Event coordination

The Clinical Coordinator creates a donation event for the donor and names the clinician. A scheduled time and event type explain what the team is preparing for. As work occurs, the event records its start and end times and moves through the available states from Scheduled and Arrived to in progress, awaiting review and Completed. Cancelled remains a distinct outcome. Staff can therefore see whether a planned event took place and whether the review handoff is still open.

Coordination tasks are linked to donors, with an assigned team member and due date. Use them for preparation and follow-up that needs a named owner. An open task should describe the action in plain language. When the action finishes, record the completion date and status. Escalated remains visible if the assigned person cannot resolve it alone.

• Event record. Link the donor and clinician with scheduled and actual timing.
• Current state. Use the event status to distinguish planning, active work and review.
• Assigned tasks. Give every follow-up action a due date and team member.

Decide who may schedule, cancel and complete an event, and how the coordinator records a changed appointment. Agree when the team considers an event Arrived versus in progress. The actual start and end dates should describe what occurred rather than simply copying the scheduled date. Reviewers need a clear convention for when awaiting review is used and what evidence they examine before the team closes the event.

For tasks, agree on how often due work is reviewed and who handles an escalation. A task can be associated with a donor without being an event record. When follow-up concerns a specific event, staff should use a description that lets the next person locate it. The coordinator should check both the event queue and task queue during the daily handoff.

A donor has signed consent for the intended purpose. The coordinator schedules an event, assigns the clinician and adds a preparation task due before the visit. The clinician sees the donor assignment and completes the preparation task. The coordinator records the actual start when the donor arrives. If the event is delayed, the coordinator adjusts the schedule while preserving the current state accurately.

After the event, the clinician records linked clinical evidence and tells the coordinator when the work ends. The coordinator records the actual end time and moves the event to awaiting review for the Clinical Reviewer to inspect. A separate follow-up task remains Open until its assigned person completes it. Rehearse a cancellation as well: the event should be marked Cancelled, while unrelated donor history and completed tasks remain intact.

• Upcoming donation events — Scheduled and arrived events with donor, clinician and planned time.
• Event status board — Current event states for the daily coordination handoff.
• My coordination tasks — Assigned follow-up work with due and completion dates.

Event coordination and documentation follows the event; sample processing follows its evidence.