What to change
Ask your supplier to use concise wording for every meaningful status, with colour supporting a message that remains understandable on its own.
A worked example
Illustrative example
A portal labels an item Needs information instead of displaying an amber dot alone. The visitor can then open it to see the outstanding question.
Why this matters to your practice
A status badge should say what it means. Green, amber and red may support an explanation, but a visitor should not need to decode the colours to know whether something is saved, pending or complete. Agree plain labels with the people who handle the underlying work. Ask your supplier to show each label in context and explain what action, if any, follows. Avoid reassuring colours for an outcome that still requires the visitor to do something.
A practical review example
A portal may display an amber dot beside a request that needs more information. Replacing or accompanying it with Needs information gives the visitor a useful meaning before they open the item. Ask your supplier to show all supported states, including uncommon ones, and demonstrate a change between them. The text, colour and available next action should agree. A distant legend should not require someone to memorise colours or infer that every reassuring green state means the practice has received a completed request.
How to check the result
Accept when every status is understandable independently of colour and stays aligned with the available task actions.
A mistake to avoid
A legend far from the items forces visitors to memorise colour meanings and still does not help when the colours cannot be distinguished.
Turn reading into a next step
Your action checklist
Work through these checks with your team or supplier. Tick the ones you have resolved and leave unknowns open.
Record what you know, what is still missing and the answer you need from your team or supplier.
Use project decisions only, without personal, patient or confidential details. Entries stay in this page and are not submitted to Kay & Co. Copy or download before leaving; this page does not save your notes.
Further reading
These sources provide background for the topic. The practice examples and checklist are illustrative planning suggestions from Kay & Co.
Related guides
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