Clinical Posting Workspace and Delivery

Epic summary

The Clinical Posting Workspace and Delivery epic is the daily working area for a clinical posting after its schedule has been published.

Clinical Posting Planning answers where a learner group is supposed to be posted. This workspace records what actually happened during the posting.

Published clinical-posting assignment
  -> Dated posting day or shift
      -> Expected unit subgroup and supervisor
      -> Actual unit, location, supervisor and activity
      -> Clinical attendance
      -> Linked logbook and competency evidence

A four-week posting is not treated as one large course session. It contains dated posting days or shifts derived from the posting’s approved time pattern. Each dated occurrence has its own roster, actual delivery record, attendance state, and operational history.

This workspace does not store patient-care records. It records educational activity using controlled, non-identifying categories.

Before you start

The following must already exist:

an Active cohort phase plan;
a clinical-posting plan included in a published master timetable;
a dated department posting assignment for a stable clinical group;
posting-specific unit subgroups where the department uses units;
effective learner membership for the posting dates;
eligible departments, units, sites, locations, and supervisor pools;
a posting time pattern from which dated days or shifts can be created;
applicable clinical-attendance requirements and operating policy; and
users assigned to the required clinical, attendance, and competency roles.

A future posting may be visible before it becomes Active. Actual delivery and attendance cannot be recorded before the permitted capture window or by a user without an effective assignment.

Actors and access

Access source	Access in this epic
Institute member with Clinical Posting Coordinator role	Oversees live postings across the phase, resolves operational gaps, and monitors completion readiness
Department Admin, normally with HOD appointment	Reviews department-owned delivery and approves significant department-level changes where policy requires it
Unit Admin	Manages the unit’s expected roster, available supervisors, locations, and operational changes within assigned scope
Assigned Faculty or clinical supervisor	Views the assigned subgroup, records actual delivery, launches attendance, and reviews linked learner evidence where separately authorised
Institute member with Attendance Approver role	Finalises or corrects attendance through Attendance Management; does not edit delivery facts merely to change attendance
Eligible Unit or Department Faculty	Reviews or certifies permitted competency evidence only when designation, association, assignment, and curriculum rules allow it
Institute member with Phase Coordinator role	Reviews posting delivery and completion gaps across the cohort phase
Institute member with Academic Registrar role	Oversees institute-wide completion and decides authorised academic exceptions
Student	Views the applicable posting, personal attendance, requirements, submissions, feedback, and completion state
Auditor role	Reads plans, occurrences, actual delivery, changes, hand-offs, evidence references, completion checks, and history within scope

A Faculty role alone does not provide access to every posting. The user must have an effective department, unit, posting, supervisor, or learner-review assignment for the relevant dates.

Posting and occurrence lifecycle

The overall learner posting assignment follows the planning lifecycle. Its dated operational occurrences follow a separate delivery lifecycle.

Planned
  -> Released
  -> Open for Delivery
  -> Conducted / Partially Conducted / Cancelled / Rescheduled
  -> Reconciled

A Conducted or Partially Conducted occurrence can be corrected only through a controlled correction. A Cancelled occurrence does not count as delivered time or attendance opportunity. Where required, it creates a replacement need connected to the original occurrence.

Workspace structure

The workspace contains:

Clinical Posting Dashboard
Posting Details and Current Assignments
Daily Posting Roster
Record Actual Delivery
Substitution and Operational Change
Attendance Handoff
Logbook and Competency Summary
Student Posting View
Completion Readiness and History

Screen 1: Clinical Posting Dashboard

The dashboard shows current and upcoming postings within the user’s scope.

Each posting card shows:

cohort, phase, and clinical group;
curriculum posting requirement;
department, dates, and time pattern;
unit subgroup distribution;
assigned supervisor pools;
completed, partial, cancelled, replacement, and remaining posting occurrences;
attendance awaiting capture or finalisation;
evidence awaiting review or sign-off;
learners with incomplete requirements; and
open operational issues.

Example:

General Medicine — 4 weeks
Clinical Group A — 32 learners

Unit 1: 12 learners
Unit 2: 10 learners
Unit 3: 10 learners

Posting days completed:       14 of 20
Attendance pending:            1 day
Replacement required:          1 day
Learners with pending evidence: 4

The dashboard can be filtered by cohort, phase, department, unit, clinical group, supervisor, posting date, delivery state, attendance state, or completion risk.

Screen 2: Posting Details and Current Assignments

This screen clearly separates the published plan from current operational facts.

Published posting information

Field	Meaning
Curriculum requirement	Exact clinical-posting requirement from the cohort’s pinned curriculum version
Department	Department responsible for the posting
Posting dates and duration	Published start, end, and required duration
Posting time pattern	Expected working days, shifts, or protected clinical hours
Main clinical group	Stable group rotating across departments
Unit subgroups	Posting-specific learner distribution between units
Sites and location options	Approved clinical learning sites and permitted locations
Supervisor pools	Faculty or clinical supervisors eligible for the posting
Completion requirements	Required duration, attendance, exposure, logbook, competency, or sign-off conditions

These values cannot be silently changed from the delivery workspace.

Current operational information

The screen also shows:

current occurrence and next occurrence;
active unit and supervisor assignments;
approved temporary substitutions;
incomplete daily records;
attendance and evidence summaries; and
unresolved replacement requirements.

Screen 3: Daily Posting Roster

The daily roster is created for one dated posting occurrence.

Field	Meaning
Posting occurrence	Date or shift derived from the published time pattern
Main clinical group	Stable clinical group assigned to the department
Unit subgroup	Posting-specific subgroup expected for this unit and date
Expected learners	Effective subgroup members for the occurrence
Planned unit	Unit expected to receive the learners
Planned site and locations	Approved site and possible clinical locations
Planned supervisor	Named supervisor or eligible supervisor pool
Expected time	Planned start, end, and duration
Delivery state	Not Started, Draft, Conducted, Partial, Cancelled, Rescheduled, or Reconciled
Attendance state	Not Opened, Draft, Submitted, Finalised, Corrected, or Voided

The roster is authoritative for expected participation, but it does not create or modify learner-group membership.

If a learner is missing or appears incorrectly, the supervisor reports a roster issue. An authorised coordinator reconciles it against the phase participant, group membership, posting assignment, and effective dates.

Screen 4: Record Actual Delivery

The assigned supervisor records what actually happened during the posting day or shift.

Field	Required	What is recorded
Posting occurrence	Yes	Dated source occurrence being reconciled
Delivery outcome	Yes	Conducted, Partially Conducted, Cancelled, or Rescheduled
Actual start and end	Yes when conducted	Actual clinical-teaching interval
Actual unit	Yes	Unit that received the learners, or department where no units exist
Actual site	Yes	Approved clinical learning site used
Actual location	Conditional	Ward, OPD, OT, emergency area, labour room, community site, or another permitted location
Actual supervisors	Yes when conducted	Faculty or clinical supervisors who were responsible during delivery
Activity categories	Yes when conducted	Controlled educational activities undertaken
Learner coverage	Yes	Whole expected subgroup or an authorised subset affected by the delivery record
Deviation reason	Conditional	Required when actual facts materially differ from the published plan
Replacement required	Conditional	Whether cancelled or partial time must be recovered
Operational note	No	Educational delivery note without patient-identifying information

Activity categories

Controlled categories may include:

ward work or ward rounds;
OPD exposure;
bedside teaching;
emergency exposure;
operation theatre;
labour room;
procedure area;
case presentation;
seminar or clinical discussion;
community visit; and
laboratory or diagnostic exposure.

The activity summary records educational delivery. It is not a substitute for learner-level case, procedure, skill, or competency evidence.

Screen 5: Substitution and Operational Change

Clinical work changes frequently. A supervisor may become unavailable, a unit may have insufficient capacity, or a clinical location may become temporarily unsuitable.

The authorised user may record:

substitute supervisor;
temporary unit reassignment;
alternative approved site or location;
adjusted start or end time;
affected unit subgroup or learners;
reason and urgency;
approving role where required;
effective occurrence or date range; and
whether the timetable or future posting plan also needs revision.

Example:

Planned: Medicine Unit 1 — Dr A — Ward 3
Actual:  Medicine Unit 2 — Dr B — OPD
Reason:  Unit 1 supervisor unavailable

A same-day operational substitution may be recorded without rebuilding the master timetable when institute policy permits it and every hard capacity, eligibility, and learner-safety rule remains satisfied.

A future or material schedule change must go through Clinical Posting Planning and Master Timetable Review. The delivery workspace cannot use an operational substitution to permanently bypass those controls.

Screen 6: Attendance Handoff

After actual delivery has been recorded, the supervisor opens attendance for the occurrence.

The Clinical Posting Workspace supplies:

posting occurrence;
actual date and duration;
clinical attendance category;
expected learner roster;
actual unit, site, and supervisor; and
delivery outcome.

Attendance Management owns:

learner attendance statuses;
capture and submission;
finalisation and correction;
numerator and denominator treatment;
shortage monitoring; and
attendance certification.

A Cancelled occurrence is voided or closed without ordinary attendance. A Partially Conducted occurrence passes only the accepted actual duration into attendance calculation.

Open Attendance Management →

Screen 7: Logbook and Competency Summary

The workspace shows a summary of evidence related to this posting so that supervisors and coordinators can identify incomplete work.

It may show:

cases or encounters recorded;
procedures and skills recorded;
evidence awaiting faculty review;
returned submissions requiring correction;
competencies observed but not yet signed off;
mandatory exposure categories not yet met;
remediation assigned or outstanding; and
final certification still required.

The workspace reads these records from Competency and Logbook. It does not store the learner’s case, procedure, skill, evidence, feedback, or competency sign-off itself.

Open Competency Review and Certification →

A supervisor can follow a permitted link to review evidence only when the user’s faculty designation, department or unit association, academic assignment, and curriculum rule permit it.

Screen 8: Student Posting View

The student sees the posting information that applies personally.

The view contains:

department, unit, site, and approved location guidance;
posting dates and daily time pattern;
assigned supervisor or supervisor pool;
current and upcoming posting occurrences;
released operational changes and announcements;
personal clinical attendance;
required exposure, cases, procedures, skills, and competencies;
personal logbook submissions, feedback, and sign-off state; and
current completion-readiness explanation.

The student cannot see another learner’s attendance, evidence, private feedback, or unrestricted faculty notes.

The student must not enter patient names, hospital numbers, identifiable photographs, or other identifiable clinical information into an operational note, discussion, or evidence field.

Screen 9: Completion Readiness and History

The completion screen brings together facts owned by the relevant modules.

Requirement	Authoritative source
Scheduled posting and required duration	Curriculum and Clinical Posting Planning
Actual conducted days or shifts	Clinical Posting Workspace and Delivery
Clinical attendance	Attendance Management
Cases, procedures, skills, and evidence	Competency and Logbook
Competency observations and sign-offs	Competency and Logbook
Approved remediation	Owning remediation workflow
Completion or progression decision	Configured completion and progression process

The result is shown in plain language:

Ready for Completion

Not Ready
- Clinical attendance is short by 2 days
- 1 mandatory procedure is awaiting sign-off

Unable to Evaluate
- Attendance for 3 posting days is not finalised

The readiness check is a snapshot, not a hidden decision. Every result identifies the source records and policy used.

History retains planned values, actual delivery, substitutions, location and supervisor changes, cancellations, replacement work, attendance hand-offs, readiness checks, corrections, and actors.

Use case 1: Open the live posting workspace

As an assigned Faculty member, Unit Admin, or Clinical Posting Coordinator
I want to see the live posting within my scope
So that I know which learners, units, supervisors, and occurrences require action.

Acceptance criteria

The workspace is derived from a released posting assignment.
Access follows effective department, unit, supervisor, and coordinator assignments.
Current and upcoming occurrences are generated from the approved posting time pattern.
Expected learners come from effective posting and subgroup membership.
The dashboard identifies missing delivery, attendance, and evidence work separately.

Use case 2: Record a posting day or shift

As an assigned Faculty member or clinical supervisor
I want to record what actually happened during the occurrence
So that the institute has an accurate delivery record.

Acceptance criteria

One current delivery record exists for each occurrence and applicable audience.
Actual time, unit, site, location, supervisors, activities, and outcome are stored separately from the plan.
A material difference requires a controlled reason.
Activity categories come from an institute-controlled list.
Patient-identifying information is prohibited.
Repeated submission does not create duplicate delivery records.

Use case 3: Record a supervisor, unit, or location change

As a Unit Admin or Clinical Posting Coordinator
I want to record a valid operational substitution
So that delivery can continue without erasing the original plan.

Acceptance criteria

The original planned unit, supervisor, site, and location remain visible.
The substitute is eligible and effective for the occurrence.
Unit, location, supervisor, and learner-capacity rules are rechecked.
The reason, actor, approval, and affected learners are retained.
A material future change is sent through planning and timetable revision.

Use case 4: Launch clinical attendance

As an assigned Faculty member or clinical supervisor
I want to open attendance from the completed posting occurrence
So that I can mark the correct learners against the actual activity.

Acceptance criteria

The attendance occurrence references the clinical posting occurrence and actual duration.
The eligible roster matches effective subgroup membership.
A Cancelled occurrence cannot accept ordinary attendance.
A Partially Conducted occurrence uses only accepted actual duration.
Attendance marks, finalisation, corrections, and calculations remain in Attendance Management.

Use case 5: Review posting evidence

As an authorised clinical supervisor or eligible Unit or Department Faculty
I want to see evidence related to the posting
So that I can identify work awaiting review or sign-off.

Acceptance criteria

The summary reads current evidence from Competency and Logbook.
The workspace does not copy learner evidence into delivery records.
Review and sign-off actions require their own functional assignment.
Every count links to the underlying permitted records.
The user cannot see learner evidence outside assigned scope.

Use case 6: View a personal posting

As a Student
I want to see my current posting, attendance, requirements, and pending work
So that I understand where to report and what remains incomplete.

Acceptance criteria

The student sees only personally applicable posting and evidence information.
Released unit, site, location, supervisor, and schedule changes are visible.
Personal attendance links to its explainable attendance view.
Pending logbook review and competency sign-off are clearly different.
The student cannot view another learner’s records.

Use case 7: Evaluate posting completion readiness

As a Clinical Posting Coordinator or Academic Registrar
I want to check every required source before posting completion
So that incomplete or unavailable evidence is not treated as completed.

Acceptance criteria

Duration, delivery, attendance, exposure, logbook, competency, and remediation checks remain separate.
Every check identifies its source record and applicable requirement.
Missing or unfinalised evidence returns Unable to Evaluate rather than Failed.
Not Ready identifies each unmet requirement in plain language.
Re-evaluation creates a new snapshot and preserves the earlier result.
The workspace does not make a phase-progression decision.

Use case 8: Reconcile cancelled or partial delivery

As a Clinical Posting Coordinator
I want to arrange and track required replacement work
So that affected learners can receive the required posting duration.

Acceptance criteria

The replacement requirement references the original occurrence and affected learners.
Required and completed replacement duration are visible.
A future replacement is scheduled through the controlled timetable route.
Conducting the replacement creates its own delivery and attendance records.
Completion readiness remains Not Ready while compulsory replacement work is incomplete.

Business rules

A live workspace must originate from a released clinical-posting assignment.
A posting block contains dated occurrences; it is not one attendance or delivery record.
Planned and actual unit, site, location, supervisor, time, and activity remain separate.
Every learner in an occurrence must be justified by effective posting and subgroup membership.
Unit and location remain different records: the unit is the clinical team and the location is where work occurred.
A Cancelled occurrence does not count as delivery or attendance opportunity.
A Partially Conducted occurrence counts only accepted actual duration.
Same-day substitutions must still satisfy eligibility, capacity, scope, and safety rules.
Attendance marks belong to Attendance Management.
Cases, procedures, skills, evidence, feedback, and competency sign-offs belong to Competency and Logbook.
Operational records must not contain patient-identifying information.
Completion readiness explains source facts; it does not make a progression decision.

Exception paths

Supervisor is unavailable: assign an eligible substitute, retain the plan, record the reason, and recheck capacity and scope.
Unit cannot receive learners: use another eligible unit within capacity or send the future change back to the posting scheduler.
Clinical location becomes unavailable: choose an approved alternative or cancel and create replacement work.
Roster is incorrect: reconcile against effective group and posting assignments rather than editing the roster directly.
Posting day is cancelled: record the cancellation, void attendance, and create replacement work where required.
Only part of the day is conducted: record actual duration and affected learners and calculate the remaining requirement.
Actual record is wrong: use a controlled correction that preserves the earlier values and rechecks dependent attendance or readiness records.
Patient-identifying content is entered: restrict the record, preserve the audit evidence, and route the incident through institute privacy policy.
Evidence source is incomplete: show Unable to Evaluate rather than assuming that the learner failed or completed the posting.

Conceptual schema

academic.clinical_posting_assignment
  -> academic.clinical_posting_occurrence
      -> expected unit subgroup and learner roster
      -> academic.clinical_posting_delivery_record
          -> actual supervisors
          -> activity summaries
          -> operational variances
          -> replacement requirements
      -> attendance.attendance_occurrence
      -> competency and logbook evidence references
  -> academic.clinical_posting_completion_snapshot

Record	Important fields
`academic.clinical_posting_occurrence`	posting assignment, date, shift or time pattern, planned interval, planned unit, site, location options, supervisor pool, state
`academic.clinical_posting_occurrence_learner`	occurrence, phase participant, subgroup membership source, expected state, effective dates
`academic.clinical_posting_delivery_record`	occurrence, outcome, actual interval, actual unit, site, primary location, deviation reason, reconciled state
`academic.clinical_posting_delivery_supervisor`	delivery record, faculty or supervisor assignment, responsibility, actual interval
`academic.clinical_posting_activity_summary`	delivery record, controlled activity category, location, duration, whole subgroup or authorised audience
`academic.clinical_posting_operational_variance`	occurrence, variance type, planned value, actual value, reason, approval, affected learners
`academic.clinical_posting_replacement_requirement`	source occurrence, affected learners, required duration, reason, replacement occurrence, completion state
`academic.clinical_posting_completion_snapshot`	posting assignment, learner, requirement results, source versions, overall readiness, evaluated at
`academic.clinical_posting_delivery_event`	affected record, action, actor, role assignment, previous and new values, time

The workspace may store references to attendance and competency records for navigation and readiness evaluation. It does not copy their learner marks, evidence, feedback, or sign-off facts into the delivery tables.

Process-layer responsibilities

The process layer must:

create dated occurrences from the released posting assignment and approved time pattern;
build an effective learner roster for each occurrence;
resolve planned unit, site, location options, supervisor pool, and applicable requirements;
derive faculty and student access from effective assignments;
keep every planned value separate from actual delivery;
validate actual units, sites, locations, supervisors, learners, times, and activity categories;
enforce unit, location, supervisor, learner-capacity, date, scope, and safety rules for substitutions;
determine when an operational change requires a future planning or timetable revision;
prevent duplicate current delivery records for the same occurrence and audience;
create replacement requirements for compulsory cancelled or partial delivery;
pass actual occurrence and roster facts to Attendance Management without storing marks locally;
read permitted logbook and competency summaries without copying their evidence;
calculate completion readiness from named, versioned source facts;
distinguish Ready, Not Ready, and Unable to Evaluate;
invalidate or recalculate dependent readiness when source evidence changes;
apply patient-privacy controls to notes, attachments, and activity summaries; and
preserve every occurrence, change, correction, handoff, readiness result, actor, and time.

Out of scope

This epic does not:

create the curriculum clinical-posting requirement;
create stable clinical groups or unit subgroups;
prepare or publish the clinical rotation timetable;
manage patient registration, diagnosis, treatment, orders, or hospital documentation;
store identifiable patient encounters;
own attendance marks, calculations, or certificates;
own learner case, procedure, skill, competency, evidence, feedback, or sign-off records;
record assessment results;
approve leave; or
decide phase progression or programme completion.

Completion outcome

The institute has an auditable daily record of what occurred during every clinical posting, who supervised it, which learners were expected, what operational changes were made, whether attendance and evidence are complete, and what still prevents posting completion.