T118 Pre-appointment file hold list
Pre-appointment file hold list
Every first appointment booked for the week of Sep 28 whose intake file is still held, with the missing item, its age and the owner, so Larkin Street and Millbank clear their 24 holds before the person arrives. Prepared by the central intake coordinator for the Alderpoint Wellness Group intake team and the front desk at each of the six locations, one business day ahead of the appointments. The list covers the Fellbrook Community Credit Union wellness benefit. Issued Thursday, October 1, 2026.
Sample template: the firm, people, clients and figures are fictional, and the embedded view holds synthetic sample records.
Where the 212 files stand
The agreed intake rule is that required forms are complete one business day before the first appointment. The four required items are the consent form, the insurance card, the referral document and the emergency contact. Of the 212 first appointments booked for the week of Sep 28, 174 files are complete and 38 are held. Each held file waits on one missing item. The bars below split the 38 by item.
Live example from the Dashboards app, shown with Fellbrook Community Credit Union's demo data. Block dates move forward each week, so they can differ from the sample dates on this page.
The open holds
The table lists one record per location and client, 14 in all. Read the Items column for the number of held files, then Accepted as exceptions and Next step. Six records are for Fellbrook Community Credit Union, one for each location, and together they hold the 38 files. The other eight belong to Tollgate School District and Marrick Foods: four records each. Twelve records are Held and two are Accepted exception (Marrick holds at Cedar Hollow and Tollgate holds at Larkin Street). Rohan Bhattacharya owns every record and every one is due Oct 6.
Internal page
This page stays inside Alderpoint Wellness Group. The view holds records for three clients and shows file counts and missing items only. It carries no names of the people referred and no clinical content.
Fellbrook holds by location
Counts are the Fellbrook records in the view above. Still to clear is Items minus Accepted as exceptions.
| Location | Held | Consent form | Insurance card | Referral document | Accepted as exceptions | Still to clear | Oldest hold |
|---|---|---|---|---|---|---|---|
| Larkin Street | 14 | 8 | 3 | 3 | 2 | 12 | 9 days |
| Millbank | 10 | 5 | 3 | 2 | 2 | 8 | 8 days |
| Orchard Row | 4 | 2 | 1 | 1 | 1 | 3 | 4 days |
| Northway | 4 | 1 | 2 | 1 | 1 | 3 | 3 days |
| Cedar Hollow | 3 | 1 | 1 | 1 | 0 | 3 | 2 days |
| Riverside | 3 | 1 | 1 | 1 | 0 | 3 | 2 days |
| All six | 38 | 18 | 11 | 9 | 6 | 32 | 9 days |
Larkin Street and Millbank hold 24 of the 38 files, and 20 of the 32 still to clear. Larkin Street collects paper forms at the desk and scans them once a week, so its files look incomplete until the Friday scan. Yolanda Prentiss required same-day scanning at all six locations.
How old the holds are
The grid shows the 38 held files by missing item and by age of the hold: 1 day, 2 to 3 days, 4 to 6 days and 7 to 9 days. Four files are in the oldest column, and all four sit at Larkin Street or Millbank. A hold moves right one column as it ages, so read the right-hand columns first.
Live example from the Dashboards app, shown with Fellbrook Community Credit Union's demo data.
The oldest hold is 9 days old and sits at Larkin Street
The Larkin Street record has 14 held files, and its oldest hold is 9 days. A paper form handed over at the desk on a Monday is not in the register until the weekly scan, so the file reads as incomplete for days after the person has done their part. Rohan Bhattacharya accepted 2 of the 14 as administrative exceptions. The other 12 stay held.
Consequence. A held file on the day before the appointment goes to the scheduling desk as a booking exception, and the slot may be moved or lost. Ask. Rohan confirms same-day scanning at Larkin Street and clears the 12 remaining holds by Oct 6. The weekly scan on Fri, Oct 2 is the last one under the old routine.
What each missing item means
From hold to cleared
Every hold follows the same path. A hold is cleared only when intake staff confirm the file is administratively complete, or when Rohan accepts it as an exception.
flowchart LR
A[File checked one business day ahead] --> B{Required item missing?}
B -- No --> C[File marked complete]
B -- Yes --> D[Hold logged with location, item and age]
D --> E[Request sent for the missing item]
E --> F{Document received?}
F -- Yes --> G[Intake staff confirm the file is complete]
G --> H[Hold cleared]
F -- No --> I{Accepted under the agreed rule?}
I -- Yes --> J[Exception and approver noted in the handoff brief]
I -- No --> K[Hold stays open and the desk is told]
Chase steps for each hold
Each location works its own list in this order, and Rohan Bhattacharya owns the result for all six.
14 files held, 2 accepted as exceptions, 12 to clear. From Oct 5 the desk scans paper forms the day they arrive, and Yolanda Prentiss expects confirmation by Oct 6. The oldest file is 9 days old. Tell the scheduling desk about any hold still open on the day before its appointment.
10 files held, 2 accepted as exceptions, 8 to clear. The oldest hold is 8 days. Millbank has 5 consent form holds, the second largest group after Larkin Street.
Orchard Row, Northway, Cedar Hollow and Riverside hold 14 files between them, 2 accepted as exceptions, 12 to clear, three at each of the four locations. The oldest hold among them is 4 days, at Orchard Row.
The count to watch
One number tells the front desks how the week is going: files held before the first appointment. It stands at 38 of 212 on Sep 28 and should fall to zero holds that are neither cleared nor accepted. The oldest hold is 9 days.
Live example from the Dashboards app, shown with Fellbrook Community Credit Union's demo data.
How to use this template
Build the list one business day ahead of each week of first appointments. List every held file with its location, missing item, age and owner, and show only counts and case numbers, never the names of the people referred.
| Variable | Meaning | Required |
|---|---|---|
{{program.name}} | Program the first appointments belong to | Required |
{{week.start_date}} | First day of the appointment week the list covers | Required |
{{hold.rows}} | One row per location and client with held files, missing items and oldest age | Required |
{{hold.missing_item}} | Required item missing from each held file | Required |
{{hold.age_days}} | Days since the hold began | Required |
{{hold.owner}} | Person who owns the hold until it clears | Required |
{{exception.approver}} | Person who accepted an administrative exception | Optional |
{{location.scan_rule}} | How and when each location scans paper forms | Optional |
If a required value is missing, show Needs review in its place and hold the list; never guess a count, an age or an owner. If the intake register cannot be read, show Unavailable instead of the counts.
The live Dashboards blocks on this page show the Fellbrook Community Credit Union demo profile. Point each block at your own client's profile, or remove it, before you share the page. Filter the embedded view to the same client as well.