Manage Patient Consents

In axiUm, patient consents are created as Crystal Reports that patients can view. A signature can be captured electronically and tied to the consent, making it a legal contract. Consents can also require patient initials to be captured electronically for each page of a consent with multiple pages.

Consents can be general in nature (e.g., a release of information consent) or can be treatment-based and associated with one or more treatments. Consents can also be set to expire if necessary.

Consent requirements can be customized by your institution. If consent is required for a patient, a Consent Required () indicator displays in the status bar.

Additionally, any treatments in the EHR that require consent display with the same Consent Required () indicator.

Note: While this section focuses on the Attachments/Consents module, you can also complete some of these tasks from the Attachments/Consents tab in the EHR module and Case Management module.

  1. From the status bar, click the Consent Required () indicator and select View Missing Required Consents to display the Consent List window.

  2. If necessary, filter the listed results.
    • From the Section and Sub-tab drop-down lists, select an option.

      • Note: The options are customizable by your institution during Attachments/Consents setup.

  3. Select a listed consent and click the Preview Report () icon.
  4. Review the consent and close the window.

If a consent form is missing, you can add one from several places:

  • Attachments/Consents module
  • EHR / Case Management module
  • status bar
  • Ortho Manager module

Signed initials may be required for each page in a patient consent in addition to full signature(s). If made required, each page must be initialed in an Initials window after being viewed and before the entire consent can be signed. If initials are not part of the form, a Signature window displays as usual.

A Preview button is available. This allows you to view the consent page or entire form again before initialing or signing.

To add a patient consent:

  1. Select the patient and open the Add Patient Consent window from one of the following places:
    1. Open the Attachments/Consents module.
    2. Select the section and sub-tab for the new consent and click the Add a new Record () icon.
    1. Open the EHR module.
    2. Click the Add Patient Consent () icon.
    1. From the status bar, click the Consent Required () icon and select Add Patient Consent.
    1. Open the Ortho Manager module.
    2. In the Ortho Manager window, click the Add Patient Consent () icon.
  2. Complete the following fields as necessary and click OK.

    3. Field Description
    Date

    Select the date the attachment was added, past or present.

    Note: You cannot select a future date.

    Consent Click the ellipsis to select a consent file.
    Expiry If applicable, select an expiry date.
    Section / Sub-tab Select the section and sub-tab the consent will save to in the Attachments/Consents module.
    Description

    Enter the description of the consent form.

    Note: This field is only enabled if the consent code selected is for a scanned-in consent.

    Attachment

    Click the ellipsis to select a scanned-in consent file.

    Note: This field is only enabled if the consent code selected is for a scanned-in consent.

    Scan to File

    You can scan and save a document locally or to the network before uploading it to axiUm.

    (Optional) Click the button to open your scanning software and scan the document.

    Note: This button is enabled if scanning software is specified on your workstation.
    Select Source

    Click the button to display the Select Source window and select your input source for scanning documents.

    Note: The Select Source button is enabled if one or more media devices is attached to your workstation.

    Scan Direct

    If a scanner is connected to your workstation, click the button to scan the file directly into axiUm.

    Note: The Scan Direct button is enabled if scanning software is specified on your workstation.

  3. If the consent is a treatment-based consent, select the treatment(s) to be associated with the consent and click OK.

    4. Tip: Click the Select All or Deselect All buttons to make your selections more quickly.

  4. If the consent has any parameters that must be specified, complete the field(s) displayed in the Enter Parameter Values window and click OK.

    5. Example: Representative’s relationship to patient (if applicable).

    The first consent page displays.

    Note: If the consent requires patient initials for each page, only the first page displays. If the consent does not require patient initials, you can review all consent pages as usual.

  5. Review the page(s) and click the X icon to close the consent.

    6. If patient initials are required, the Patient Initials window opens.

    Note: If the consent doesn’t require initials, the Patient Signature window displays.

    Tip: You can click the Preview button to view the consent page or entire form again.

  6. Enter initials or signature as required and click OK to close the Patient Initials window.

    7. Note: If the initials are optional for the page, you can click the Skip button.

  7. If the consent has additional pages, repeat Steps 5-6 until all pages have been viewed and initialed.

    8. When all pages has been reviewed and initialed (if necessary), a Patient Signature window opens.

    Tip: You can click the Preview button to view the entire consent form.

  8. Enter your signature and click OK to close the Patient Signature window.
  9. Repeat Steps 4-8 for all other necessary initials and signatures.

    10. Example: A Witness Signature window.

  1. Select a patient and open the Attachments/Consents module.
  2. Under Section, select an option and click a listed sub-tab that stores consents to display all listed attachments.
  3. (Optional) Select the Show Deleted check box to display all deleted files.

  4. To view a consent, complete one of the following:
    • Double-click the file.
    • Click the Preview Report () icon.
  5. To perform an additional task, complete one of the following:

    1. Select a consent and click the Edit Record () icon to display the Edit Patient Consent window.

      2. Note: You can also select a consent, right-click and select Edit Date/Description.

      Tip: From the Entered field, you can view the date/time that the attachment was created.

    2. Edit the fields as necessary and click OK to save your changes.

      3. Note: The contents of the file cannot be changed.

    1. Right-click a consent and select Move to another tab to display the Move Attachment Items window.
    2. Select the new Section and Tab from the drop-down lists and click OK.

      3. Note: Only sections/sub-tabs that are configured to store consents display in the drop-down lists.

    1. Select a consent and click the Delete Record () icon.
    2. When prompted, click Yes to confirm the deletion.
    1. Select a consent and click the Preview Report () icon to display the consent or click the Print Report () icon to print the consent.
    1. Right-click in the consent list area and select Print List.

      2. A list of all the attachments within the Section and Sub-tab prints.

If configured by your institution, axiUm can warn you when a patient is selected that does not have a release of information consent on file.

This flag is used to ensure that the patient has agreed (and signed a consent) allowing you to send their information to insurance companies for claim submission.

The release of information warning is tied to a flag on the patient’s record—not a specific consent. Once you have added the appropriate consent to the patient’s file, you will manually need to update this field.

The flag can be selected (or de-selected) in two different areas in axiUm.

Note: Changing it in one location changes it in the other.

To set the Release of Information Consent flag:

  1. Select a patient.
  2. Open one of the following:
    • Patient Card > Codes tab.
    • Attachments/Consents module.
  3. Select the Release of information on file check box.
  4. If necessary, click Save.