Patient and care team

The Clinical Coordinator creates the patient record before scheduling a visit. The patient number and display name give staff a stable way to find the right person. Birth date and contact phone help the coordinator check identity during intake. The assigned clinician connects the patient to a named member of the care team. A coordinator should confirm those details with the clinic’s intake policy before linking a new encounter.

Consent has its own record. Each consent names a purpose and version, can carry a signed document, and has signing and expiry dates. A status of Pending calls for review before staff rely on that consent. A signed consent belongs to the patient record; if it is withdrawn or expires, the team can see the changed state without treating an older signature as current. The patient’s overall consent status helps staff find cases that need attention, while the purpose-specific record explains what was actually signed.

• Patient identity. The Clinical Coordinator owns the patient number, name, contact details and assigned clinician at intake.
• Purpose-specific consent. The Licensed Clinician records the purpose, version, document and relevant dates against the patient.
• Care ownership. The Clinical Governance Administrator records a clinician’s access purpose and effective period for a patient.

Agree how a patient number is assigned and how staff will check for an existing record. Decide which consent purposes need a document and when a changed version requires a new signature. Define who ends a care-team assignment when a clinician changes. The effective dates and access purpose should reflect an actual operating decision, not simply a historical note.

For a patient transferring to another clinician, the coordinator checks the patient record while the governance administrator reviews the active assignment. The old assignment can end and a new one can begin on the intended dates. Staff then know which clinician owns the next encounter and which consent documents are current for its purpose.

Take a new patient with a pending consent and an upcoming visit. Confirm the coordinator can find the patient by number, can identify the assigned clinician, and can see the consent requiring attention. Have the clinician record the signed version with its document and signing date. Then check that governance staff can see the corresponding care-team assignment and its effective period. Repeat with a withdrawn consent so staff do not mistake an old signature for an active one.

• Active patient list — Find patients whose overall consent status is active and check assigned clinicians.
• Pending consent records — Review purpose-specific consents awaiting a signature.
• Active care-team assignments — See current clinician responsibility by patient and access purpose.

Follow intake and consent into encounter review. Set up ownership through the implementation plan.