This Trello board is designed to help your front desk team stay organized, focused, and on top of daily responsibilities. By breaking tasks into clear categories and using visual cues, this tool gives you an at-a-glance view of what needs attention, what’s in motion, and what’s been completed. Each list represents a stage in your workflow, and cards within the lists represent individual tasks or recurring duties. You can assign cards to team members, add checklists, set due dates, and even automate repetitive work with Power-Ups.
Whether you’re managing incoming calls, preparing for tomorrow’s appointments, or tracking routine tasks like inventory and training, this board helps ensure nothing gets missed—and your front desk runs like clockwork.
Now, here’s how to structure it:
📋 Trello Board Name: Front Desk Operations
🔷 Lists (Columns):
-
Incoming Tasks
-
For new requests or items that haven’t been reviewed yet.
-
Example Cards:
-
“Patient called about billing question”
-
“Request to update provider schedule”
-
-
-
Today’s Priorities
-
Tasks that need to be done today.
-
Example Cards:
-
“Confirm tomorrow’s appointments”
-
“Print consent forms for Dr. Lee”
-
-
-
In Progress
-
Tasks someone is actively working on.
-
Example Cards:
-
“Training new receptionist on phone system”
-
“Scanning insurance cards into EMR”
-
-
-
Waiting on Someone Else
-
Tasks that are paused because you’re waiting for input, approval, or an external party.
-
Example Cards:
-
“Waiting for patient to return intake forms”
-
“Pending insurance pre-auth approval”
-
-
-
Completed This Week
-
Shows what’s been finished recently. Clear this weekly to keep things clean.
-
Example Cards:
-
“Called all Monday no-shows”
-
“Stocked front desk with new forms”
-
-
-
Recurring Tasks
-
Use one card per recurring task and set checklists or automation.
-
Example Cards:
-
“Daily opening checklist”
-
“Weekly appointment confirmation calls”
-
“Monthly inventory count”
-
-
🧩 Card Features to Use:
-
Checklists for multi-step tasks (e.g., “New patient intake process”)
-
Due Dates for time-sensitive items
-
Labels like “Urgent,” “Billing,” or “Patient Request”
-
Attachments for scanned docs or forms
-
Comments for team communication
🛠️ Helpful Power-Ups (Add-ons):
-
Calendar View: See tasks on a calendar by due date
-
Card Repeater: Automate recurring tasks