Process · Visit intake

Visit intake

Carry a known patient from registration into an active encounter.

Step by step

Register patient Clinical Coordinator

The Clinical Coordinator confirms the patient's number, name, contact details, overall consent state and assigned clinician.
- Confirm identity and assigned clinician
- Updates Patients, People
Check consent Clinical Coordinator

The coordinator locates the purpose-specific consent, reads its version, signature and expiry, and brings the document to the relevant care team.
- Read purpose, version, document and dates
- Updates Consents, Patients
Schedule encounter Clinical Coordinator

The coordinator links the patient and clinician, sets the visit type and schedules the encounter.
- Create a scheduled visit with patient and clinician
- Updates Encounters, Patients, People
Record arrival Clinical Coordinator

The coordinator marks the scheduled encounter as arrived when the patient presents.
- Scheduled moves to Arrived
- Updates Encounters
Begin visit Clinical Coordinator

The coordinator records the start time and moves the encounter into progress for the clinician's care work.
- Arrived moves to in progress with start time
- Updates Encounters

And how to keep it from happening.

Similar patient names can lead to a visit on the wrong record. Check the patient number before saving the encounter.
Overall consent state can differ from the purpose-specific document needed for an activity. Read the consent record and its dates.
A rescheduled visit can leave its previous time in the team's working list. Confirm the appointment time and clinician after each change.

Clinical Coordinator: , Licensed Clinician, Clinical Governance Administrator, Clinical Reviewer, Admin.

Start free, then use Proto to change fields, steps and approvals before your team goes live.