Load intake and authorizations

Clinical Coordinator opens the transport record before organizing its service stops. The record number gives the team a common reference when a caller, crew member or receiving service uses a different description. The subject, birth date and contact phone help the coordinator check that the work belongs to the intended person. An accountable owner remains attached to the load throughout the operating cycle.

Authorization needs its own attention. A signed document applies to a stated purpose and version, with signing and expiry dates. The coordinator compares that evidence with the transport being arranged. A load marked Active should reflect the evidence accepted for that work. A later withdrawal needs a fresh review of the remaining activity and communication with the people responsible.

• Identify the load. Clinical Coordinator records the transport identity and owner. Check the existing record number before entering a second request for the same work. Keep contact corrections with the intended load so a similar subject name does not divert the crew’s attention.
• Collect the authorization. Clinical Coordinator or Licensed Clinician records the purpose and version, attaches the document and records when it was signed. Pending work remains visible until the relevant person has supplied the evidence needed for review.
• Review changes in scope. Compare signed and expiry dates with the planned service. Withdrawn and Expired records describe different situations. Retain that distinction when discussing whether the remaining transport can proceed under the service’s own authorization policy.

Agree how the team issues record numbers and checks repeat requests. Choose plain descriptions for authorization purposes that staff can distinguish during a busy shift. Decide who checks the signed document and who updates the load’s authorization state after that check. These responsibilities can involve different people even when both have access to the record.

Set the document retention and access rules with the service owner. Use representative documents during the pilot and confirm that staff can open the intended attachment. Work through a changed purpose and an expired authorization before relying on the intake routine for daily dispatch.

Use a practice transfer with a morning collection and a later return. Clinical Coordinator finds the load by its record number and reviews the signed purpose before arranging the collection stop. If the return requires a different authorization, capture that purpose and its evidence separately. The signed collection document should remain understandable when the return is reviewed.

Then rehearse a withdrawal before the return begins. The coordinator reviews the remaining work, updates the load’s authorization state and tells the assigned team what has changed. Reopen the record as Licensed Clinician and confirm that the document and current state support the same understanding.

• Active load register — Find pending and active transport records with their accountable owner.
• Pending authorizations — Review documents and purposes still waiting for signed evidence.

Continue with intake to service review and crew assignment changes.