T122 Wellness program administration status
Wellness program administration status
One approved administrative status for the Fellbrook employee wellness program across six Alderpoint locations: referrals received, files complete, items older than 10 days, and the one location that sent no report for the status week, shown as missing data and not as zero. Prepared by the Alderpoint Wellness Group administration lead for Fiona MacAllister, benefits manager at Fellbrook Community Credit Union, and approved by Yolanda Prentiss before it was published. Issued Thursday, October 1, 2026.
Sample template: the firm, people, clients and figures are fictional.
The four measures
Four numbers describe the administration of the program this period. Files held are first appointments for the week of Sep 28 whose intake file lacks a required item one business day ahead. Authorization items are the eligibility and authorization items for program referrals. Unused slots and handoffs show how smoothly a referral moves from intake to a location.
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.
Of the 212 first appointments, 174 files are complete and 38 are held, 6 of them accepted as administrative exceptions under the agreed rule. The oldest hold is 9 days. Of the 57 authorization items, 31 are resolved, 4 had no owner for more than 5 days and 12 relate to appointments within the next 7 days.
Referrals received
Since the program began on Jan 12, 134 Fellbrook referrals have been received. The chart shows referrals per month. The last bar covers Sep 15 to 28 only, so it is a part month and should not be read against a full one.
Live example from the Dashboards app, shown with Fellbrook Community Credit Union's demo data.
August was the busiest full month with 18 referrals, and each full month from February to August brought between 13 and 18. Referral counts are counts of files and never include a name.
Location reports for the status week
Each of the six locations sends one report for the status week of Sep 21. Five arrived and one did not. Each square below is one report.
Live example from the Dashboards app, shown with Fellbrook Community Credit Union's demo data.
One location sent no report for the status week
One of the six location reports for the status week of Sep 21 was not received. Its coordinator was away and nobody else could run the report, so the week looked clean when it was not known. Yolanda Prentiss marked that location as missing data for that week, not as zero holds.
Consequence. Totals that include that location for that week are partial, and the status says so. Ask. Name a backup who can run the report at every location, and publish the October status on Oct 15 with that backup in place.
Items older than 10 days
Twenty-two open items are older than 10 days. Age is counted in calendar days from the day the item was opened. Every aged item shows its reason, so the table is complete by reason.
| Reason | Items older than 10 days | What is being done | Next date |
|---|---|---|---|
| Waiting on a plan response | 13 | Plan responses arrive by fax at each location and are filed there. Odalys Fennimore is collecting them for central review. | Oct 8 for items tied to appointments |
| Waiting on a document from the person referred | 5 | The document requests are sent again. | Oct 8 for items tied to appointments |
| No owner for more than 5 days | 4 | Yolanda Prentiss assigned each to a named reviewer. Each now waits on an answer from a location, and 2 are tied to appointments within 7 days. | Oct 8 |
| All reasons | 22 |
Authorized Alderpoint staff decide each item. The status counts items and gives reasons. It does not say what a plan will decide.
What this status is and is not
The status covers administration only: intake files, authorization items, bookings and handoffs. It is not a clinical report and not a compliance report. Clinical matters stay with the treating professionals, and no person referred is named on this page.
Approved definitions
| Measure | Definition |
|---|---|
| Referral received | A program referral logged in the intake register, counted once on the day it is received |
| File complete | All four required items are present (consent form, insurance card, referral document, emergency contact) or the missing item is accepted as an administrative exception |
| Held | A first appointment file that lacks a required item one business day before the appointment |
| Aged item | An open item older than 10 calendar days, shown with its reason |
| Unused slot | An appointment slot that could not be offered to someone else because the reason for the change arrived too late |
| Handoff acknowledged | A file that the receiving location confirms within one business day of the handoff |
Before this status is published
Next period
After the October 15 status, Fiona MacAllister sends the program eligibility file on the first business day of each month (next: Nov 2).
How to use this template
Prepare one status for each reporting period. Show totals, aged items with their reasons and the location reports received, mark any report that was not received as missing data, and send it to the client contact once the operations leader has approved the definitions.
| Variable | Meaning | Required |
|---|---|---|
{{program.name}} | Program the status covers | Required |
{{period.end_date}} | Last day of the records the status covers | Required |
{{referral.monthly_counts}} | Referrals received per month, with any part month labeled | Required |
{{item.aged_by_reason}} | Open items older than 10 days, grouped by reason | Required |
{{report.received_count}} | Location reports received and missing for the status week | Required |
{{report.missing_location}} | Location with no report and the owner of the follow-up | Optional |
{{status.approver}} | Person who approved the definitions and the summary | Required |
If a required value is missing, show Needs review in its place and hold the status; never guess a count and never show a missing report as zero. If a location record cannot be read, show Unavailable for that location.
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.