Patient records

The Clinical Coordinator opens a patient record for a new consultation. They enter the patient number and display name, then link the assigned clinician. The clinician can find that person in My Patients and see whether the consent status is pending or active. The register gives the coordinator a common starting point for the visit and its later follow-up.

• Patient identity. Use the patient number to find a returning person before opening a new record.
• Clinical owner. Link the assigned clinician through People so the care team can identify its contact.
• Consent position. Check the patient’s consent status before the coordinator schedules more work.

The patient record holds a stable number, display name and birth date. Its assigned clinician link establishes the first person to ask about an existing case. Encounters and care tasks then refer back to that patient. A second patient record for a returning person divides the visit and follow-up trail, so the coordinator checks identity before creating another entry. The clinician can use the assigned-patient list to inspect that relationship.

Agree how patient numbers are assigned and how duplicate identities are checked before importing records. Decide who may change an assigned clinician, and how the team handles an old record when a patient returns. Link staff in People to their user accounts before asking clinicians to work from My Patients.

For rehearsal, use a returning patient with a prior encounter and a new appointment. Confirm the coordinator finds the existing number and the clinician sees the same person in My Patients. Include a similar name with a different patient number so staff practice checking the right identity. Agree who can correct a clinician assignment and how that correction reaches the person doing the next visit.

Take a returning patient with an existing number. Confirm the coordinator finds the existing record, checks the current assigned clinician and schedules a new encounter against that patient. Have the clinician open My Patients and verify that the case appears under the right person. If the clinician assignment is wrong, correct it before creating care tasks.

Have the Clinical Coordinator show the existing patient and new encounter to the Licensed Clinician. Ask the clinician to locate the same patient through My Patients and confirm that the assignment is current. If the link is wrong, the coordinator corrects it before new care work starts. Keep the original patient number while reconciling any duplicate entry.

• Patient Register — Find a patient by number or name and check the assigned clinician and consent status.
• My Patients — Find patients assigned to the signed-in clinician before opening a visit.

See consultation intake, clinical review, follow-up coordination and service billing for the handoffs between these records.