Encounter intake

Step by step

1. Identify the patient Clinical Coordinator

   Clinical Coordinator finds the patient by patient number and checks the assigned clinician and consent status. Similar display names need a second identity check before creating a visit.

   • Confirm patient number and assigned clinician
   • Updates Patients, People

2. Schedule the encounter Clinical Coordinator

   Clinical Coordinator creates an encounter for that patient and selects the clinician, visit type, and scheduled date. The visit starts as Scheduled.

   • Save patient, clinician, visit type, and scheduled date
   • Updates Encounters, Patients

3. Record arrival Clinical Coordinator

   When the patient reaches the clinic, Clinical Coordinator moves the encounter to Arrived. A cancelled visit receives its own Cancelled outcome.

   • Change visit status to Arrived or Cancelled
   • Updates Encounters

4. Start care Clinical Coordinator

   Licensed Clinician opens the correct encounter and confirms patient and visit context. Clinical Coordinator moves it to in progress and records the actual start time. The coordinator can record the end time on the same encounter.

   • Record actual care time and in progress state
   • Updates Encounters

5. Hand off evidence Licensed Clinician

   The clinician's notes, observations, specimens, and dispensations refer to the encounter. Clinical Coordinator can then move it to awaiting review for Clinical Reviewer to read.

   • Link care evidence to the visit
   • Updates Clinical notes, Observations, Specimens, Pharmacy dispensations

6. Complete the visit Clinical Coordinator

   Clinical Coordinator records Completed after the review handoff. Follow-up care tasks can remain with the patient after the encounter ends.

   • Finish visit while patient follow-up stays visible
   • Updates Encounters, Care tasks

Clinical Coordinator

Owns intake and visit status; Licensed Clinician records care; Clinical Reviewer reads the case at review.