Intake-to-outcome status model template
Make intake-to-outcome work visible end-to-end so your team stops tool-hopping, dropped handoffs show up early, and reporting becomes repeatable and trustworthy.
What is it?
A shared set of stages, definitions, aging rules, and escalation triggers that turns messy, multi-tool work into a single, leader-defensible workflow. It includes a copy-and-adapt lifecycle, minimum required fields, and a rollout approach designed to reduce busywork, not add it.
Who is it for?
It is for justice support and service organizations handling sensitive data, where intake and case work are spread across email, forms, spreadsheets, and partial systems. It’s especially useful for leaders who keep getting asked “how many are we serving, what’s stuck, and how long is it taking” and cannot answer fast with confidence.
A standard lifecycle (8 to 12 stages) with plain-language definitions and “done means” exit criteria that stop “in progress” from meaning everything and nothing.
Aging expectations and escalation triggers leaders can defend, so stuck work gets surfaced early without relying on heroics or private spreadsheets.
A minimum-field “data spine,” plus a lightweight rollout and governance plan (pilot, weekly review, change control) that keeps the model from drifting over time.
What you will walk away with
FAQs
How many statuses should we use?
Most teams do best with 8 to 12. Fewer hides important waiting points, more makes adoption fall apart because people cannot remember what “right” is.
Can we use one model for referrals, brief services, and long cases?
Yes. Use one shared trunk, then vary by service type, reason codes, and outcome categories. Keep “In service” and “Referred out” consistent, and tighten exit rules so the handoff is real.
What if we do not have a case management system yet?
Use a lightweight tracker that still enforces the definitions: one status column, one status date, one owner, and aging rules. Later, it becomes your migration map because it tells you what fields and workflows your future system must support.
How do we roll this out without creating extra work?
Pilot one workflow with one team for two weeks. Map status changes to events already happening, train using real examples from last week, and resist buying new tools until your definitions are stable.
How do we handle sensitive information and limit access?
Use least privilege and role-based views. Avoid dumping high-risk detail into free-text when a structured field works better (reason codes, risk flags, outcome categories).
What should leaders review each week to keep it working?
Run a 15 to 30 minute review: what’s aging, where bottlenecks are forming, and where staff interpret a status differently. Keep change control real but lightweight. Small group approval, version the definitions, update the one-page policy and training examples together.
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Turn your template output into clear next steps
In 30 minutes, we will review your top 3 bottlenecks and top 3 trust risks. You will leave with a prioritized next step that fits your mission and capacity.
30 minutes. Clear priorities and a next step you can act on.