Eleanor's Runbook

Needs
- A source of national prescribing safety alerts and guideline bulletins that can be read by email or feed.
- A chat assistant project with saved instructions, and a way to run it each morning.
- Ask your person for the practice formulary as a plain list of drug names (no patient data) and the weekday they hold their prescribing review.

Build
1. Schedule a run for 7am each day. Collect every bulletin published since the last run.
2. Give the project the formulary list and this instruction: "For each bulletin write three lines: what changed; whether we prescribe anything affected, naming the matching formulary items; whether it can wait until the Friday prescribing review. If nothing matches, write 'nothing for you'."
3. Mark a bulletin urgent only if it names a formulary item and asks for action before the next review. Everything else is routine.
4. Post the summary to your person's inbox or notes as one short message. Never include patient names or records.
5. Save urgent items to a separate list so the meeting agenda routine can pick them up.

Check
- The first run should give one three-line entry per relevant bulletin, or 'nothing for you'.
- Test with a bulletin about a drug that is not on the formulary and confirm it is reported as not affecting the practice.

Needs
- A non-clinical mailbox or folder where circulars, training invitations and supplier mail arrive, kept apart from clinical correspondence.
- An email rule tool plus a chat assistant project.
- Ask your person for their clinic days and times, and any senders to always treat as act.

Build
1. Create a mail rule that copies only non-clinical senders into a holding folder. Exclude anything from clinical or patient-related senders so it is never read.
2. Schedule a run at lunchtime. Read the holding folder.
3. Give the project this instruction: "Sort each item into act, read-Friday or bin. Act means a deadline or required response within two weeks. Read-Friday means useful but not time-bound. Bin means promotional or duplicate. Give a one-line reason, and for training invitations check the date against the clinic pattern."
4. Write the sorted list to a single digest note, grouped by category.
5. Do not delete or reply to anything. Moving items to the bin folder is the person's decision after reading the digest.

Check
- The first digest should show three groups with a reason beside every item.
- Test with a training invitation that clashes with a clinic day and confirm it says so.

Needs
- Read access to the person's calendar and reading list.
- A chat assistant project and a place to keep a CPD log.
- Ask your person for the appraisal categories they must evidence and the minimum detail they like in an entry.

Build
1. Schedule a run for Friday at 6pm covering the past seven days.
2. Read calendar events and reading list items from that week.
3. Give the project this instruction: "List what plausibly counts as CPD, with duration. For each, write a stub: the title, the time, and one reflective question drawn from the person's own notes. Do not write the reflection itself."
4. Save the stubs to the CPD log marked 'draft - to finish'.
5. The person completes each reflection in their own words. Never mark an entry as final yourself.

Check
- The first sweep should list the week's learning events with one question each.
- Test with a non-learning meeting and confirm it is left out.

Needs
- A shared form where staff submit agenda suggestions, with results readable as a list.
- A chat assistant project.
- Ask your person for the meeting length, the day it is held, and who leads recurring topics.

Build
1. Schedule a run for Wednesday, the day before the meeting.
2. Read all new form responses plus any items left over from last time.
3. Add any urgent items flagged by the daily alerts summary.
4. Give the project this instruction: "Group similar suggestions, remove duplicates, and order them by importance. Give each a time estimate and a lead, and keep the total within the meeting length. Move anything that does not fit to 'carried over'."
5. Save the agenda as a draft document for your person to review. Circulating it to the team is a separate step they approve.

Check
- The first agenda should fit the meeting length, with carried-over items listed separately.
- Test with two near-identical suggestions and confirm they merge into one item.

Needs
- The rota as a spreadsheet the builder can read, with sessions, staff and booking status columns.
- A way to run a small checking script or formulas on a schedule.
- Ask your person for the practice manager's preferred way to receive findings and each clinician's protected half-day.

Build
1. Schedule a check for Monday at 8am covering the next fortnight.
2. Flag three things: sessions with no cover; locum bookings not marked confirmed; any clinician rostered during their protected half-day.
3. For each finding give the date, the session and a one-line suggestion, such as chase today if the date is within seven days.
4. Send findings to the practice manager. Send a finding to the clinician only if their own half-day is affected.
5. Only read the rota. Do not edit it or contact locums; the practice manager decides what to chase.

Check
- The first run should produce a short list or a clear 'no gaps' message.
- Test by adding an unconfirmed locum on a future date and confirm it is flagged.

Needs
- A source of the month's guideline changes.
- The practice's generic letter and prescribing templates as text, with no patient records.
- A chat assistant project.
- Ask your person for the name of the second approver, such as the practice pharmacist.

Build
1. Schedule a run for the first Friday of the month.
2. Give the project the month's changes and the template wording.
3. Use this instruction: "For each guideline change, say which templates contain wording it affects and quote the passage. If a template is affected, draft amended wording that matches the new guidance and explain the change in one sentence."
4. Save the results as a review sheet with columns for change, template, current wording, proposed wording and approval status.
5. Mark every proposal pending. Nothing goes live until both the person and the second approver sign it off.

Check
- The first sheet should list every change with either a flagged template or 'no template affected'.
- Test with a change you know affects a template and confirm it is caught.

Needs
- A folder structure matching the person's appraisal domains.
- Access to the month's CPD log, meeting attendance notes and quality improvement notes.
- A chat assistant project.
- Ask your person for the domain names and confirmation that feedback arrives as anonymised summaries only.

Build
1. Schedule a run for the last Sunday of the month.
2. Collect the month's CPD entries, attendance records, improvement work and anonymised feedback summaries.
3. Give the project this instruction: "File each item under the best-fitting appraisal domain. Add a one-line note saying why it fits and attach supporting documents. List anything you cannot place. Never open or copy original complaints or patient material."
4. Write a short filing note listing what was filed where.
5. Leave unplaced items in an 'unsorted' folder for the person to decide on.

Check
- The first sweep should leave every item in a domain folder or the unsorted folder.
- Test with an item that fits two domains and confirm the note explains the choice.

Needs
- A phone reminders app that supports repeating reminders.
- A shared note that two family members can edit.
- Ask your person for the date of the next repeat, the cycle length, who shares the task and the pharmacy's contact method.

Build
1. Create a repeating reminder every 28 days, set for three days before the repeat is due.
2. Alternate the reminder between the two people each cycle.
3. In the shared note, add a line per cycle: date, who rang, and the confirmed delivery date.
4. Keep to logistics only. Do not store medication names or any clinical detail in the note.
5. When the reminder fires, the assigned person rings the pharmacy and fills in the note. The reminder app does not contact anyone itself.

Check
- The first cycle should show a reminder to one person and a completed note line.
- Test by confirming the following cycle's reminder goes to the other person.

Needs
- A chat assistant project.
- Generic condition leaflets as text. Never use anything about an individual.
- Ask your person for the target reading age, the practice's tone, and the leaflet length they want.

Build
1. Start on request when the person pastes a leaflet.
2. Give the project this instruction: "Rewrite this for a reading age of eleven. Use short sentences and everyday words, and keep every clinical fact unchanged. Replace each technical term with a plain one and list the replacements at the end."
3. Return the rewrite with the list of replaced terms beside the original wording.
4. Show anything it was unsure about and mark it for checking.
5. The person checks every clinical fact against the source before the leaflet is printed or shared. Never publish it yourself.

Check
- The first rewrite should be shorter, with a replacements list.
- Test by confirming that numbers, doses and warnings match the original exactly.

Needs
- A chat assistant project.
- The full text of the paper, supplied by your person.
- Ask your person for the audience, the time available and any local patient group worth comparing against.

Build
1. Start on request when the person provides a paper.
2. Give the project this instruction: "Summarise only what the paper says. Give the study design, population, main results with the exact figures and where in the paper they appear, and the stated limits. Then write three discussion questions, at least one about who was excluded."
3. Require a page or table reference beside every number.
4. Return the summary as a one-page note.
5. The person checks every figure against the paper before presenting. Treat the summary as a draft.

Check
- The first summary should have a source reference beside every number.
- Test by picking three figures and confirming each matches the paper.

Needs
- A running app or log showing the current training plan and completed sessions.
- A chat assistant project.
- Ask your person for the race date, the current weekly plan, weekly time limits and any injury cautions.

Build
1. Start on request when the person says what actually happened in the last week or two.
2. Give the project the plan, the log and this instruction: "Reshuffle the next fortnight based on what was really done. Keep the long run, reduce quality sessions if two or more were missed, and never add extra load to make up for missed sessions."
3. Check the new plan against the race date and keep the final two weeks as a taper.
4. Present the plan as a table of days and sessions with a line explaining each change.
5. The person decides whether to adopt it. Do not change the plan in the running app yourself.

Check
- The first reshuffle should have no more load than the person can fit in a week.
- Test with a week where all sessions were missed and confirm it does not stack them.