Prompt Chain: Build a Complete HR Documentation System with AI

What This Builds

A complete, consistent HR documentation library for your practice — job descriptions, onboarding checklists, performance review templates, disciplinary documentation, and an employee handbook framework — built through a structured sequence of prompts. Instead of creating HR documents ad hoc under pressure, you'll have a ready system to pull from every time you hire, review, counsel, or offboard a staff member.

Prerequisites

• Comfortable using Claude for multi-turn conversations (Level 3)
• A list of your staff roles (front desk, MA, biller, etc.)
• A Google Drive or shared folder to organize the output
• Claude Pro recommended for longer sessions ({{tool:Claude.price}}/month); free plan works for individual documents

The Concept

A prompt chain is a sequence of related prompts where each step builds on the previous one. Instead of one big prompt that tries to do everything, you guide Claude through a logical progression — first establishing the context, then building each component, then ensuring consistency across all documents. The result is an HR documentation library that feels like it came from one coherent system, not 20 separate Google searches.

Build It Step by Step

Part 1: Establish Your Practice HR Context

Start a new Claude conversation and paste this foundation prompt. You'll reference this in every subsequent step:

I'm a medical office manager building a complete HR documentation system for our practice. Here is our context:
- Practice type: [specialty, e.g., 3-physician family medicine]
- Staff roles: [list all roles, e.g., Front Desk Coordinator, Medical Assistant, Medical Biller, Office Manager]
- Location: [state — important for employment law references]
- Employee count: [total]
- Current HR systems: [describe — do you use payroll software, time tracking, etc.]
- Biggest HR pain points: [describe — high turnover, inconsistent onboarding, no performance system, etc.]

I want to build: job descriptions, onboarding checklists, performance review templates, and a disciplinary documentation framework.

First, confirm you understand the context and ask me any clarifying questions before we start.

Wait for Claude to respond. Answer any clarifying questions. Then proceed.

Part 2: Job Descriptions (Chain Step 1)

Start with job descriptions. For each role, create a standard job description with:
- Job title and department
- Reports to
- Position summary (2-3 sentences)
- Essential functions (8-10 bullet points)
- Required qualifications
- Preferred qualifications
- Physical requirements
- "This job description is not an exhaustive list" disclaimer

Start with [your highest-turnover role]. After I review it, we'll do the others.

Review the output. If it's good, say: "Great, now do [next role]." Continue until all roles are done. Copy each into your Google Drive folder.

Part 3: Role-Specific Onboarding Checklists (Chain Step 2)

Now create onboarding checklists based on the job descriptions you just wrote. For each role, create a 30-day checklist organized as:
- Day 1 (paperwork, systems access, meet the team, facility tour)
- Week 1 (HIPAA training, EHR orientation, shadowing schedule)
- Weeks 2-3 (supervised practice of key tasks, training assessments)
- Day 30 (check-in meeting agenda, 90-day goals discussion)

Use the essential functions from each job description to inform what needs to be trained.
Start with [role].

Part 4: Performance Review Templates (Chain Step 3)

Create performance review templates for each role. Each template should:
- Rate on competencies relevant to the role (pulled from job description essential functions)
- Include a 5-point scale with behavioral anchors (not just "meets expectations")
- Have a section for goal setting (carry over 90-day goals)
- Include a self-assessment section the employee completes first
- Have a development plan section
- Be completable in 30-45 minutes per employee

Use annual review cycle. Start with a universal template that works for all roles, then add role-specific competencies for the [highest priority role].

Part 5: Disciplinary Documentation Framework (Chain Step 4)

Create a disciplinary documentation framework. Build templates for:
1. Verbal Warning Memo (for supervisor file, not given to employee)
2. First Written Warning
3. Final Written Warning
4. Performance Improvement Plan (30/60/90 day options)
5. Termination Documentation

For each document:
- Use language appropriate for [your state] employment law
- Include: date, employee info, specific violation/performance issue (with blank spaces for me to fill in), company policy reference, specific improvement expectations, timeline, consequences
- Include "I have received and reviewed this document" employee signature line
- Add "Note: receipt does not imply agreement" language

Important: Flag any document where I should consult an employment attorney before using.

Part 6: Create a Master Quick Reference

Now that we have all these documents, create a one-page HR Quick Reference Guide for me as the office manager. It should summarize:
- When to use each document (the trigger situations)
- The required sequence (you can't go straight to termination without prior documentation)
- Key state-specific requirements to remember for [your state]
- Who to consult before each escalation level
- Documentation retention requirements (how long to keep each document type)

Real Example: Full HR Response to a Performance Issue

Setup: A front desk coordinator has been frequently late, has had two verbal conversations with you, and it's time for formal documentation.

Chain:

1. Open Claude → paste your practice context
2. Ask: "Based on our earlier conversation, create a First Written Warning for a Front Desk Coordinator. Issue: tardiness. Specific incidents: late by 15+ minutes on [3 dates]. Prior coaching: verbal conversations on [2 dates]. Expected improvement: arrive on time (within 5 minutes of scheduled shift) for the next 30 days. Consequence if not met: Final Written Warning."
3. Claude produces a complete First Written Warning with all required fields
4. You customize: add employee name, exact dates, your signature
5. Review with your employment attorney if termination is possible outcome
6. Issue, get signature, file

Time saved: 90 minutes → 15 minutes. And the document is more thorough and legally defensible.

Total time saved per HR cycle: HR documentation for one employee performance issue used to take half a day. Now it takes 30–45 minutes including the attorney review call.

What to Do When It Breaks

• Document language doesn't fit your state → Ask Claude: "Review this for [state] employment law compliance and flag any issues. I know you're not a lawyer — just flag areas I should ask my attorney about."
• Formatting is inconsistent across documents → Start a fresh conversation, paste all documents, and ask: "Standardize the formatting across all these HR documents for consistency."
• Employee refuses to sign → Add this to your templates: a note that employee refusal to sign will be documented with a witness signature; Claude can draft the refusal documentation

Variations

• Simpler version: Skip the chain approach and generate documents individually as you need them — less consistent but faster to start
• Extended version: Add a compensation benchmarking section (use MGMA DataDive or Indeed salary data as inputs), a benefits summary template, and an employee offboarding checklist

What to Do Next

• This week: Complete Chain Steps 1-3 (job descriptions, onboarding checklists, review templates)
• This month: Complete Steps 4-6 (disciplinary framework, quick reference); have attorney review disciplinary docs
• Advanced: Load completed HR documents into a Claude Project (see other Level 4 guide) so you can query them in real time during difficult conversations

Advanced guide for Medical Office Manager professionals. These techniques use more sophisticated AI features that may require paid subscriptions.