Participant intake

The Screening Camp Coordinator creates a participant with a patient number, display name, date of birth and contact phone. The assigned staff member connects the person to the team that will handle their screening. A participant can then be attached to a scheduled camp without entering the same contact information again. The participant record carries a consent state; the separate consent record keeps the purpose, version, signed date, expiration date and document.

A useful first case is a participant who has registered for a screening date but has not yet signed the current consent. The coordinator can find that person in Pending consents, check the purpose and version, and ask Screening Staff to capture the signed document. The team should use the signed record when changing the participant’s consent state to Active. If consent is withdrawn, the participant and consent records should reflect the withdrawal before further screening work is assigned.

• Register the participant. Give the person a stable patient number and contact details that the coordinator can verify at arrival.
• Capture a particular decision. A consent has a purpose and version, so a later decision can be distinguished from an earlier signed form.
• Connect the camp. The screening record references the participant; staff can open the camp without relying on a name copied into a separate list.

The Screening Camp Coordinator works across participant, consent and camp records. Screening Staff can manage consent evidence and view participant details. The Screening Reviewer reads consent and participant records when inspecting the screening evidence.

Agree how patient numbers are issued and who corrects a duplicate or misspelled name. Decide which consent purposes and document versions apply to the first operating cycle. Name the person who checks an expiration date before a screening starts. Keep consent status and the signed document aligned: a phone conversation does not supply a signed date or document. Review what information staff need on the intake screen, especially when several participants have similar names.

A contact phone helps the team reach a participant about an appointment or follow-up. It is a stored contact detail; outbound messaging is a separate operating choice. The team should also agree who may see a participant after an assignment ends and how to handle a withdrawn consent in an in-progress camp.

Use a participant with a scheduled screening and a consent that begins Pending. Enter the purpose and version, add the signed date and document, then have another team member verify that the consent appears with the right participant. Open the camp and confirm that it points to that same participant. Next, mark the consent Withdrawn in a rehearsal and check the team’s response before the camp continues. The case should give staff one clear person and one clear consent decision, even when an earlier version remains in the record.

• Pending consents — People whose purpose-specific consent needs attention before screening work proceeds.
• Scheduled camps — Upcoming camp records with the participant and assigned staff visible together.

See registration and screening and consent and staff readiness.