Patients and consents

The Clinical Coordinator opens a patient record before scheduling a consultation. A patient number and display name give the team a consistent way to find the person. Birth date and contact phone support intake, while the assigned clinician gives the team a named clinical contact. The consent state on the patient helps the coordinator spot records that need attention. It does not replace the signed consent document for a particular purpose.

For example, a patient planning an initial consultation might have a pending consent state. The coordinator can create the patient, check the clinician assignment and arrange the visit. When a purpose-specific consent is signed, the team records its purpose, version, signed date and document against that same patient. A later withdrawal stays visible as a distinct status.

• Patient identity. Keep the patient number and contact details in one record so visit and payment records resolve to the same person.
• Purpose-specific consent. Record each consent against its patient, including its version and signed document.
• Clinical ownership. Use the assigned clinician and care team assignment to understand who is responsible for the next care step.

Agree how patient numbers are assigned and how staff confirm a match before opening a new record. Decide which consent purposes and document versions the practice uses. The team should agree who records a signature and how an expired or withdrawn consent is handled before a visit proceeds. Include a case where the patient has several consultation visits, so staff can see why the patient record and each individual consent need separate identities.

The Clinical Coordinator manages patients and consents. The Licensed Clinician can manage consents and read patient records. Clinical Governance Administrator reads patients and maintains care team assignments. The Clinical Reviewer can read the care evidence. Check access with each role using a real rehearsal patient.

Create a patient with a patient number, display name and assigned clinician. Record a consultation for that patient, then create a consent for the planned purpose. Attach the document and enter the version and signed date before marking it Signed. Open the consultation from the patient and confirm that staff can reach the right consent. Next mark another consent Withdrawn and verify it is not confused with the signed version. A change in the patient’s general consent state should be reviewed separately from each purpose-specific document.

• Patient directory — Find a patient by identity and see their clinician and consent state.
• Consents pending signature — Review purposes and versions still awaiting a signed document.
• Current care assignments — See which clinician currently holds a care assignment for the patient.

Follow patient intake and consent, then consultation and documentation. Use the data model when preparing patient imports.