Consent forms can be configured as conditional based on the patient's wishes. This is commonly used for forms like "Consent for Release of Confidential information (ROI)" where the patient authorizes a specific individual to receive information about their treatment. If the patient changes their mind about sharing their treatment information at any time, the form should be set up to allow the consent to be revoked and ensure that the contact will no longer receive information about the patient's treatment.
These forms are extremely important because facilities are legally obligated by HIPAA to preserve the patient's confidentiality regarding their protected health information (PHI).
Creating an ROI/Consent Form
You can set up an ROI/Consent form under Templates (see the article on creating consent form templates for more information).
- To begin, click on the Templates Tab. The Consent Forms tab should be open by default.
- Click the + New Form button.
- The following fields are crucial for ROI forms:
- Check the Allow Revocation box.
- Rule: Choose the Create for all patient contacts option from the list. Choosing this rule will cause one form to populate automatically for all contacts added to the patient facesheet. In this example, we are creating a ROI, which allows for the authorized release of confidential information to a chosen contact.
- Optional: You can also set the form to expire every x days to ensure that the patient is continually making updated decisions about who they want to share their information with.
- If your organization is using the Patient Portal, you can also check the Available and Allow portal revocation box to make the form available to share with portal and to allow the patient, guardian, or guarantor to revoke consent directly from the patient portal.
- Tip: Set up the Portal Consent Revoked notification to ensure the proper users are alerted when a consent is revoked from the portal.
- Create the rest of the form as desired (see Creating Consent Forms for more information).
Signing the Consent
Let's review how to sign the consent form when added for multiple contacts. These forms can be signed from the patient chart or through the patient portal.
- From the assigned patient chart tab, click Add Form.
- Use the Add button to select the form. Rules added to the form will be listed next to the title. This can help you distinguish forms with similar names.
- A form will be created for all patient contacts present on the patient's facesheet.
- Next, have the patient sign the form(s) for the contact(s) that should have access to their confidential treatment information.
- If the patient doesn't wish to disclose information to a particular contact, simply use the X to delete that contact's form.
- Next, have the patient sign the form(s) for the contact(s) that should have access to their confidential treatment information.
- If you've set an expiration date, that date will be listed on the signed form.
Collect Signatures from Portal
Use the following instructions if you'd like to collect the patient, guardian, and/or guarantor signatures from their portal account.
- From the document, click on the Share to Portal Icon, then check the box next to each user. Only users with an active portal account will appear.
- In the portal account, the user can open the document by clicking on the arrow.
- They can complete the document and click Sign & Submit to add their signature.
Revoking a Consent
Let's review how to revoke consent. This requires the patient to sign the consent a second time to revoke the consent. This can be done from the patient chart or from the patient portal.
- Locate the consent form in the patient chart. Click on the form name to open.
- Scroll to the end of the form and click the Signature to Revoke this Form button.
- Have the patient sign and click Submit.
- The patient signature to revoke permission will appear under the original signature, and the permission is now revoked.
- A stamp will appear at the top of the form indicating that it has been revoked and includes the date and time of the revocation.
- The tab will also display the form's revoked status and date of revocation.
Revoking from the Patient Portal
To revoke a consent form, the user will need to log into the portal.
- From the portal dashboard, scroll to the My Documents tab.
- Locate the form and click to open.
- Scroll to the end of the form and click Revoke.
- Sign in the Revoke box.
- A stamp will appear at the top of the form indicating that it has been revoked and includes the date and time of the revocation and the document on the patient chart will display as Revoked.
- Additionally, users will receive a notification about the revocation if configured.
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