Patients and care teams

The Clinical Coordinator records the patient’s name, patient number, birth date and contact phone before planning a visit. The patient record also names an assigned clinician and shows the patient’s consent state. This gives the coordinator a stable reference when visits, consents, care tasks and payments are entered. A patient may have many encounters over time, so the team should confirm the patient number before creating a new record for a return visit.

A patient record is the anchor for care activity. The coordinator can find the next visit from the encounter list and see open follow-up tasks against the same patient. During intake, the team should agree how a changed phone number is corrected, who confirms a duplicate identity and when a withdrawn consent state needs a new discussion. These are operating decisions for the team, with the patient record carrying the current values.

• Patient intake. Clinical Coordinator creates the identity record and links the assigned clinician.
• Team access. Clinical Governance Administrator records why a clinician is assigned to a patient and the assignment’s effective dates.
• Ongoing work. Licensed Clinician uses the patient link on tasks; the coordinator uses it to find encounters and payments.

A care-team assignment connects one patient and one clinician for a stated access purpose. Its Active or Ended state lets the governance administrator distinguish current access from a historical assignment. People records carry staff names, role titles, activity state and the linked user identity. That link matters when the team decides who should see or work on a patient’s record.

Agree who enters a new patient, which patient number source is authoritative, and how the coordinator checks for an existing record. Decide who can change the assigned clinician after visits already exist. The governance administrator should define a consistent access purpose and a review practice for effective dates. When a clinician leaves the care team, end the assignment rather than losing the history of who had responsibility.

Clinical Coordinator can manage patients; the Clinical Governance Administrator can manage care-team assignments and people. Licensed Clinician and Clinical Reviewer have viewing access to the relevant patient and team information. Test those access boundaries with real staff accounts before the first operating cycle.

Consider a returning patient whose contact phone changed and who now sees another clinician. Find the existing patient by patient number, correct the phone, assign the current clinician and record the care-team access purpose. Schedule the next encounter against that patient. The earlier encounters should still point to the same patient, while the active assignment shows who is responsible now. End the previous assignment after its effective period so the team can understand the handoff later.

Before the visit begins, check the patient’s consent state and the purpose-specific consent record. A general patient state and a signed document answer different questions; the team should review both for the work about to occur.

• Patients by consent state — Patient identities and assigned clinicians grouped by the current consent state.
• Active care assignments — Current patient-clinician relationships with purpose and effective dates.

See patient intake and encounter preparation and follow-up coordination. The roles guide helps the team rehearse who can change each record.