Give the pilot a question your team can answer.

Write the pilot charter before activation

Record the question, participating clinic, responsible lead, approved workflows, actual activation date, end date and review meeting. Confirm required permissions, connection availability and who supports owners. Form submission expresses interest; it does not start the trial clock or create active patient care.

Use four weekly checkpoints

• Week 1: rehearse with fictional cases, check patient matching and observe the first owner onboarding. Record training separately from routine work.
• Week 2: inspect missing updates and team handovers. Correct unclear instructions and log any workflow change so the comparison stays interpretable.
• Week 3: repeat the same measurements across comparable cases. Ask reception, clinicians and participating owners where the process becomes difficult.
• Week 4: compare the baseline with the observed workflow, review costs and unresolved issues, then document the decision and any conditions for wider use.

Agree the decision criteria in advance

Example criteria might be: every active episode has a review owner; every sampled plan has the correct patient connection; missed updates have an assigned action; and the team can account for the full review workload. Set any numerical target with your own baseline. These are suggested checks, not published Vetomo results or promised savings.

Prepare the final decision before the month begins

Create a simple decision record with the original problem, starting measurements, observed workflow, unresolved issues, total expected cost and a named decision owner. Decide which issues must be resolved before routine use and which are acceptable adjustments. Avoid changing the success criteria after seeing the result. You can record new findings separately without rewriting the original question.

For example, a team may discover that owners use the plan successfully but review cover is unclear on one day each week. That finding supports a staffing or handover change before expansion; it does not establish that the software failed or that the workflow is ready. Repeat the relevant test after the adjustment.

• At the end, choose continue, extend evaluation by agreement, or stop; record the reason and any conditions.
• If continuing, agree the paid plan and responsibilities explicitly rather than assuming automatic conversion.
• If stopping, plan completion of active care, owner communication, record handoff and access changes with the clinic.
• Keep patient-care closure separate from the commercial decision; an ended evaluation must not leave team responsibilities ambiguous.