Encounter scheduling

The Clinical Coordinator creates an encounter for a patient, clinician, scheduled time and visit type. Arrival, start and end times then record what happened during the visit. Status distinguishes a scheduled visit from one in progress, one awaiting review and a completed or cancelled visit. A schedule is useful only when the clinician and patient references are right; a status change cannot repair an encounter linked to the wrong person.

• Scheduled slot. The coordinator records the patient, clinician, visit type and scheduled time on the encounter.
• Actual visit times. Arrival, start and end describe what happened, while status carries the team’s current work queue.
• Review handoff. The coordinator moves a documented visit to review; the reviewer reads evidence before the coordinator completes it.

Agree who records arrival, who marks the start and end, and who can cancel or complete an encounter. Decide what the team will do when a patient arrives late or a clinician changes. The Clinical Reviewer needs a clear point at which the encounter is ready for review, while the Licensed Clinician needs time to finish notes and observations. Set those expectations before staff use the status board as an operating queue.

Rehearse a morning visit. The coordinator finds it on the scheduled list and marks the patient’s arrival. The coordinator records the visit start. The clinician writes the note and records any observations. When the encounter is ready, the coordinator places it in the review inbox. The reviewer examines its evidence; after that decision, the coordinator records completion. Check the scheduled, started and ended times against the actual visit rather than merely moving a status.

If a patient cancels, the coordinator records the cancelled state on the encounter and leaves the scheduled and actual times accurate. For a completed visit, compare the end time with the signed note before the coordinator closes it. The reviewer can inspect the record but does not edit its status.

• Scheduled encounters — Open the relevant records and check their current status before work begins.
• Encounter review inbox — Inspect the linked person, date and evidence before the next handoff.

Follow the care process and the access model. For setup sequence, see implementation.