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.

  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 entry 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 module
  • Status bar
  • Ortho Manager module

To add a patient consent:

  1. Select the patient and display 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 display the Consent List window and 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

    If applicable, 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

    If applicable, 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 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 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 Select All or Deselect All 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.

  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.

    If the consent does not require initials, the Patient Signature window displays.

    Tip: You can click Preview to view the consent again.

  6. Enter initials or signature as required and click OK.

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

  7. If the consent has additional pages, repeat Steps 5-6 as necessary.

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

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

  8. Enter the signature as required and click OK.
  9. If prompted, repeat Steps 4-8 for all other necessary initials and signatures.
  1. Select a patient and open the Attachments/Consents module.
  2. Under Section, select an option and click a sub-tab that stores consents to display all listed attachments.

    3. Tip: If necessary, select the Show Deleted checkbox to include all deleted files.

  3. Review the listed entries.
  4. To perform another task, complete any of the following:

    1. Select a listed entry and click the Preview Report () icon.

      2. Tip: You can also double-click a listed entry.

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

      2. Tip: You can also right-click a listed entry and select Edit Date/Description.

      Note: If applicable, the Entered field indicates the date/time that the entry was created.

    2. Make any necessary changes and click OK.

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

    1. Right-click a listed entry 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 listed entry and click the Delete Record () icon.
    2. When prompted, click Yes to confirm the deletion.
    1. Select a listed entry and click the Print Report () icon.
    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 deselected) 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 and open one of the following:
    • Patient Card > Codes tab.
    • Attachments/Consents module.
  2. Select the Release of information on file checkbox.
  3. If necessary, click Save.