Kanban Board

Card name
Column
Board Title
Board ID
Description
Preview JSON

{
    "title": "Medical Records",
    "id": "medical-records-request",
    "description": "End-to-end workflow to request, track, receive, validate, and integrate patient medical records from external facilities.",
    "columns": [
        {
            "id": 10,
            "name": "intake",
            "title": "Patient Intake",
            "description": "Initial patient contact and identification of required records.",
            "parent": "medical-records-request",
            "actions": [
                "- Capture patient demographics (full name, DOB, contact info)",
                "- Identify all facilities\/providers holding relevant records",
                "- Define specific records needed (imaging, pathology, reports, labs, operative notes)",
                "- Confirm urgency level (routine vs expedited)",
                "- Create patient record request profile in system",
                "- Assign responsible staff member (owner)"
            ],
            "content": []
        },
        {
            "id": 20,
            "name": "authorization",
            "title": "Authorization",
            "description": "Obtain and validate patient authorization for release of records.",
            "parent": "medical-records-request",
            "actions": [
                "- Generate HIPAA-compliant authorization form",
                "- Send authorization to patient (email, portal, or in-office)",
                "- Receive signed authorization",
                "- Verify completeness (signature, date, facility names, scope)",
                "- Validate expiration date of authorization",
                "- Store authorization securely in patient file",
                "- Flag missing or invalid authorizations"
            ],
            "content": []
        },
        {
            "id": 30,
            "name": "request-preparation",
            "title": "Request Preparation",
            "description": "Prepare outbound requests tailored to each facility.",
            "parent": "medical-records-request",
            "actions": [
                "- Identify preferred request method per facility (fax, portal, email, international method)",
                "- Compile request packet (cover sheet + authorization + request details)",
                "- Customize request instructions (CD, DICOM, reports, etc.)",
                "- Verify facility contact details (fax number, email, address)",
                "- Log each request as a separate sub-task per facility",
                "- Assign priority and due date per request"
            ],
            "content": []
        },
        {
            "id": 40,
            "name": "request-sent",
            "title": "Request Sent",
            "description": "Requests transmitted to facilities.",
            "parent": "medical-records-request",
            "actions": [
                "- Send request via appropriate channel (fax, portal, email, courier)",
                "- Capture transmission confirmation (fax confirmation, portal submission receipt)",
                "- Log date\/time of request",
                "- Attach proof of submission",
                "- Set follow-up reminder (e.g., 48\u201372 hours)",
                "- Notify patient that request has been sent"
            ],
            "content": []
        },
        {
            "id": 50,
            "name": "follow-up",
            "title": "Follow-Up & Escalation",
            "description": "Ensure facility received and is processing the request.",
            "parent": "medical-records-request",
            "actions": [
                "- Confirm receipt with facility (call or portal check)",
                "- Document confirmation status (received \/ not received \/ processing)",
                "- If not received, resend request and log attempt",
                "- Track number of attempts per facility",
                "- Escalate after defined threshold (e.g., 3 attempts)",
                "- Identify blockers (fees, incomplete authorization, internal delays)",
                "- Communicate updates to patient if delays occur"
            ],
            "content": []
        },
        {
            "id": 60,
            "name": "records-received",
            "title": "Records Received",
            "description": "Incoming records captured from all channels.",
            "parent": "medical-records-request",
            "actions": [
                "- Monitor inbound faxes, mail, portals, and email",
                "- Match received records to correct patient",
                "- Confirm source facility",
                "- Log date\/time of receipt",
                "- Digitize physical records (scan if needed)",
                "- Store raw files in intake repository",
                "- Flag incomplete or partial deliveries"
            ],
            "content": []
        },
        {
            "id": 70,
            "name": "records-validation",
            "title": "Records Validation",
            "description": "Ensure records meet clinical and administrative requirements.",
            "parent": "medical-records-request",
            "actions": [
                "- Verify records correspond to correct patient",
                "- Confirm all requested documents are included",
                "- Review for legibility (especially faxed\/scanned documents)",
                "- Validate clinical relevance (correct body part, modality, timeframe)",
                "- Identify missing components (e.g., missing imaging report or images)",
                "- Flag duplicates or outdated records",
                "- Request re-send if records are unusable or incomplete"
            ],
            "content": []
        },
        {
            "id": 80,
            "name": "classification",
            "title": "Classification & Indexing",
            "description": "Organize and structure records for clinical use.",
            "parent": "medical-records-request",
            "actions": [
                "- Categorize records (imaging, pathology, labs, consult notes, operative reports)",
                "- Rename files using standardized naming convention",
                "- Tag metadata (date of service, facility, provider)",
                "- Link records to correct patient encounter timeline",
                "- Extract key data points if needed (dates, findings)",
                "- Ensure compatibility with EMR or internal system"
            ],
            "content": []
        },
        {
            "id": 90,
            "name": "chart-integration",
            "title": "Chart Integration",
            "description": "Add validated records into patient chart.",
            "parent": "medical-records-request",
            "actions": [
                "- Upload records into EMR or patient chart",
                "- Verify correct placement within chart sections",
                "- Ensure accessibility for provider review",
                "- Confirm all required records are present for consultation",
                "- Notify clinical team that records are ready",
                "- Update workflow status to 'Ready for Review'"
            ],
            "content": []
        },
        {
            "id": 100,
            "name": "completed",
            "title": "Completed",
            "description": "All records obtained, validated, and integrated.",
            "parent": "medical-records-request",
            "actions": [
                "- Perform final completeness check",
                "- Confirm no outstanding requests remain",
                "- Document total turnaround time",
                "- Log any issues encountered (for process improvement)",
                "- Close record request case",
                "- Trigger next workflow (e.g., consultation scheduling)"
            ],
            "content": []
        }
    ]
}
Note: Card content will be cleared (content arrays will be empty) for export.
Board:
User Permissions

User	Role	Granted By	Actions
Group Permissions

Group	Role	Granted By	Actions
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Patient Intake

Authorization

Request Preparation

Request Sent

Follow-Up & Escalation

Records Received

Records Validation

Classification & Indexing

Chart Integration

Completed

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Patient Intake

Authorization

Request Preparation

Request Sent

Follow-Up & Escalation

Records Received

Records Validation

Classification & Indexing

Chart Integration

Completed

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