Collection Operations

A donation connects the donor to the person coordinating the collection. The Clinical Coordinator records the scheduled date, visit type and owner before the donor arrives. Scheduled and Arrived distinguish an appointment from a visit that has begun at the collection location. The owner gives the rest of the team a person to contact when the schedule changes or supporting evidence needs attention.

The actual collection interval uses the recorded start and end dates. Keep those separate from the scheduled date so the team can understand what happened during the visit. In progress, Awaiting review and Completed describe successive operational positions. Cancelled retains the outcome of a planned visit that did not proceed. The customer establishes the clinical assessment and consent procedure used before starting collection.

• Planning. The Clinical Coordinator selects the donor and collection owner, records the scheduled date and describes the visit type. The owner checks the donor context before the appointment begins.
• Collection entry. Record arrival, then the start and end of the actual collection. The Licensed Clinician records the associated blood units and supporting evidence within their responsibilities.
• Review handoff. The coordinator places the donation in Awaiting review when the case is ready for examination. The Clinical Reviewer considers the evidence before the coordinator records the completed outcome.

Agree what visit types the team will use and how the owner is chosen when several people participate. Define who updates the schedule after a donor changes their appointment. The collection owner should know which person records arrival and who returns a case for further attention before review.

Choose a consistent way to record dates during the pilot. Ask the team to compare the planned date with the actual start and end on a real visit. Discuss cancellations explicitly: preserve the cancelled visit and its donor connection so the coordinator can distinguish it from an appointment that still needs attention. Review the next donor contact separately through assigned follow-up work.

Schedule a rehearsal donation for Alex Morgan with a named owner. At arrival, the Clinical Coordinator marks the visit Arrived after confirming the donor record. Following the responsible clinician’s assessment, the coordinator marks the donation In progress and records the actual collection interval. The Licensed Clinician connects the collected unit to this donation.

When the evidence is ready, the coordinator moves the visit to Awaiting review. Ask the Clinical Reviewer to locate the donor, collection interval and supporting records from that visit. If a question remains, keep the review open and give the outstanding action a named owner. When the reviewer approves the outcome and the decision is recorded, the coordinator marks the donation Completed. Rehearse a separate cancellation so staff can explain why that visit never entered the collection interval.

• Collection Schedule — Compare planned collections with the recorded start and end of visits already underway.
• My Collections — Find donations owned by the signed-in team member and inspect their collection progress.
• Collection Review Queue — See collections waiting for the Clinical Reviewer’s examination.

Follow donor intake and collection, then unit processing and testing. Complete the case through review and follow-up.