Managing Consent Forms

Consent forms will likely need to be updated and adjusted as your organization grows and changes. This article focuses on making updates to existing consent forms, versioning, and managing consent forms. 

Need to create a brand new consent form? Click here for instructions. 

Editing Consent Forms

Let's review how to make updates to Consent forms. Important: Updates to consents only apply to new forms added to the patient chart. Any forms added to the chart prior to the update will display the previous version. 

1. Open Templates and ensure the Consent forms is selected.
2. To edit a form, click on the Edit (pencil) icon.

Disabling a Consent Form

This is one of the most common updates made to consent forms. If you would like to disable a consent form (prevent it from being added to patient charts going forward), uncheck the Enabled button. Click Update to save. 

Disabled consent forms will be grayed out on the consent form list. 

Changing the Assigned Patient Chart Tab

To change which patient chart tab contains the form (e.g., from Admissions to Financial Intake, click on the Patient Processes drop-down and choose the new form tab. Click Update to save. 

This only impacts forms added to patient charts going forward. Any previously added forms will remain in the tab they were previously added to. 

Change Signature Requirements

Consent forms can require no signatures at all. However, if needed, you can require Patient, Guardian, Guarantor, and/or Staff Signatures using the available checkboxes. When the checkbox is selected, the signature of the required party can be applied. Click Update to save. 

Note: When a patient, guardian, or guarantor signs a consent form, the Kipu EMR user currently logged in is automatically listed as the Staff Present witness under the patient’s signature.

Update Locations

Forms are location-specific in a master instance. When a new location is added to your instance, you'll likely need to make each form you want to use available in the new instance. Use the Location checkboxes to make the form available for that location. You can also selectively enable forms based on location. This can be helpful if you have specific form versions for different locations. Click Update to save. 

Update Form Content/Wording

To make simple updates to forms, like replacing a year (e.g., 2021 with 2022) within a policy form, you can quickly make the adjustments directly in the Form editor. For example, in this Financial Agreement, we are no longer accepting money orders and we'd like to specify which credit cards are accepted. 

Click Update to save. If you need to make more extensive form changes, consider creating a new form version. This will allow you to make updates and preview the changes while the previous version remains live for use. To learn how, please see the Form Version section below.

Managing Consent Forms

A few key things can be configured from the main Consent Forms section. 

Form Order

The order of the consent forms within the Consent Forms tab dictates the form order on the patient chart when using the Populate with Forms button. To update the sort order of your forms, you can use a Custom Sort Order, sort alphabetically by Name, or sort based on the Process Tab Order, click here to learn more.

Time Stamps

Click on the Time Stamps button to view who created the form and who/when the form was last updated.

Delete Selected

To delete a form, click the form checkbox and click Delete Selected. 

Locating Consent Forms

If you have trouble finding a consent form, please select My Locations from the drop-down (master instances only) and use Ctrl + F (Windows) or Cmd + F (Mac) and search for the form's title. d enter your search terms.

Version Management

When significant updates are needed or when a new version of a consent form needs to be ready to deploy on a specific day, we recommend using the Version Management functionality. This ensures continuity as previous and current versions of the form are linked and prevents multiple copies of the same form, ensuring the most up-to-date form is used for patients. Click here to learn more.