Put one decision at the top
State what the conversation needs to accomplish: confirm intake, finalize practical travel arrangements or prepare the handoff. Invite the people responsible for that decision. If a necessary person is missing, record the question for them instead of assuming their answer.
Confirm the care arrangements
Ask the receiving organization to confirm the actual appointment or admission plan and the information it needs. Direct clinical questions to the treating or receiving professional. NIMH’s provider-fit questions offer a useful starting point for conversations about experience, method and expectations.
- What exactly has been confirmed?
- Who is the receiving contact?
- What arrival window has been agreed?
- What documents are needed, and by when?
- Which individual medical or care questions require professional confirmation?
Confirm the journey
Ask the provider of travel to describe the proposed route, timing, staffing, communication and arrival handoff. Record the services in the actual proposal. A general website description does not replace the arrangement for this journey.
Confirm the information boundaries
Ask who needs each piece of information and how it will be delivered. HHS’s mental health privacy guidance discusses family involvement and information sharing, including additional considerations for minors and substance use records. The worksheet should record the guidance supplied by the relevant provider, not create its own rule.
Close with a responsibility map
For each unresolved point, name the person who has accepted the task, the information they need and the date agreed. Summarize changes to the plan in a short update. Make sure the receiving team and travel provider have the same confirmed logistics.
This agenda is an original coordination tool. It supports preparation while leaving individual clinical and legal decisions with the people qualified and authorized to make them.