Purpose

How every tracker is kept clean, so the active view only ever shows work that still needs doing.

Procedure

1. When an item concludes, record the closing date and outcome on the tab.
2. Set Pathway complete = Yes. The row autofilters out of the active working view.
3. Keep the Last updated column current on every row worked. This is what stops patients being missed.
4. Zak works the master spreadsheet A–Z weekly, checking the Last updated column. Any patient whose date has not moved in 6 weeks is pulled out and reviewed - where are they up to, have they been missed, do they need a reminder, a letter, or the Daily Brief.
5. At morning meeting, record what happened at the patient's appointment and the plan, and update the annual review column with the outcome. The date of that morning meeting becomes the patient's Last updated date.
6. Anything that has stalled without an obvious owner goes to the Daily Brief.

Fields recorded

Last updated · pathway complete (Y/N) · outcome · closing date

Notes

• The Last updated column is the safety mechanism for the whole spreadsheet system. A row that stops being updated is a patient who has stopped being looked after.
• Six weeks is the threshold, not a separate review cycle. The sweep runs weekly; it surfaces anything that has gone 6 weeks without being touched.

Flowchart

Intake

How a referral enters the service, gets risk-rated, and reaches a first appointment.