Run a small screening pilot before committing the full roster

Choose a question you can answer in one session

Pick a real uncertainty, such as whether a return shuttle fits the shift handover. Select a group with the occupational health team and supervisors, accounting for who should be offered the service and who can actually attend. If the pilot includes only day-shift staff, explicitly leave night-shift feasibility open.

Get the same clinical arrangements that participants would receive in the full program: an agreed service, responsible professionals, employee information, and a route for advice afterward. Ask the clinical lead how to handle any time-sensitive need outside the pilot; a scheduling experiment should not delay care.

Copy this working pilot sheet

Complete the first four lines before releasing appointments. Add the observations on the day and take the same sheet into the review meeting.

• Decision to make: [expand / change the arrangement / pause]. Question being tested: [specific operational uncertainty].
• Session: [date, place, shifts, invited count]. Provider-confirmed capacity: [number]. Release and cover arranged by: [role].
• Expected journey: [leave work], [check in], [appointment], [return]. Record actual times for a few journeys without recording clinical details.
• Conditions for proceeding: [venue accepted], [confidential route ready], [cover maintained], [reasonable return window agreed with supervisors].
• Afterward: [attended], [need another slot], [largest delay and cause], [employee feedback about logistics], [owner and date for each correction].

Use three explicit decisions

Go: the agreed conditions held, the provider can serve the next group, and the next shift's arrangements are confirmed. Adjust: the arrangement worked in principle but a fix needs another check. For example, if 14 of 16 attended and three missed their planned return shuttle, test a later return before copying that timetable.

Stop or pause expansion: the provider cannot confirm the setting, privacy at check-in failed, or clinical follow-up has no agreed owner. Document who will resolve the issue and how the next decision will be made. Continue any follow-up already owed to pilot participants regardless of the expansion decision.