 88 coming down by the 17 reopened files to the 71 acknowledged.

Why files were reopened

Three reasons account for all 17 reopened handoffs.

Details
Missing emergency contact10 of the 17. Location staff could not find a name and number to call, so they asked central intake again. This is the field to check first.
Accepted exception not named4 of the 17. The brief did not say which items had been accepted as administrative exceptions or who approved them, so staff asked for the items again.
Other questions3 of the 17. Questions about the file that fit neither group above.
Acknowledged71 of the 88. The location confirmed in the record, within one business day, that it owns the next administrative step.

Larkin Street reopened 11 of the 17 handoffs

Eleven of the 17 reopened handoffs came from Larkin Street, mostly about missing emergency contacts. Larkin Street collects paper forms at the desk and scans them once a week, so a contact written on a paper form is not in the file when central intake builds the brief.What changed. Yolanda Prentiss added accepted exceptions and their approver to the brief, and Rohan Bhattacharya confirmed each reopened handoff personally. Yolanda also required same-day scanning at all six locations. Ask. Central intake checks the emergency contact first on every Larkin Street file until the week of Oct 5 is measured.

Sample handoff table

Eight example rows from the week of Sep 21. They show how each file is logged. The totals above cover all 88 files.

CaseLocationHanded offLocation responseResult
FB-1041Orchard RowMon, Sep 21Acknowledged Tue, Sep 22Acknowledged in 1 business day
FB-1044MillbankMon, Sep 21Acknowledged Mon, Sep 21Acknowledged the same day
FB-1049Larkin StreetTue, Sep 22Question raised Thu, Sep 24Reopened: emergency contact missing
FB-1052NorthwayTue, Sep 22Acknowledged Wed, Sep 23Acknowledged in 1 business day
FB-1058Larkin StreetWed, Sep 23Question raised Fri, Sep 25Reopened: emergency contact missing
FB-1063Cedar HollowThu, Sep 24Acknowledged Fri, Sep 25Acknowledged in 1 business day
FB-1067RiversideThu, Sep 24Acknowledged Fri, Sep 25Acknowledged in 1 business day
FB-1071MillbankFri, Sep 25Question raised Mon, Sep 28Reopened: exception approver not named

Three of the eight rows were reopened, a larger share than the 17 of 88 across the week, so read the table as a layout and not as a rate.

The brief behind each sheet

Each statement in a brief carries its source. Open the example below to see the form.

Sample brief lines for case FB-1075

StatementSourceConfirmed by
Emergency contact is in the fileIntake register, scanned Fri, Sep 25Central intake coordinator
Consent form is signed and scannedIntake register, scanned Fri, Sep 25Central intake coordinator
Referral document was accepted as an exceptionRule: required forms complete one business day before the first appointmentApproved by Rohan Bhattacharya
First appointment is booked for Tue, Oct 6Scheduling recordBasil Moyano
  • Acknowledged: case FB-1075
  • Location: Larkin Street
  • Owner of the next administrative step: front desk lead
  • Date and time acknowledged: filled in by the location
  • Questions for central intake: filled in by the location

The location should never have to ask for something we already accepted. If an exception is in the brief, so is the name of the person who approved it.

Yolanda PrentissDirector of operations, Alderpoint Wellness Group

Next steps

✓Accepted exceptions added to the brief
✓Reopened handoffs confirmed one by one
Same-day scanning at all six locations
Measure the week of Oct 5
Review reopened handoffs on Oct 9

Who hands off and who acknowledges

RBRohan BhattacharyaRegional intake lead, Alderpoint Wellness Group, confirms each reopened handoff and is the approver of each accepted exception
YPYolanda PrentissDirector of operations, Alderpoint Wellness Group, added accepted exceptions to the brief
FDLocation front desk leadAcknowledges ownership of each file in the record, one lead at each of the six locations

Demo client portal. Alderpoint Wellness Group, Fellbrook Community Credit Union, the people and every figure are fictional sample data. Built on FuseBase.