Printable worksheet
Paper Form Inventory
Three steps to find which paper form in your branch is worth moving onto a phone first. Best done by a coordinator or branch manager, with input from two or three carers.
Prints on landscape A4 or Letter. Use your browser’s print command (Ctrl+P, or ⌘P on a Mac).
- Branch
- Completed by
- Date
Don’t write client details on this worksheet. Record form names and what they’re for, never the information people write on them.
List every form
Walk round the office, check the trays and ask carers what they fill in. Include checklists, request slips, sign-in sheets and anything else on paper. The first row is an example.
| Form name | Who fills it in | How often | Where it goes next | Holds client details? (Y/N) | What goes wrong with it |
|---|---|---|---|---|---|
| Example: Vehicle check sheet | Carers who drive for work | Daily | Office tray, filed on Fridays | N | Faults are read days later; sheets go missing |
Score each form
Give each form 1, 2 or 3 on the four measures below, then add them up. Higher totals usually make better first candidates.
- How often3 = daily or more · 2 = weekly · 1 = monthly or less
- Cost of delay3 = a late form causes real problems · 1 = it rarely matters
- Simplicity3 = under 10 questions · 2 = 10–25 · 1 = longer or complicated
- No client data3 = none · 1 = some client details (see the note below)
| Form name | How often | Cost of delay | Simplicity | No client data | Total (out of 12) |
|---|---|---|---|---|---|
| Example: Vehicle check sheet | 3 | 3 | 3 | 3 | 12 |
Often good first candidates
- Vehicle and equipment checks
- PPE and supplies requests
- Branch opening and closing checklists
- Staff availability or holiday requests
Leave until later
- Anything recording client care, medication or health details. These usually belong in your care-management system and need a data protection assessment before any change.
- Forms your regulator or commissioner requires in a set format, until you’ve checked what’s allowed.
Choose your first form
Pick one form from your highest scores. Write down what you’re expecting before you change anything, so you can tell later whether it worked.
- Form chosen
- Who will test itTwo or three people, by role: for example one driver, one newer carer, one coordinator
- What “working” looks like after one monthFor example: every check submitted before the first visit; faults seen the same day
- Who owns it in the officeThe person who changes questions and reads the results
- Date to review
Paper Form Inventory · Healthverra · healthverra.com/paper-form-inventory.html · How Healthverra builds shift-day checklists