How to plan a pre-employment medical workflow.

By ClinicMira · Updated 19 September 2026

This guide concerns operational planning. Clinical assessment requirements and decisions remain with the responsible professionals and the organisation commissioning the service.

1. Define a complete employer request

List the information your team needs before it can arrange an appointment: the requesting organisation, candidate contact details, requested service, location preferences and the person responsible for follow-up. Decide who resolves an incomplete or ambiguous request.

A useful test is whether a different team member could pick up the request without searching a separate inbox for context.

2. Separate candidate intake from booking administration

Document what the candidate needs to receive and complete, which information is visible to administration, and what belongs in a restricted clinical workflow. Define the route for a candidate who cannot complete an online step.

Agree how the team identifies missing intake, follows up, and records that the appointment is ready to proceed. Avoid placing sensitive clinical information in general marketing or support channels.

3. Match the service to available capacity

Map the relevant sites, appointment lengths, staff and equipment constraints. Then work through the exceptions: a candidate reschedules, a clinic changes availability, a requested service is unavailable, or part of an assessment needs another appointment.

For each exception, identify an owner and the parties who need an update. A status change is useful only if the next person understands what to do.

4. Make review and release responsibilities explicit

Identify who completes assessment documentation, who reviews it, and who can approve the report for release. Keep the clinical decision separate from the administrative task of preparing and distributing the authorised output.

Document the destination and permitted content of each report. Employer visibility, candidate access and internal clinical access may have different requirements.

5. Connect the completed service to billing

Define which services should be charged, which organisation is billed, and how changes or additional work reach the finance team. Decide where billing questions are resolved and how the invoice can be traced back to the booking.

If an accounting integration is involved, confirm the data exchanged, the direction of the transfer, error handling and who reconciles a failed export.

6. Measure the handoffs

Start with a few operational measures that your team can define consistently: requests awaiting clarification, time to confirmed booking, completed appointments awaiting review, and approved reports awaiting release. Agree the start and end events before comparing results across teams.

Use these measures to investigate bottlenecks. Do not treat a target number as a substitute for the review and access controls the workflow needs.

A checklist for your software discussion

• Bring one ordinary booking and one exception through every stage.
• Name the person or role responsible for each handoff.
• Identify the information each audience needs, and what it must not see.
• List the systems that exchange requests, reports or invoices.
• Confirm configuration, migration, training and support responsibilities.

ClinicMira pre-employment medical software connects these stages through a shared workflow. Review the access controls and integration scope when preparing your demonstration.