The operational decision
Gather operational requirements for a future review using system-level information. A future workflow needs a separate decision from the current information-only pilot. Listing a possible next stage does not make the technical connection, agreements or operational safeguards exist.
Prepare the workflow
Ask staff about the software product, responsible administrator and proposed action; do not request screenshots, credentials or sample patient exports.
Example wording for approval
“Please describe the system and the action you would eventually need. Do not send patient records or access credentials; this is a planning discussion only.”
Worked example
A practice buyer offers to send an exported patient list to explain its software. Decline the data and ask instead for the product name, administrator role and a description of the desired operation. A synthetic field map can illustrate the discussion if needed. The questionnaire's purpose is to identify feasibility questions and responsible people. It should not become a hidden onboarding request for credentials or records before the current information-only scope has been reconsidered through the appropriate review.
Handoff record
Record these task-specific fields: system product, proposed action, administrator role, open dependency.
Acceptance check
Offer a real chart export as evidence. The planning process should decline it and request a synthetic or system-level description instead.
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