Donor intake and assignments

The Clinical Coordinator creates the donor record when a person enters the program. Record the patient number, name, birth date and contact phone with the assigned clinician. The patient number gives staff a practical way to check whether the person already has a record before entering a new one. The name is for day-to-day recognition; it should not be the only way to identify a donor when two people share a name.

The donor’s consent status is a useful summary for the intake queue. The detailed consent record holds a purpose, version, signed date, expiry date and document. During intake, the coordinator should open both before planning an event. A summary marked Active does not tell the team which purpose or version the person signed. Keep the source document and its dates attached to the detailed record.

• One donor identity. Use the patient number and contact details to avoid split histories for the same person.
• Named clinician. Assign a team member to the donor so follow-up has an owner.
• Separate consent evidence. Review the purpose-specific record alongside the donor’s summary status.

Choose who enters new donor records and who resolves a possible duplicate. Decide which patient-number format the team will use and who can correct a mistaken identifier. Prepare a small set of realistic records, including a person with an older withdrawn consent and a newer signed document. Let the Clinical Coordinator explain which record governs the next event.

The Clinical Governance Administrator should maintain the team member list and current clinician privilege evidence. The coordinator can then assign an actual team member instead of putting a person’s name in free text. When a clinician leaves or changes responsibility, preserve the earlier event and note authors; update the donor’s current assignment for future work.

A coordinator receives a returning donor. They find the existing patient number, confirm the phone number and see the assigned clinician. The summary consent status is Pending, so they open the consent records rather than treating the donor as ready for an event. The coordinator records a follow-up task for the clinician and checks its due date. When the appropriate document is signed, the team updates the consent record and the donor summary deliberately.

Rehearse the same sequence with a second donor who has a similar name. Confirm that staff find the right person by patient number and that the task points to the intended donor. Ask the assigned clinician to open their assigned work and verify that the coordinator can still see the full intake queue.

• Donors needing consent follow-up — Donors whose summary consent needs attention, with the assigned clinician visible.
• My assigned donors — The clinician’s current donor list for direct follow-up.

Donor intake and consent leads into event coordination.