Visits

The Clinical Coordinator creates an encounter with the patient, clinician, visit type and scheduled date. The encounter’s status shows whether the visit is scheduled, the patient has arrived, care is in progress, review is pending, or the visit is complete. Start and end dates preserve the recorded span of the encounter. Before publishing a day’s plan, confirm the clinician points to the intended person and the patient record is the one the team expects.

A clinician can use Visits In Progress to find active work and check the clinician named on each encounter. The coordinator can use the schedule and status board to see where attention is needed. A status board is useful for handoffs because it shows visits waiting for review alongside those still in progress without mixing the schedule with clinical note content.

• Plan. The coordinator records the scheduled date, patient, clinician and visit type.
• Capture. The coordinator records the visit’s start and end; the clinician records observations and notes linked to it.
• Review. The team uses the awaiting-review state to gather evidence before completion.

Agree how the clinician tells the coordinator when care starts and ends, and when the coordinator moves an encounter to awaiting review. The Clinical Reviewer has read access to the care-domain records; the Clinical Coordinator manages the encounter record. Set a local handoff rule that makes this distinction clear. Also decide how cancelled visits are recorded, so they do not remain among active work.

A patient may have several encounters over time. Keep each note, observation, charge, specimen and dispensation attached to the visit where it occurred. The encounter reference supplies the common context for later review. Changing the assigned clinician on the patient record should not obscure who was named on an earlier encounter.

Open an encounter scheduled for a named patient. Confirm the clinician and visit type, then record arrival and start as the care begins. Add an observation and a draft note against that encounter. At the end, check the end date and move the visit for review. The reviewer can see the same encounter evidence before the coordinator completes it.

At a shift handoff, use the status board to separate visits that are still in progress from those awaiting review. Open one encounter in each state and check whether its start and end dates make sense for the current point in the visit. This helps the team correct status drift before later reporting.

• Scheduled Visits — Visits waiting for arrival with the planned patient and clinician.
• Visit Schedule — Scheduled and active visits with their recorded start and end dates.
• Visits Awaiting Review — Encounters ready for a read of notes and observations.

Follow visit delivery and documentation review.