FAC-WF-04 · Clinical source review and local adoption

The knowledge service holds guidance documents and their extracted text. Whether this hospital may cite one is the hospital's decision: Administration → Clinical sources records the evidence, a clinical reviewer approves the exact edition, and the hospital adopts or withdraws it. Approving a source is not an evaluation of AI answers; that stays a separate, outstanding gate (INTEL-003).

Before you start

• The platform admin has uploaded the source and approved its extraction technically (CP-11). For the walkthrough it is a synthetic hospital protocol.
• Facility Admin registers and adopts. Dr. Ngozi Okafor, a confirmed clinical reviewer for General Outpatients, approves.
• Without a knowledge-service connection the page says The knowledge service is not connected for this hospital.

Steps

1. Register it and record the checks

Under Available from the knowledge service, Register the source: edition, owning department and intended use. Then record evidence the hospital may use it, a review date, and tick Extracted text checked against the original; Save checks. Send for clinical review names anything still missing.

2. A clinical reviewer approves the exact edition

The reviewer finds it under My reviews → Clinical sources, reads what is being approved and Approves and signs. Only clinical reviewers of the owning department can; the person who registered or submitted it can't.

3. Adopt it

Adopt for demonstration (synthetic) or Adopt for clinical use (a real, permitted source). It shows Adoption pending until the knowledge service confirms, then In use. If the service doesn't confirm, it shows Adoption failed — not in use with the reason, and Retry adoption repeats the same request.

4. Withdraw it

Withdraw stops this hospital citing it at once, even before the knowledge service confirms (Withdrawn here — waiting for the knowledge service). A source past its review date is withdrawn the same way automatically.

What Verabase will refuse and why

You try to…	Verabase says	Why
Send it for review without permission, extraction check or review date	Complete these first: …	Evidence before approval
Approve it without clinical-review competence in the owning department	This is clinical content… / You are not a current reviewer…	Source approval is a clinical decision
Approve a source you registered	You registered or submitted this source…	Independent review
Adopt a synthetic source for clinical use	Only Adopt for demonstration is offered; the knowledge service refuses otherwise	Synthetic text never becomes clinical guidance
Treat adoption as AI evaluation	Readiness shows AI evaluation separately: Needs evaluation	Separate decisions

You're done when…

• [ ] Each source in use has a permission record, a checked extraction, a review date and a clinical reviewer's signed approval.
• [ ] Synthetic sources show demonstration wherever they are in use.
• [ ] Readiness still shows AI evaluation as a separate, outstanding decision.

Practice task

Withdraw an adopted source and adopt it again. Check: it shows Withdrawn in between, then In use only after the knowledge service confirms.

Related journeys

FAC-WF-03 Department reviewers and readiness · CP-11 Knowledge service