Patient Portal Forms

Sending forms:

1. Open patient chart in EHR
2. On the top right, click the “patient forms” icon, which looks like a rectangle with squares inside
3. In the pop-up:
   1. If an appointment is listed, change to “no appointment” from the dropdown
   2. Beside any forms you want to send, click “add”
      1. CONSENT FORM 1-5: standard consent for doctors, other practice, other organizations
      2. Consent- Family/Friends 1-5: Simplified consent for family, friends, or patient to consent to self
      3. Medicare Waiver: If a patient needs to submit claims and requires the Medicare opt-out form, send the one for their doctor
      4. Other forms: use as needed
   3. At the top, click “send to patient”. They will receive an email to complete in their portal.

Accepting completed forms:

1. Once a day, check for any completed forms.
2. Open any patient chart and open the “patient forms” pop-up window
3. In the upper left, click “review forms”
4. At the top, click the X by the patient name to see all forms for all patients
5. By the Status, filter to “complete” to show only completed forms
   1. You can also sort by incomplete, declines, etc. to check the status of outstanding forms
6. One by one, go through each form:
   1. Consents:
      1. Click “review”
      2. For standard consent, ensure all RED sections are completed
         1. If not completed:
            1. At the bottom, click “reject” and include a note.
            2. Send the patient a new form and then a portal message explaining what was entered incorrectly and ask them to complete the new one.
         2. If completed, or if Family/Friends consent was submitted:
            1. Open the PM chart
            2. Click “custom tabs”
               1. Contact: Name of the person or organization consented to + relationship (Dana Schwartz, Self)
               2. Relationship: Enter email address and/or fax if included
               3. Phone: Enter phone number
               4. Auth to view phi: Check box
               5. Click Save
            3. Go back to the patient forms pop-up
            4. At the bottom, click “accept”
            5. Send a message to the Back Office slack channel to @channel notifying of which patient completed which form and for whom, so whoever was waiting for it can proceed.
   2. Demographics form:
      1. Accept, no further instructions
   3. Intakes: PATIENT INFORMATION:
      1. In the forms pop-up, click “review”
      2. Patient Height and Weight:
         1. In the EHR chart, locate the “Vitals” section
         2. Click the green plus to log new vitals
         3. Enter the height and weight from the intake form
            1. Note: Height must be in inches
         4. Save by clicking check mark
      3. Allergies:
         1. In the EHR chart, locate the “Allergies” section”
         2. Click the green plus to log new allergy
         3. Save by clicking check mark
      4. Pharmacy Information:
         1. In the EHR chart, at the top left demographic section, click where it says “no pharmacy selected”
         2. Enter the pharmacy name and zip code, then click the correct pharmacy from the list
         3. When that pharmacy moves to the top section, click the check box by “preferred” at top right
         4. At bottom right, click OK
   4. Insurance Information:
      1. Open the PM chart
      2. Click the “insurance” tab
         1. Keep insurance as “self-pay” but edit the subscriber ID number to what the patient entered in the intake forms
         2. Notes: (if included on intake form): RX BIN #; RX PCN #; RX Group #
         3. Save
      3. Back in the patient forms pop-up, at the bottom, click accept