Patient intake and consent

A returning patient may use a different phone number or arrive with a new consent document. Clinical Coordinator starts by checking the patient number and identity before creating another record. The patient record holds the display name, birth date and assigned clinician, giving the team a consistent reference for the encounter and later follow-up.

Consent needs its own context. A general indication that the patient’s consent is Active sits alongside documents with a specific purpose and version. Staff check the document relevant to the visit, including its signature date and expiry date. That makes the discussion about what the patient has actually agreed to, rather than relying on a remembered conversation from an earlier visit.

• Identify the patient. Clinical Coordinator compares the patient number and identifying details with the person attending. Correct a changed phone number on the established record after checking identity. Keep the assigned clinician recognizable so reception can prepare the visit for the right person.
• Review the agreement. Clinical Coordinator or Licensed Clinician checks the consent purpose, version and document. Pending remains the working state until the signature is obtained. Record the signed date and expiry date when applicable; mark a withdrawn agreement Withdrawn so it stays distinguishable from an expired one.
• Prepare the handoff. Clinical Coordinator checks the patient’s consent position against the relevant documents before opening the encounter. Licensed Clinician reviews the purpose that applies to the planned work. Questions about consent go back to the patient before staff proceed with that work.

Agree how patient numbers are assigned and how reception checks for an existing person. Choose clear consent purpose wording and identify who maintains the current document version. Decide who records a withdrawal, who follows up on expiry and how the assigned clinician learns about a change before the next visit.

Rehearse a patient whose consent is Active while an older document is Expired. Staff should be able to explain which document covers the current activity and whether a new signature is needed. Set the clinic’s handling rules with its responsible professionals, including access to attachments and the information used at reception.

Use a practice record for a returning consultation. The coordinator finds the existing patient number, verifies the changed phone number and opens the relevant consent document. The patient agrees to the current version, so the coordinator records Signed with its signature date and prepares the encounter for the assigned clinician.

Repeat the case with the patient withdrawing that consent. Retain the original document and record Withdrawn. Ask the clinician to explain how they will handle the planned visit under the clinic’s consent policy. The exercise is complete when both staff members reach the same understanding from the records.

• Patient intake register — Identify the patient and check the assigned clinician and consent position.
• Pending patient consents — Find agreements still awaiting signature and inspect their purpose.

Continue with intake to encounter review and agree the clinic’s access responsibilities in roles and permissions.