Free resource from Weeka

A checklist for planning, documenting, and closing a service week.

A practical guide for professionals and teams coordinating recurring services. Use it before publishing the schedule, during documentation, and while reviewing the weekly closeout.

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What to review every week

Adapt these steps to your policies, contracts, and responsibilities. The goal is to reduce omissions without imposing one clinical or industry-specific workflow.

1. Prepare people, agencies, and rules

  • Confirm who will work and who will review the week.
  • Review working hours, closures, holidays, and availability.
  • Check that each person has only the access they need.
  • Identify agency, client, or priority changes before scheduling.

2. Validate the schedule

  • Confirm the date, time, duration, location, and owner of each service.
  • Find overlaps and leave reasonable time between activities.
  • Review applicable capacity, unit, or workload limits.
  • Mark which services are fixed and which may be rescheduled.

3. Document completed work

  • Update the status: scheduled, completed, or canceled.
  • Record only necessary information and verify its accuracy.
  • Add the outcome and next steps when appropriate.
  • Keep reusable templates separate from service-specific documentation.

4. Close and review the week

  • Compare planned, completed, rescheduled, and canceled services.
  • Review hours, units, totals, and missing documentation.
  • Resolve duplicates, empty fields, and inconsistencies before exporting.
  • Confirm the scope and recipient of every report.

5. Share carefully

  • Verify recipients and permissions before sending a link or file.
  • Share the minimum amount of information necessary.
  • Keep sensitive data out of public or unauthorized channels.
  • Store the final version according to organizational policy.

Bring the checklist into one connected workflow

Weeka connects a weekly calendar, reusable notes, and PDF reports for different professionals and teams coordinating services; it is not limited to CBHCM or behavioral health case management.

Calendar and featuresNote BankPDF reports