CLIENT SYSTEM OF RECORD — RUNBOOK
TO-CI-VISIT-01
Internal Only — Cedar & Iron
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RULE 0:
If a trigger below does not apply, DO NOT UPDATE ANY SHEET.
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TRIGGER: INTAKE REVIEW COMPLETED
UPDATE: CLIENT SPINE
- Intake Disposition = <value>
NO OTHER FIELDS UPDATED
NO EVENTS
NO DECISIONS
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TRIGGER: DISCOVERY CONVERSATION COMPLETED
UPDATE: CLIENT SPINE
- Discovery Decision = <Accept | Decline>
- Current State = <Active | Closed>
NO EVENTS (unless coordination occurred)
NO DECISIONS
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TRIGGER: ROUTINE VISIT — NO MEANINGFUL CHANGE
UPDATE: EVENTS
- Client ID
- Date
- Event Type = Visit
- Observation
- Recommendation = <blank>
- Follow-up Needed = No
NO CLIENT SPINE UPDATES
NO DECISION LOG
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TRIGGER: NON-URGENT NOTABLE OBSERVATION
UPDATE: EVENTS
- Client ID
- Date
- Event Type = Observation
- Observation
- Recommendation = <only if explicitly recommended>
- Follow-up Needed = <Yes | No>
NO CLIENT SPINE UPDATES
NO DECISION LOG
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TRIGGER: PATTERN / BOUNDARY / SUSTAINABILITY PRESSURE
UPDATE: EVENTS
- Event Type = Boundary Pressure or Observation
- Follow-up Needed = Yes
UPDATE: CLIENT SPINE
- Review Required = Yes
NO DECISION LOG UNTIL REVIEW OCCURS
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TRIGGER: URGENT SAFETY OR PROPERTY INCIDENT
UPDATE: EVENTS
- Event Type = Incident
- Observation
UPDATE: CLIENT SPINE
- Review Required = Yes
OPTIONAL UPDATE: EVIDENCE (ONLY IF RECORDED)
- Client ID
- Date
- Session Type
- Consent Confirmed
- Recording Link / Transcript Link
NO DECISION LOG UNTIL REVIEW OCCURS
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TRIGGER: FORMAL REVIEW COMPLETED
UPDATE: DECISION LOG
- Client ID
- Date
- Decision Type = <Continue | Change Tier / Scope | Transition | Close>
- Trigger
- Outcome
- Rationale
UPDATE: CLIENT SPINE
- Last Decision Date
- Current State (if changed)
- Current Tier (if changed)
- Responsibility End Date (only if Transition or Close)
- Review Required = No
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TRIGGER: TIER CHANGE APPROVED
UPDATE: DECISION LOG
- Decision Type = Change Tier / Scope
UPDATE: CLIENT SPINE
- Current Tier
- Last Decision Date
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TRIGGER: SERVICE TRANSITION OR EXIT
UPDATE: DECISION LOG
- Decision Type = Transition or Close
UPDATE: CLIENT SPINE
- Current State
- Responsibility End Date
- Last Decision Date
NO FURTHER UPDATES AFTER CLOSE
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TRIGGER: PERSONAL HISTORY / PREFERENCES CHANGE
UPDATE: NARRATIVE ONLY
- Narrative Doc content
- Last Updated
NO EVENTS
NO DECISIONS
NO SPINE STATE CHANGES
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TRIGGER: AUDIO / VIDEO / DOCUMENTATION RECORDED
UPDATE: EVIDENCE ONLY
- Client ID
- Date
- Session Type
- Consent Confirmed
- Recording Link (if any)
- Transcript Link (if any)
EVIDENCE NEVER REPLACES EVENTS
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FINAL CHECK
If you are unsure which trigger applies, STOP.
If judgment is required, it belongs in DECISIONS.
If meaning is involved, it belongs in NARRATIVE.
If it didn’t happen, it does not get recorded.
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