Donor registration

A returning donor may call with a new phone number while an appointment is already scheduled under their existing identity. The Clinical Coordinator checks the donor number, name and birth date before creating another entry. Correct contact details on the intended donor record so the next follow-up reaches the right person. Keep the donation appointment linked to that same identity.

The donor record names the assigned screener and shows the donor’s consent status. The appointment has its own screener, donation type and scheduled time. These serve different purposes: the donor assignment identifies the ongoing contact, while the appointment identifies who is responsible for that visit. Agree how cover is arranged when the usual screener is unavailable, and update the appointment before the handoff.

• Identity check. The Clinical Coordinator searches the Donor Directory before registration. Compare the donor number and birth date with the person attending, then correct the phone details if needed. A familiar name alone is not enough to select a record.
• Visit planning. Use the Donation Schedule to record the intended donation type and time. Assign the screener who will handle the visit. Keep a cancelled appointment distinguishable from a completed donation so the next coordinator can explain what happened.
• Arrival and start. Record arrival when the donor attends and the actual start when work begins. The planned time remains useful when the visit starts later. Hand the donation to the Licensed Clinician with the donor and screener references already checked.

Decide how donor numbers are assigned and how existing records are checked during registration. Choose consistent donation type wording and agree who may correct identifying details. Prepare the team member records before importing appointments so each appointment can point to its intended screener.

Agree the operational meaning of Scheduled, Arrived and the in-progress state. A donor who reschedules needs a deliberate coordinator decision about the original appointment. Use the scheduled time for planning and the actual start and end for the visit record. The consent review should happen under the team’s agreed procedure before collection begins.

Rehearse a returning donor whose phone number has changed and whose usual screener is absent. The Clinical Coordinator finds the existing identity, corrects the contact number and assigns the covering screener to the donation. Open the visit from the schedule and confirm it still points to the same donor.

Then rehearse a cancellation before arrival. The appointment should remain understandable as cancelled, with the donor available for later coordination. Ask the Licensed Clinician to identify the visit they would work on without relying on a message from the coordinator. If they cannot distinguish the current appointment from the cancelled one, revisit the handoff before expanding registration.

• Donor Directory — Check identity, contact details and the assigned screener before booking.
• Donation Schedule — Review planned appointments alongside actual visit times and current status.

Continue with donor intake and screening and agree the initial operating setup.