Encounter coordination

The Clinical Coordinator schedules the patient with a clinician and records the visit type and time. Arrival and start are separate events. The Licensed Clinician documents care against the same encounter; a signed note and observations provide evidence for review. The Clinical Reviewer examines that evidence and unresolved tasks before the encounter is completed. Business Overview shows recent encounters and their status distribution across the records each user can access.

A scheduled visit can become Arrived and then in progress. The coordinator can identify a late arrival from the encounter queue, while the clinician works from the patient and clinician links on that record. When documentation is ready, awaiting review separates work in progress from a completed encounter. If the visit is cancelled, leave it Cancelled rather than treating it as completed care.

• Source. Keep patient, clinician, visit type, scheduled time, start time and end time on the record that owns the work.
• Responsibility. Clinical Coordinator starts from the relevant list and checks the linked record before acting.
• Handoff. Use the status and dates to decide what the next person should inspect.

Agree who records arrival, who starts care and what evidence is needed before review. Use the scheduled, start and end dates consistently. Define how cancelled visits are handled and who resolves a patient or clinician mismatch. Rehearse a review queue item with an unsigned note so a reviewer can explain why the encounter stays awaiting review.

Schedule a patient with a named clinician and visit type. Have the coordinator mark arrival, then have the clinician record an observation and a draft note. Check the encounter’s start time and move it into review only when the note is signed. Ask the reviewer to find it in Encounters Awaiting Review and examine open care tasks. Rehearse an unsigned note and leave the encounter in review until the clinician resolves the evidence.

The encounter is also the path back from a condition report. If a reviewer finds a report with the wrong encounter, correct that report reference before using the visit as evidence. Scheduled time shows the planned event, while start and end times describe the care that happened. Keep those distinctions when staff compare the recent queue with the source record.

• Encounter schedule — See planned visits alongside arrival and start times.
• Encounters Awaiting Review — Find visits whose clinical evidence awaits review.
• Open Care Tasks — Check unresolved patient follow-up before completion.

Use the process walkthrough to rehearse the decision and the data model to check record links. The roles page explains the access responsibilities.