Patients and Care Teams

The Clinical Coordinator creates a patient record before arranging the next visit. The patient number distinguishes the person from someone with a similar name, while the assigned clinician gives the team a clear point of responsibility. Contact phone and birth date help staff confirm the record they are opening. Consent status is visible alongside those basics so the coordinator can check the patient’s current position before gathering new documents.

A research site can use the patient and encounter records to coordinate its clinical visits. For a person returning to discuss a treatment, staff open the existing patient record and schedule a new encounter. They can compare prior visit evidence through the same patient relationship without creating a second identity for the same person.

• Patient identity. The Clinical Coordinator owns the patient number, display name and assigned clinician. Correct identity before attaching a visit.
• Care-team assignment. The Clinical Governance Administrator records the clinician, purpose and effective period for a patient assignment.
• Staff identity. People records connect clinic staff to a user account and indicate whether the person is active.

Agree who issues patient numbers, how staff confirm a returning patient’s identity and when an assigned clinician changes. Decide the purpose wording used for care-team assignment and who ends an assignment after its effective period. The assigned clinician on a patient is a responsibility marker; the care-team assignment adds its access purpose and dates. The team should use both consistently.

Decide how the coordinator handles a withdrawn consent status before arranging another visit. The patient record shows the overall state, while each purpose-specific consent has its own document, version and dates. Staff should check the relevant consent record when an activity depends on it.

Take a returning patient with an existing patient number and an assigned clinician. The coordinator confirms the patient record, then the governance administrator records a care-team assignment for the clinician with a stated purpose and effective dates. Schedule a new encounter against that same patient. Ask a Clinical Reviewer to read the patient and assignment and check that the visit refers to the expected person.

If a clinician changes, end the old assignment and create the new one with the right period. Preserve the patient identity and earlier encounter links. This rehearsal makes a routine handoff visible before the team handles a live visit.

• Patient Registry — Patients awaiting consent attention or carrying an active consent state, with the assigned clinician visible.
• My Clinician Profile — The signed-in staff member’s People record and account link.

Continue with visit intake and care-team governance. The data model shows the patient references used by each visit and task.