Help Center

Inviting Patients to Passport & Communicating With Them

Last Updated: Sep 18, 2018 05:30PM PDT

This is a guide to help you get Passport implemented in your practice as smoothly and efficiently as possible so you can begin seeing the benefits of Passport with your patients as soon as possible.
 

1. Invite Patients to Passport
2. Understand "Status" of Patient Passport Registration
3. Write Messages (Letters) to Patients
4. Share Visit Summaries with Patients
5. Respond to Messages from Patients
6. Associate attachments sent by patients to their Patient Charts 
7. Disable Patients Responses: Passport as One-way Secure Communication


 

1.  Invite Patients to Passport

There are two easy ways to invite a patient to Passport. The first was is to click on the "Passport" icon within the patient's chart:

NOTE: You can track a patient's Passport registration status too! Scroll down to: Section 2. Understanding "Status" of Patient Passport Registration

Another way to invite a patient to Passport is to send a “Letter to Patient” when you receive a new lab or other report results for a patient.  You can draft a letter, attach the new report, invite the patient, and send it to the patient's Passport for their viewing. 

​To invite a patient to Passport by writing a letter:
1. When you receive a new report, review then click on "Sign Off & Send to Patient" button.




2. It will open a “Letter to Patient” with the patient's name populated in the "To" field, the subject field populated with the type and date of report, and the lab report attached to the Letter.  Enter a message to the patient, then click on the “Sign and Send” button.



3. Since this will be the first time you are sending to a Letter to Patient, you will be presented with a dialog box to invite the patient to Passport.  In this box, you will need to confirm the patient’s email address and phone number (auto-populated from their chart), and choose what part of the patient's clinical profile you would like to share with them using the three different sharing options. Then click on "Send Invitation & Close".



4. If you are with the patient, you can print them out the "Passport Info Document" for them to take home.  


 

2.  Understand "Status" of Patient Passport Registration

Patient's profiles who has not been invited to Passport will have a GRAY "Passport" bar:

Patient who has been invited to Passport but has not yet created an account will have a YELLOW "Passport" bar:  

Patient who has been invited to Passport and has created an account will have a GREEN "Passport" bar:


3.  Write Messages (Letters) to Patients

Writing a message to your patients is the same action as writing a letter to another provider. Under "Letters" in the gray action bar within the patient chart, select "Letter to Patient". Write your message and click “Sign and Send” and the message will be delivered to their Passport account.  See more instructions for writing a letter.


4.  Share Visit Summaries with Patients

When a patient is invited to Passport, all their past visit summaries will be shared in their Passport.  Going forward, visit summaries will automatically be shared with their Passport when the visit note is signed off in ElationEMR.  The patient will receive either an email or text (depending on their chosen notification preference) when the visit summary is shared.  


5.  Respond to Messages from Patients

The “Patient Letters” tab of your Practice Homepage will have all Passport messages in chronological order.  Users are able to see each other’s queues and respond to each other’s Passport messages, so you can assign a staff member to help respond to your messages.  You can reply directly from the Passport queue and once there has been a reply to a Passport message, the message will be removed from everyone’s Passport queue just like how office message work today.



6.  Associate attachments sent by patients to their Patient Charts

Patients have the option to add attachments to new messages sent via Patient Passport. You will be able to review and sign off on these attachments similar to how you currently address Provider Letters with attachments.

You can distinguish which messages contain an attachment by the paperclip.



When you sign off on the message, you have the option to file the attachment(s) as a report in the patient chart.



The file will include the patient details in the footer and appear in the chronological record. You can also access it in reports under Misc.  



Note: Patients can only send attachments to new messages. They will not be able to send attachments when replying to a current message or adding a comment.



7.  Disable Patients Responses: Passport as One-way Secure Communication

If you would like, Passport can be set up to be a one-way, secure means of communication. With this setup, a patient will be able to view their information and receive letters in Passport but the patient will not be able to reply via Passport, instead they will have to call or fax the office.

To set up this functionality:
1. Make sure patient initiated messaging is turned OFF, consult this Help Article: Turning Patient Messaging On & Off
2. When sending a Letter to Patient, be sure to check the "Do not allow patients to respond to this letter" box within each Letter.


 

FAQ

  1. What information is automatically shared with patients who have an account?
    • Everything in the "Vitals", "F/U" and "Care Plan" boxes; and ONLY if you are using the Complete H&P (2 column) Template, everything in the "Plan" section. This includes all visits prior to activating Passport for the patient.


More questions? See these other Help Articles:
What is the Patient Passport Registration like for Patients?
Patient Passport Messaging: An Introduction
Troubleshooting Passport with Patients

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