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What a workflow template is

A workflow template is a reusable clinical blueprint. It defines what information is captured, when it is captured during care, and how it is structured into documentation. Templates are designed around real clinical actions, not around screens or forms.

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Workflow template versus workflow session

  • A workflow template is the reusable definition that teams share.
  • A workflow session is a single patient encounter that runs on a template.
  • Editing a template changes future sessions that use it. Sessions already completed do not change.

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Step types

Workflow templates are built from ordered steps. Each step represents a single action in care. Quiver Teams supports these step types:
  • Form Step: Structured data capture in one step. A Form Step can include text fields, dropdowns, radio buttons, checkboxes, and numeric inputs. Data from Form Steps is preserved exactly and appears as structured content in the final documentation.
  • Input Step: Free-form capture using voice, image, text, or any combination.
  • Decision Step: Conditional branching. Predefined options determine the next step, allowing the path to change based on findings or judgement.
  • Review Step: Read-only checkpoint to verify captured information before moving on.
  • Summary Step: Generates structured clinical documentation from all prior steps. The output is generated automatically, is editable, and follows the workflow structure.

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Ordering and flow logic

Steps run in the sequence you define. Decision Steps can redirect to different next steps without duplicating the template. This keeps one template while supporting varied clinical paths.

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How to create a workflow template

  1. Map the clinical workflow you want to standardize. List the actions clinicians take and the information they must capture.
  2. Add steps in the same order those actions occur in real care.
  3. Use Form Steps where exact, repeatable fields are required. Keep fields clinically meaningful and concise.
  4. Add Input Steps where voice, image, or text capture is more natural than fixed fields.
  5. Insert Decision Steps wherever the path changes based on findings or choices. Define clear options and the next step for each option.
  6. Place Review Steps at natural checkpoints so clinicians can confirm what is captured before proceeding.
  7. End with a Summary Step so the workflow produces structured documentation that reflects the steps taken.
  8. Test the template with typical scenarios. Run through realistic encounters, confirm the branching behaves as expected, and adjust wording or ordering where needed.

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Reusability and iteration

Workflow templates are living artifacts. Refine them as practice evolves. Each edit improves future sessions while past sessions remain unchanged. Reuse across clinicians and encounters increases consistency, reduces documentation effort, and standardizes outputs.

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Good practices

  • Keep each step focused on one clinical action.
  • Prefer structured fields for data that must be compared, trended, or audited.
  • Use Decision Steps instead of creating separate templates for small variations.
  • Keep Review Steps brief and purposeful; avoid re-entry of data.
  • Ensure the Summary Step aligns with the information captured so the generated documentation is coherent.
  • Re-test after material changes to branching or required fields.

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Example workflow: Pre-operative assessment

This example demonstrates a complete workflow template for a pre-operative assessment. Template name: Pre-operative Assessment
Purpose: Standardized surgical readiness evaluation Step sequence:
  1. Form Step: Patient demographics and procedure details
    • Patient name (text)
    • Date of birth (date)
    • Planned procedure (text)
    • Surgeon (dropdown)
    • Scheduled date (date)
  2. Input Step: Chief complaint and surgical indication
    • Voice or text capture describing why the procedure is needed
    • Clinical rationale for surgery
  3. Form Step: Medical history
    • Past surgical history (checkbox list: cardiac, orthopedic, abdominal, neurological, other)
    • Chronic conditions (checkbox list: diabetes, hypertension, asthma, COPD, other)
    • Current medications (text area)
    • Known allergies (text area)
  4. Decision Step: Cardiac risk assessment
    • Options:
      • “Low risk” → Continue to Step 5
      • “Moderate risk” → Continue to Step 6 (cardiac clearance required)
      • “High risk” → Continue to Step 6 (cardiac clearance required)
  5. Form Step: Vital signs and labs (for low risk path)
    • Blood pressure (numeric)
    • Heart rate (numeric)
    • Recent lab values documented (yes/no)
  6. Form Step: Additional cardiac evaluation (for moderate/high risk path)
    • ECG completed (yes/no)
    • Cardiology consult requested (yes/no)
    • Clearance obtained (yes/no)
  7. Input Step: Physical examination findings
    • Voice or text capture of relevant examination findings
    • Focus on systems related to anesthesia and procedure
  8. Review Step: Verify captured information
    • Display all captured data for clinician review
    • Opportunity to identify missing elements before finalizing
  9. Form Step: Anesthesia considerations
    • ASA classification (dropdown: I, II, III, IV, V)
    • Airway assessment (text)
    • Special considerations (text area)
  10. Summary Step: Generate pre-operative note
    • Automatically produces structured documentation including:
      • Patient and procedure identification
      • Medical history summary
      • Risk assessment and cardiac clearance status
      • Physical examination findings
      • Anesthesia planning
      • Surgical readiness determination
This workflow ensures all pre-operative requirements are captured systematically while allowing clinical judgment through Decision Steps and free-form Input Steps for nuanced findings.