Clinic & Care Team
COI Orb helps individuals, caregivers, families, and care teams work from the information that has been intentionally shared with them — keeping human review and authorization at the center.
Getting Started
How does a clinic get started?
A clinic or care organization begins by establishing its authorized users and defining what information each role can access. Typical users may include:
- Physicians
- Nurses
- Care coordinators
- Social workers
- Administrative staff
- Authorized clinicians
- Other approved care-team members
The organization should configure permissions based on the person's responsibilities.
Basic setup
Organization → Care Team → Authorized Users → Individuals → Permissioned Information → Care Coordination
The system should not assume that every staff member needs access to every individual's information.
Individual Profiles
What is an Individual Profile?
The Individual Profile provides an organized view of information that has been intentionally shared with the care team. It can bring together:
- Personal preferences
- Care preferences
- Recent activities
- Shared observations
- Appointments
- Documents
- Questions
- Communication
- Approved summaries
- Care-circle information
- Relevant modules
The profile should help the care team understand who this person is, what matters to them, and what has changed — rather than presenting only a collection of clinical measurements.
The Individual Remains the Center
The platform should not create a completely separate person record for every dashboard. Instead, there is a single underlying individual identity, and different interfaces expose different authorized views:
- Individual → User Workspace — full control and preferences
- Family → Family Circle — shared, permissioned view
- Care Team → Care Team View — professional, permissioned view
All three flow through the same shared information with permissions.
This is important for your modular architecture: the dashboard changes, the person does not become a different record.
Care Coordination
What does Care Coordination do?
Care Coordination gives authorized team members a shared operational view. Depending on permissions, the care team may be able to see:
- Recent check-ins
- Shared observations
- Appointments
- Care preferences
- Tasks
- Messages
- Relevant reports
- Escalations
- Follow-up requirements
The purpose is to reduce fragmented communication.
Care Team Tasks
Care teams should be able to create and assign tasks. Examples:
- Follow up with individual — Assigned to: Sarah (Care Coordinator). Due: Tomorrow.
- Review appointment preparation — Assigned to: Dr. Smith.
- Call family member — Assigned to: Care Coordinator.
Tasks should support:
Created → Assigned → In Progress → Completed → Documented
Every significant change should be auditable.
Documentation
How does Documentation work?
Authorized team members can document information relevant to their role. Documentation may include:
- Care notes
- Follow-up notes
- Observations
- Communication records
- Appointment notes
- Care coordination notes
- Shared preferences
- Approved AI-assisted drafts
Important — AI should assist documentation, not silently create finalized clinical documentation. A recommended workflow is:
Voice / Text / Observation → AI Draft → Human Review → Edit if needed → Approve → Final Record
This follows the same Human Signature / Approval principle used throughout the platform.
Appointment Preparation
What is Appointment Preparation?
COI Orb can help organize information before an appointment. Instead of requiring someone to remember everything during a stressful appointment, the system can collect approved information such as:
- Recent concerns
- Questions
- Changes in routine
- Relevant observations
- Personal priorities
- Care preferences
- Recent activity
- Medication questions
- Family concerns
The system can then create an Appointment Preparation Draft.
Easy Appointment Preparation
Example: "Help me prepare for my appointment."
The system may organize:
- What has changed — increased nighttime restlessness, sleep changed, appetite changed
- Questions — what should we discuss? what should we monitor? are there additional supports available?
- Personal priorities — "I prefer remaining at home whenever possible."
The individual or authorized person reviews the information before it becomes part of a shared package.
Reports
What reports can be generated?
Depending on permissions, the system can produce:
- Appointment preparation summaries
- Activity summaries
- Care coordination reports
- Shared observation summaries
- Timeline summaries
- Individual preference summaries
- Family communication summaries
- Operational reports
AI-generated reports should always identify themselves as generated or assisted content. Example: AI-Assisted Draft — Requires Review. The care professional must review the information before treating it as an authoritative record.
Communication
How does the care team communicate?
Authorized communication can occur through:
- Secure messages
- Care-team messages
- Video calls
- Appointment communications
- Follow-up requests
- Shared updates
The system should distinguish between:
- Individual ↔ Care Team — private care communication.
- Family ↔ Individual — personal connection.
- Family ↔ Care Team — authorized coordination.
- Care Team ↔ Care Team — internal professional communication.
These channels should not automatically expose all messages to every participant.
Video Calls
How do care-team video calls work?
A care team member can initiate or schedule a video interaction when permitted. Before joining:
- Confirm the intended participant
- Confirm camera permissions
- Confirm microphone permissions
- Provide basic connection guidance
The user should clearly know: Who am I about to speak with? and Why is this call happening?
COI Assistance
How can COI (Compassion Orb Intelligence) help the care team?
COI should function as an assistant, not an autonomous clinician. Potential capabilities include:
- Summarization — organize approved information into a concise summary.
- Natural Language Search — allow authorized users to ask "What changed since the last appointment?" or "Show me recent shared observations."
- Appointment Preparation — organize questions and relevant approved information.
- Documentation Drafting — convert approved voice or text input into a structured draft.
- Timeline Organization — help organize events chronologically.
- Pattern Identification — identify potentially relevant patterns in available information.
- Administrative Assistance — follow-up reminders, task organization, report preparation, communication drafts.
AI-Generated Information
Every AI-generated object should carry metadata:
- source_type: AI_GENERATED
- status: DRAFT
- created_by: COI
- review_status: PENDING_HUMAN_REVIEW
After approval:
- status: APPROVED
- approved_by: USER_ID
- approved_at: TIMESTAMP
This should apply to:
- summaries
- notes
- recommendations
- appointment preparation
- extracted observations
- communication drafts
Permissions
What can the clinic see?
Only information that has been made available to the care team through the platform's permission system. The system should support granular access. For example:
| Information | Clinic | Nurse | Family |
|---|---|---|---|
| Profile | ✓ | ✓ | Selected |
| Appointments | ✓ | ✓ | Selected |
| Activities | ✓ | ✓ | Selected |
| Health information | Authorized | Authorized | Optional |
| Memories | Optional | Optional | Selected |
| Private Journal | — | — | — |
| Care Preferences | ✓ | ✓ | Selected |
| Family Messages | Per permission | Per permission | ✓ |
This is an example architecture — actual permissions should be configurable.
Escalations
What is an escalation?
An escalation is an event that requires attention from an appropriate human person or care pathway. The platform should distinguish between:
- Informational — no immediate action required.
- Attention Required — someone should review the situation.
- Care-Team Review — a designated professional should assess it.
- Urgent — follow the configured urgent-response pathway.
- Emergency — the user should be directed toward appropriate emergency services.
COI Escalation
COI should never attempt to "solve" a situation beyond its authorized capability. Instead:
User interaction → COI understands request → Safety / policy assessment → Can COI safely respond?
- If yes → respond.
- If no → escalate to a human pathway.
COI should be able to say: "I don't want to guess about this. Let's connect you with the appropriate person." That is a feature, not a failure.
Care Team Notifications
The clinic interface should have a centralized notification center. Suggested categories:
- 🔴 Safety — events requiring attention.
- 🟠 Review — AI-generated content awaiting human review.
- 🔵 Communication — new messages.
- 🟢 Tasks — assigned or completed tasks.
- 🟣 Appointments — upcoming appointments and preparation.
- ⚪ System — technical or administrative notifications.
Avoid overwhelming care teams with notifications. Every notification should have: priority, source, individual, timestamp, reason, required action, assigned person, and status.
Care Team Dashboard
The clinic/care-team dashboard should ultimately answer five questions immediately:
- Who needs attention? — priority individuals.
- What changed? — recent approved/shared changes.
- What needs to happen? — outstanding tasks.
- Who is responsible? — assigned team member.
- What is coming next? — appointments and scheduled follow-ups.
Individual Profile → Modular View
When a clinician opens an individual, the interface can dynamically display the modules that have been activated.
For example, John might have an active workspace of:
- ❤️ Daily Compass
- 🎵 Sensory Lane
- 🌙 3 a.m. Whisper Mode
- 🗣 Story Scribe
- 🤝 Silent Invite
- 📚 Echo Legacy
Another individual, Mary, might have:
- 🫁 Airflow Pacer
- 🌙 3 a.m. Whisper Mode
- 🖐 Motor-Steady
- 💧 Vitals Core
- 🤝 Silent Invite
The clinic sees the person's selected capabilities — not "Dementia Dashboard" or "COPD Dashboard." This preserves the anti-stigma architecture.