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Start Visit Process Guide: Start Visit Workflow

Start Visit Consent Process Guide: Start Visit Workflow

1. Overview: Initiating the Patient Visit and Confirming Consent

This guide details the Start Visit Workflow, the final and crucial step in the overall Start Visit Process. This integrated workflow is responsible for two primary actions: securely verifying patient consent using an OTP, and then officially initiating the patient's visit within a healthcare facility.

It brings together all prior validations, checks and the patient's explicit authorisation to formally record the start of a patient encounter.

1.1. What This Workflow Does

The Start Visit Workflow completes the patient journey by confirming consent and registering the visit. It involves:

• Receiving All Visit-Related Inputs: It takes patient identifiers, the One-Time Password (OTP) provided by the patient or beneficiary, the type of service being offered, and the planned interventions.
• OTP Verification: It validates the patient's OTP by linking it to the previously initiated consent request.
• Confirming Patient Consent & Authorisation: Upon successful OTP verification, the system confirms the patient's authorisation and provides a unique auth_token. This token is critical for all subsequent actions related to this visit.
• Formal Visit Initiation: Using the confirmed consent and all gathered visit details, the system officially records the patient's visit, creating a formal claim. This typically involves updating internal records and possibly interacting with SHA's visit-related services.
• Providing Final Status: It communicates whether the visit was successfully started and provides the auth_token for future use.

1.2. Why This Workflow Is Critical

This workflow is vital because it is the point of formal patient encounter registration and final consent confirmation. Its criticality stems from:

• Official Visit Claim: It creates the official claim for the patient's visit in the system, enabling subsequent billing, clinical documentation, and data exchange.
• Legal & Ethical Compliance: By integrating OTP verification, it ensures that the visit is initiated only with the patient's explicit and verifiable consent, adhering to data privacy regulations and ethical healthcare practices.
• Enabling Subsequent Actions: The auth_token generated upon successful creation of a visit is the key to unlocking actions requiring some authorisation, such as submitting claims. Without this token, critical follow-up processes for the visit cannot proceed.
• Completing the Patient Journey: It marks the successful conclusion of the "Start Visit Consent Process," transitioning the patient to an active encounter.

This workflow formalises the healthcare encounter with explicit consent and provides the necessary authorisation for comprehensive care delivery while meeting compliance with SHA.

2. Workflow Details: Start Visit Process

This section details the complete process for initiating a patient's visit, including the integrated OTP verification.

2.1. Step-by-Step System Behavior

1. Input Reception The system receives all necessary inputs to start a visit, including the service type, beneficiary CR ID, the one-time password (OTP) provided by the patient, the optional beneficiary contact ID (if a specific contact was chosen for the OTP), and an array of interventions.

2. Internal Data Lookup & Consent Reference Retrieval Using the beneficiary CR ID, the system retrieves the patient's details. It also identifies and retrieves the unique consent request ID that was generated when the OTP was initially sent. This consent request ID is essential for validating the OTP.

3. OTP Verification The system then validates the OTP using the consent request ID and the OTP entered by the patient. It checks whether the OTP matches the one sent for that specific request and verifies that it is still valid (i.e., not expired or already used).

4. Confirm Consent & Obtain Authorisation Token Upon successful validation of the OTP, the patient's consent is confirmed, and an authorisation token is provided along with its expiration details. This authorisation token serves as proof of the patient's active consent for this visit and related interactions. If OTP verification fails at this point due to an incorrect OTP or an expired OTP, the workflow stops, and the failure is reported.

5. Formal Visit Initiation After successful OTP verification and receipt of the authorisation token, the system proceeds to formally initiate the visit. It compiles all visit details: beneficiary CR ID, service type, interventions, and the newly acquired authorisation token. The system then creates the official visit claim, linking it to the patient and the services to be rendered.

2.2. Key Validations

These are essential checks performed throughout this workflow to ensure a successful and compliant visit initiation:

1. Valid Patient Identification (beneficiary_cr_id): The provided beneficiary_cr_id must be a legitimate, active identifier in the Client Registry. This identifier is crucial, as it serves as the core identifier for the patient and is necessary for all subsequent data lookups and SHA interactions.

2. Valid Service Type: The service_type must be one of the predefined acceptable types: INPATIENT, OUTPATIENT, CAPITATION, or EMERGENCY. This classification ensures that the visit is categorised accurately and that the correct rules apply.

3. Valid and Current OTP: The one-time password (OTP) provided by the patient must be accurate, correspond to an active consent_request_id, and not be expired. This step is vital as it serves as direct proof of patient consent and is a fundamental security requirement.

4. Valid Interventions: The interventions array must contain valid and recognised intervention codes that are applicable to the service_type. This ensures that the requested services are correctly documented and can be tracked and billed appropriately.

5. Successful OTP Verification by SHA: SHA's validation service must confirm that the OTP is correct and issue an authorisation token. Without this step, patient consent is not officially confirmed, and the visit cannot be formally initiated with SHA.

6. Successful Visit Creation/Registration: The system must successfully create the visitʼs claim and/or confirm its registration with SHA. This step is the ultimate goal of the workflow, marking the official commencement of the patientʼs encounter.

2.3. Workflow Data Dictionary (Conceptual)

This table outlines the key information used and produced by this workflow:

Field Name	Description	Options	Required	Purpose
service_type	The category of service being offered for the visit.	INPATIENT, OUTPATIENT, CAPITATION, EMERGENCY	Yes	Defines the type of patient encounter, impacting facility operations, billing, and clinical pathways.
beneficiary_cr_id	The patient's unique Client Registry ID.		Yes	The core identifier links the visit to the specific patient. Used to retrieve necessary details and manage consent.
otp	The numerical One-Time Password provided by the patient.		Yes	Patient's explicit verification of consent. It must match the OTP sent earlier for the current consent request.
beneficiary_contact_id	An optional identifier for a specific patient contact if they have multiple.		No	Allows targeting a specific contact if the patient has multiple, ensuring the OTP is linked to the correct consent request context.
interventions	An array of codes representing the chosen services or procedures to be performed during this visit.		Yes	Details the specific medical/healthcare actions for which the visit is being initiated, essential for planning, resource allocation, and clinical documentation.

2.6. Expected Outcomes

The outcomes for the Start Visit Workflow reflect the final status of the visit initiation process.

Success: Visit Initiated & Consent Granted:

• All inputs were valid, the OTP was successfully verified by SHA, and the patient's visit was formally recorded. A valid auth_token is issued. With this, the patient's visit has officially begun. The auth_token should be securely stored and used for all subsequent authenticated interactions with SHA related to this visit.

Failure: Invalid Input Data:

• One or more of the initial inputs (beneficiary_cr_id, service_type, interventions, or beneficiary_contact_id) were invalid, missing, or malformed. The visit cannot be initiated. The system should log the specific input error, and the user interface should prompt staff to correct the invalid data.

Failure: OTP Verification Failed:

• The OTP provided by the patient was incorrect, or the OTP/consent request had expired before verification could be completed. In this case, patient consent could not be verified. The visit cannot proceed. The user might need to re-enter the OTP or, if expired, start a new consent process from the "Send OTP" phase.

3. Critical Success Factors for Start Visit Integration

For your integration with the Start Visit Workflow to be successful and reliable, keep these key points firmly in mind:

• Accurate Data Flow from Preceding Workflows: Ensure that validated patient identifiers (beneficiary_cr_id, beneficiary_contact_id) and the consent_request_id are correctly carried forward and available as inputs to this workflow.
• OTP Handling: Implement a user-friendly mechanism for patients to input the OTP. Ensure proper error handling for incorrect or expired OTPs.
• Secure Authorisation Token Management: Upon successful visit initiation, securely store the auth_token and its expiry details. This token is crucial for all subsequent authorised interactions with SHA.
• Comprehensive Input Validation: Validate all incoming parameters (service_type, beneficiary_cr_id, otp, interventions) thoroughly before attempting to process the visit. This minimises errors and ensures data integrity.
• Clear Error Messaging & Recovery: Be prepared to handle all documented failure scenarios from both the OTP verification.