Patients and care teams

The Clinical Coordinator registers the patient with a patient number, name, birth date and contact phone. The assigned clinician points to a named person on the team. When a visit is scheduled later, the encounter links back to this patient, so the schedule and clinical record refer to the same identity. Agree how your team checks a patient number before creating a new record, especially when a caller uses a different display name.

Patient consent status is visible on the patient record. The purpose-specific consent record carries its own signed date, expiry and document. At intake, the coordinator can open the patient record and the related consent before setting up the first visit. A withdrawn consent deserves a direct review before new work is planned.

• Identity. The coordinator maintains the patient number, contact details and assigned clinician.
• Assignment. The Clinical Governance Administrator records which clinician has a care-team assignment, its access purpose and effective dates.
• Follow-up. The team can find encounters, consents, payments and care tasks through their patient references.

Choose the patient number convention and decide who checks for duplicate identities. Give the coordinator a clear procedure for changing the assigned clinician when responsibility moves. Agree when a care-team assignment becomes active and who records its end date. An assignment and the patient’s assigned clinician answer different questions: one names the current primary clinician, while the other describes a purpose and period of access.

For a patient moving to another clinician, update the patient assignment and review the care-team record. The earlier visits remain linked to the clinician recorded on each encounter. This makes the handoff readable without rewriting an old visit.

Take a patient with an upcoming visit and a signed consent. Open the patient identity, check the assigned clinician, then check the care-team assignment’s purpose and dates. Open the visit and confirm its patient and clinician match the intended handoff. If the consent is withdrawn, the coordinator should review it with the clinical team before planning more care.

For intake, use a patient with an existing clinician and a later assignment change as the rehearsal case. The team should be able to identify the present assignment without losing the clinician named on an older encounter. That distinction helps when a reviewer asks who was responsible at a particular visit.

• Care Team Assignments — Active assignments with patient, clinician, purpose and effective dates.
• Scheduled Visits — Upcoming encounters linked to the patient and clinician.
• Pending Consents — Consent records that still need a signed outcome.

Continue with patient intake and access or visit delivery.