Intake holds, authorization queue and booking exceptions
Keep intake holds, authorization items, booking exceptions and handoffs in one administrative queue with the location, the age and the owner of each.
- Industry
- Healthcare-Adjacent and Wellness (Admin)
- Team
- Operations, Client services
- Use case
- Requests and exceptions, Client onboarding
- Tags
- Internal review
Template preview
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Overview
What this template supports
An administrative queue for multi-location wellness and allied-health groups. It records the first appointment files held for a missing consent form, insurance card or referral document by location and age, the eligibility and authorization items waiting on a plan response or a document, the booking exceptions with their outcome and unused slots, the handoffs from central intake to location staff, and the weekly location reports. It holds administrative counts only and no clinical information. It includes a complete table view, a status board and saved views for open intake holds, the open authorization queue and exceptions with handoffs, plus example records you replace with your own.
- Open intake holds by location, oldest first
- Authorization queue with plan responses and documents
- Booking exceptions with outcome and unused slots
- Handoffs with reopened questions counted
- Missing location reports shown as missing data, not zero
How to use this template
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Review the workflow
Confirm the item types and the stages from Logged to Resolved match how your intake team runs the daily exception review.
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Replace the sample records
Delete the example records and add your own locations, programs, reviewers and agreed intake rules.
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Decide who has access
Invite the people who update records and confirm what each person can view or edit before sharing anything outside your team.
Frequently asked questions
What does Intake holds, authorization queue and booking exceptions track?
Keep intake holds, authorization items, booking exceptions and handoffs in one administrative queue with the location, the age and the owner of each.
Which views are included?
An All records table, a Workflow Kanban board grouped by status and 3 saved views: Open intake holds; Open authorization queue; Exceptions, handoffs and location reports.
Which statuses does a record move through?
Logged, Held, Waiting on plan response, Waiting on document, Waiting for owner, Accepted exception, Reopened and Resolved. Terminal states stay at the end of the board.
Which document templates embed this database?
Pre-appointment file hold list (DD18, view: Open intake holds), Eligibility and authorization queue (DD19, view: Open authorization queue) and Booking exception desk routing (DD20, view: Exceptions, handoffs and location reports). Each page embeds one saved view and cites its records.
How many records does it start with?
40 example records in the Administrative queue table, spread across the saved views. Replace them with your own records before you share any view.
Who can open the database?
People you invite to the workspace, with the view and edit rights you give them. There is no public database link; the gallery shows screenshots of the table and the Kanban board.