Standard Work & Digital Work Instruction (DWI) Authoring Template

Welcome — what this template helps you achieve

This authoring template captures who does the work, what they do, when they do it, and how success is verified. Use it to create lean, unambiguous standard work that reduces variation, shortens onboarding, and becomes a reliable source for digital work instructions (DWI).

How to use this Playbook

Fill each field as you observe best current practice on the unit with the people who do the work. Test the draft on the floor, collect quick feedback, then finalize the acceptance checks and review cadence. Where possible, gather visual aids (photos, simple diagrams, or short video clips) during the pilot so conversion to a DWI is fast and accurate.

Authoring Template (fields and guidance)

1. Title

   Clear task name (e.g., "Two-Person Bed-to-Chair Transfer - Medical/Surgical Unit"). Keep it searchable and role-specific.

2. Purpose / Outcome

   Why this standard work exists (safety goal, outcome target). Example: "Safely transfer a patient from bed to chair with no falls or skin tears and maintain dignity."

3. Primary roles

   List role names and responsibilities (e.g., Nurse, Patient Care Tech, Mobility Aide). Be specific about who observes acceptance checks.

4. Prerequisites / Eligibility

   Patient criteria, equipment checks, required orders, and patient consent. Include any contraindications.

5. Required materials/equipment

   Enumerate required supplies and their locations (e.g., gait belt in supply closet A, non-slip footwear, slide sheet).

6. Step-by-step role steps

   Break each role's activity into explicit steps. Use short imperative sentences, one action per step. For each step include an estimated time range and any decision points. Example format:

   • Step 1 (Nurse): Confirm order and explain procedure to patient. Time: 1–2 min.
   • Decision Point: If patient refuses, stop and document; escalate if necessary.
7. Expected times

   Provide typical times for the whole task and for critical steps (helps planning and workload calculations).

8. Decision points and branching rules

   Document conditions that change the flow (e.g., patient unsteady, tube in place, pain score > 6). For each, state the required action and who makes the call.

9. Visual aids

   List recommended photos, diagrams, or short video clips mapped to specific steps. Prefer simple annotated photos and 10–30 second clips demonstrating the critical move. Note required image angles and annotations.

10. Acceptance checks & quality criteria

    Concrete checks that confirm the work was performed correctly (e.g., "Patient seated with hips at chair edge, gait belt secured, no reported pain <= 3" ). State who performs the check and when.

11. Risk & safety notes

    Highlight hazards and mitigation (e.g., fall risk, lines/tubes, infection control precautions).

12. Documentation required

    Records to complete after the task (EHR fields, flowsheet rows, incident reporting triggers).

13. Review & update cadence

    Specify owner, review frequency (e.g., 6 months), and change-log practice. Include triggers for immediate review (adverse event, regulatory change, new device).

14. Quick tips for converting to DWI
    • Chunk steps into screen-sized tasks (1–3 actions per screen).
    • Use branching logic for clear decision points (If A then show branch A).
    • Include a "Why this matters" note on critical screens to reinforce safety rationale.
    • Attach photos/short clips to the exact step; annotate images with arrows and short captions.
    • Where timing matters, include built-in timers or recommended watch checkpoints in the DWI.

Example (filled template): Two-Person Bed-to-Chair Transfer

Purpose: Safe, dignified transfer to chair with minimal risk of falls or skin injury.

• Roles: Primary Nurse (Lead), Patient Care Tech (Assistant)
• Prerequisites: Transfer order present; pain <= 5 or analgesic given; patient able to follow one-step commands; gait belt present.
• Materials: Gait belt, non-slip socks, chair with locked wheels, slide sheet (if indicated).
• Steps (selected):
  1. Introduce team and explain steps to patient. Time: 1 minute. Decision: If patient refuses, stop and inform provider.
  2. Position chair close to bed, lock wheels. Time: 30 sec.
  3. Apply gait belt; staff stand at specified positions. Time: 30–45 sec. Acceptance: Gait belt snug and below ribs.
  4. On count, lift and pivot to chair; staff coordinate voice cues. Time: 20–30 sec. Acceptance: Patient stable and seated with hips back in chair.
• Acceptance checks: Patient seated safely, no lines pulled, report of pain <= 3, documentation completed in flowsheet.
• Review cadence: Owner: Unit Nurse Educator. Review every 6 months or after any transfer-related incident.

Governance, training and continuous improvement

Attach the standard work to unit orientation and to competency sign-off. During the first two weeks of implementation, collect five direct-observation audits and capture 1–2 photos per step. Use local huddles to review near-misses and update the template within 48–72 hours if a safety gap is found.

Suggested acceptance audit (quick checklist)

1. Order/consent confirmed
2. Equipment present and working
3. Gait belt applied correctly
4. Team communicated count and coordinated lift
5. Patient documented and comfortable post-transfer

Conversion & technical considerations for DWIs

• Design DWIs to surface only the current role's steps and to show branching when decision points occur.
• Tag each step with metadata: owner, skill level required, estimated time, risk level, and keywords for searchability.
• Include feedback controls in the DWI so users can flag unclear steps or upload improvement photos—this makes future reviews faster.
• Ensure media is accessible (alt text for images, captions for video, readable font sizes, high-contrast annotations).

Next steps & capability suggestions

To make this Playbook actionable, consider:

• Creating an interactive authoring form so frontline staff can complete and submit templates (captures structured fields you can later render as DWIs).
• Using the platform's form rendering and submission capabilities to save author drafts, collect feedback, and store change logs.
• Packaging related standards as a unit-level toolkit (transfer toolbox, pressure-injury prevention collection) so sites can adopt and adapt them.

Quick tips

• Keep language active and direct. One action per sentence improves usability.
• Focus acceptance criteria on observable, measurable outcomes.
• Pilot with the people who do the work, not only supervisors.
• Prioritize photos of the exact setup and annotated callouts rather than long text descriptions.

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