Team communication mini‑template
Clear, concise team communication prevents delays, reduces errors, and keeps patient care moving smoothly. This mini‑template gives clinicians a simple, repeatable structure they can use for handoffs, care coordination, and interdisciplinary updates — especially on busy days when clarity matters most.
Key benefitsreduces back‑and‑forth
prevents missed steps or duplicated work
improves patient flow
supports safer, more coordinated care
reduces cognitive load for the entire team
fills a training gap — most clinicians were never taught how to structure team communication
Quick winsUse this structure for any internal message between clinicians, MAs, nurses, or front‑desk staff
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A clear headline reduces confusion and speeds up action.
Pro tips
💡State the purpose in one sentence.
💡Lead with the purpose, not the story.
Why this matters
This helps the recipient triage instantly. ✔️
Teams scan messages — they don’t read them.
Example
“Patient with worsening asthma symptoms needs same‑day follow‑up.”
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Teams often guess urgency — which leads to delays.
Pro tips
💡Use urgency labels only when timing changes the plan.
💡Keep labels simple (HIGH, MEDIUM, LOW).
Why this matters
Urgency cues help teams prioritize without guessing. ✔️
They prevent delays for time‑sensitive issues.
They reduce the need for follow‑up clarification.
Example
“Urgency: HIGH — needs same‑day triage.”
“Urgency: LOW — can be addressed by end of day.”
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Help the recipient understand the task immediately.
Pro tips💡Start with the action you need (“Advise…”, “Schedule…”, “Review…”).
💡Avoid narrative build‑up before the ask.
Why this matters
Action‑first phrasing reduces cognitive load. ✔️
It prevents misinterpretation and speeds up response time.
Example
“Advise on ICS increase.”
NOT: “I saw the patient today and after talking for a while I was wondering if maybe we should consider increasing the ICS dose?”
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Extra details slow down processing.
Pro tips
💡Include only details that change the decision.
💡Use bullet points if more than two items are needed.
Why this matters
Clinicians make decisions based on signal, not story. ✔️
Irrelevant information increases the chance of misinterpretation.
Example
“Using albuterol 3–4×/day.”
“Symptoms worsened this week.”
NOT: “Recently moved apartments.”
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State what’s done to remove guesswork and keep the workflow moving.
Pro tips
💡Pre‑empt unnecessary questions.
💡Use consistent phrasing (“Reviewed… Confirmed… Checked…”).
Why this matters
Unclear steps lead to duplicate work. ✔️
Missing information delays decisions.
Example
“Reviewed inhaler technique, checked pharmacy access, and confirmed no recent steroid bursts.”
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Clear closure prevents duplicate outreach.
Pro tips
💡State who will take the next step.
💡Use the same closing line every time to reduce cognitive load.
Why this matters
Ambiguous ownership leads to dropped balls. ✔️
Patients receive consistent updates.
Example
“I’ll call the patient with your recommendation.”
“Let me know once you’ve reviewed — I’ll handle the update.”
Full examplePatient: Jordan M.
Urgency: HIGH
Concern: Worsening shortness of breath over the past 48 hours.
What’s been done: Reviewed symptoms via portal; no red flags but needs closer follow‑up.
What’s needed next: Please schedule a same‑day visit or triage call.
Please confirm: Please confirm once scheduled so I can update the care plan.
Next stepsThis mini‑template gives you the core structure for efficient team communication. Explore additional Quick Wins to support efficient communication, visit flow, and documentation.