First evaluate their understanding of the task and the person too.
This will give you a starting point, some could just be in a hurry thus disoriented but they can complete the task by themselves.
After, go ahead and ask simple questions related to the records required. These could be leading questions that will help you gather the needed information.
If it requires observation, go ahead and help them evaluate their surroundings and environment. Take time to help them understand your evaluation process, ti could come in handy the next time something like is tasked to them.
After filling all the necessary slots, read again to confirm the entries and also help them understand any queries they may have.
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