Contents

• What is Elation Patient Passport?
• Why Use Elation Passport?
• What does a patient have access to via their Passport account?
• How Elation Passport works
• How to get started with Elation Passport
  • Invite Patients to Passport
    • "Passport" button
    • Letter to Patient
    • Bulk Letter
  • Understand the status of Patient Passport Registration
  • Write messages (Letters) to Patients
  • Share Visit Summaries with Patients
  • Share other patient records from the patient chart
  • Respond to messages from Patients
  • Associate attachments sent by patients to their Patient Charts 
  • Disable Patients Responses: Passport as One-way Secure Communication
  • Expire Passport invitations
  • Disable Passport Accounts
• Advanced Tips for using Patient Passport messaging
  • Patient Initiated Messaging
    • Prevent patients from initiating messages
    • Prevent patients from replying to messages
    • Routing settings
  • Passport Sharing Setting
    • Provider Defaults
    • Patient-specific Sharing Settings
  • Notifications

What is Elation Passport?

Why use Elation Passport?

1. To communicate easily with patients regarding their health directly from Elation
2. To share key clinical information, like lab reports, directly from the patient’s chart
3. To send patients visit summaries automatically after each visit, allowing them to reference your instructions anytime. 
4. To give patients access to their critical health information (including allergies, problems, history, medications, & immunizations) allowing them to share it with other clinicians facilitating care.
5. To make it easy for your patients to view their clinical information on-the-go on their smartphone or at home on their computer. 

What does a patient have access to via their Passport account?

• Your practice's contact information
• Date of the last and next appointment
• Preferred contact method settings
• Options to change their email or password for their Passport accounts
• All details in their Clinical Profile except for Confidential notes
  • Patients can also fax or print their Clinical Profile from the Passport account.
• Summaries for all their visit notes with your office.
  • Each visit summary will include the information documented in following sections of the visit note:
    • Vitals
    • Plan (*SOAP Visit Note Format only)
    • Proc (Procedures)
    • Tests/Treatments
      • This includes any Referrals, medications and diagnostic test orders.
    • Care Plan (Instructions)
    • F/U (Follow-up)
• Any messages you sent to the patient via a Patient Letter
  • If your messages have any attachments, they will also be accessible from the message.
• If you allow patients to initiate messages to you, then they will have the ability to do this from their account.
• If you are using Elation's Booking Site feature, patients can also book an appointment with you on your personal online Booking Site.

How Elation Passport works

1. Send a letter or visit summary through Elation to your patient's Passport.
2. Your patient will be notified (by email, text &/or mobile push notifications) to check their Passport for the new content
3. From their Passport account, your patient can view their visit summaries, read messages from your office, view/print attached documents, and reply (with attachments).
4. A response from your patient can be sent back to you and will appear in your Patient Letters queue on your Practice Home page. Attachments can be filed directly into the patient's chart. 

How to get started with Elation Passport

• Invite Patients to Passport
  • "Passport" button
  • Letter to Patient
  • Bulk Letter
• Understand the status of Patient Passport Registration
• Write messages (Letters) to Patients
• Share Visit Summaries with Patients
• Share other patient records from the patient chart
• Respond to messages from Patients
• Associate attachments sent by patients to their Patient Charts 
• Disable Patients Responses: Passport as One-way Secure Communication
• Expire Passport invitations
• Disable Passport Accounts

Invite Patients to Passport

There are three ways to invite a patient to Passport.

1. The "Passport" button at the top of a patient's chart
2. Using a Letter to Patient
3. Using the Bulk Letter feature

1.) Click on the "Passport" icon at the top of the patient's Clinical Profile

1. You will be presented with a dialog box to invite the patient to Passport.  
2. Confirm the patient’s email address and US mobile phone number (auto-populated from their Patient Demographics)
3. Choose which parts of the patient's clinical profile you would like to share with them using the four different sharing options.
   • User Tip: Each provider user can set a global default for the Passport Sharing Options in their Patient Sharing Defaults Settings page.
4. Click "Send Invitation & Close".

 

2.) Send a Letter to Patient

1. Open a patient letter:
   1. You can initiate a letter from any signed report, note or document by clicking "Action" >> "Send Patient Letter"
   2. OR you can initiate a letter from any unsigned report by clicking "Sign off and Send to Patient"

2. OR open a letter from the patients chart by clicking on the "Letter" >> "Letter to Patient" button at the top of their chart

2. Enter a message to your patient and click "Sign and Send"
3. If the patient does not have a Passport account, you will be presented with the dialog box to invite the patient to Passport (see above).  
   • In this box, you will need to confirm the patient’s email address and US mobile phone number (auto-populated from their chart)
   • Also choose which parts of the patient's clinical profile you would like to share with them using the four different sharing options.
     • User Tip: Each provider user can set a global default for the Passport Sharing Options in their Patient Sharing Defaults Settings page.
4. Click "Send Invitation & Close"

3) Bulk Letter

You can also invite your patients to Passport in bulk through our Bulk Letters feature. Please see our help center article on Bulk Letters for further instructions. 


 

Understand the status of Patient Passport Registration

• User Tips:

  • If a patient's registration is yellow (pending), you can click the "Passport" button to re-send an invitation at any time. 
    • To print Passport instructions after inviting the patient and closing the print pop-up, you need to resend the invitation, triggering the pop-up where you can select the "Print Passport Info Document & Close" option.
  • If a patient is having trouble registering, use the Elation Passport for Patients- Help Patients Troubleshoot Account Issues article to assist them.
  • The Elation Passport for Patients- Patient's Point of View article will allow you to see what the patient sees during the registration process.

Write messages (Letters) to Patients

Writing a message to your patients is the same action as writing a letter to another provider.

1. Click "Letter" >>> "To Patient" to start a message to a patient
2. Type a Subject and Body for your Letter/Referral
   • User Tip: If you include a website URL (address) in the body of your message, the URL will appear as a hyperlink (click-able link) for the patient and the patient will be able to go to the website from your message.
3. Select your Settings for the Letter/Referral
   • Post Date= Choose a date to send the message if you wish to send it after today. See Post Date a Message Guide- Reminders & Task Follow Up for more information about this feature.
   • Unread Alert= Alert yourself if the message has not be read by a specific timeframe
   • Print Header= Select the practice header you want to appear on this message
4. Attach patient data by
   1. Clicking the "Select Chart Items to Attach" button
      1. The Most Recent records you can attach will be displayed first. You can also choose specific records from the chart to attach by selecting on a record category in the left column.
         • User Tip: You cannot attach records that are still in Requiring Actions or Outstanding Items.
      2. Check off records you want to attach & then click "Attach Item

2. Clicking "Attach Everything in Chart" if you want to attach all records from the patient's chart

5. Specify whether or not you want the patient to respond to the letter/message. Checking off the "Do not allow patient to respond to letter' box will prevent patients from responding to the letter/message.
   • User Tip: Admin level users can set a global default for this settings in the Patient Passport Messages Settings page.
6. When you are ready to send the message, click "Sign & Send"
   • You will also see other options under "Sign & More" such as:
     • "Sign & Print"- Sends the message to patient's Passport account & prints a copy out
     • "Sign, Send & Create Follow-up Letter"- Sends the message to patient's Passport account & starts a new draft for follow up

Share other patient records from the patient chart

You can attach patient records to patient letters from the patient chart, including Notes, Orders and Results, Letters and Patient Handouts. 

1. Click "Letter" >>> "To Patient" to start a message to a patient
2. Type a Subject and Body for your Letter/Referral
3. Attach patient records by
   1. Clicking the "Select Chart Items to Attach" button
      1. The Most Recent records you can attach will be displayed first. You can also choose specific records from the chart to attach by selecting on a record category in the left column.
         • User Tip: You cannot attach records that are still in Requiring Actions or Outstanding Items.
      2. Check off records you want to attach & then click "Attach Item

2. Clicking "Attach Everything in Chart" if you want to attach all records from the patient's chart

4. When you are ready to send the message and attachments, click "Sign & Send".

Respond to Messages from Patients

Associate attachments sent by patients to their Patient Charts

Patients have the option to add attachments to new messages sent via Patient Passport.

• User Tip: A new message is a message that is initiated by a patient. Patients cannot add attachments to existing conversations with your office.

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 looking for a  paperclip icon.

• 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 the Reports section of the patient's chart under "Misc Reports".  

Disable Patient's Responses: Passport as One-way Secure Communication

1. Patient Initiated Messaging
   • Prevent patients from initiating messages
   • Prevent patients from replying to messages
   • Routing settings
2. Passport Sharing Setting
3. Notifications

1. Patient Initiated Messaging

For Admins Only
To turn Patient Initiated Passport Messages on or off in Settings, you must have Admin privileges. To become an Admin, you must ask for an existing Admin at your practice (most likely a primary physician account holder) to grant you privileges via Manage Accounts in Settings.

Enabling Patient Initiated messaging allows patients to send a new message to your practice via a "New Message" button which will appear in all your Patient's passport accounts. 

When patient's initiate a new message they must choose from one of the 6 subject categories below:

• Appointments
• Referrals
• Prescriptions & Refills 
• Lab or Other Test Results
• General Inquiries
• Question about my health

You can decide which members of your practice will receive incoming patient messages in their Practice Home queue(s) based on the subject category. Follow our guide below to find out how to route patient messages.  

 

 

To prevent patient's from initiating new messages to your practice

Make sure patient initiated messaging is turned OFF:

1. Go to "Settings" -> "Patient Passport Messages" (under Admin Users Only)
2. Change the Allow patients to send messages to the practice toggle to "No" to disable patient-initiated messages

 

To prevent patients replying to messages

Every time that you wish to prevent a patient from replying to a letter, make sure you check the box at the bottom of the letter that says "Do not allow patients to respond to this letter".

 

Important Note:
To ensure Passport communication is only one-way (Practice to Patient Only). Please make sure you follow step A.) To prevent patients from initiating new messages AND B.) to prevent patients replying to messages. 

 

 

Routing patient messages

When Patient Initiated Messaging is enabled, you can customize how patient-initiated messages are routed to staff and providers within your Elation practice.

1. Go to "Settings".
2. Click on Patient Passport Messages section under Admin Users Only. The page will display what the current routing settings are.
3. Under Routing per Provider you can customize the routing of messages sent by each provider's patient panel.
   • To update the message routing preferences for ALL providers, click "Update Routing for all Providers". Update any of the Message Categories you wish to change for all providers AND leave the rest of the categories blank to make no changes to them. 
   • To update message routing preferences for each provider separately, click "Change Routing for ...." next to each provider's name. 

4. You can route patient messages to individual staff members or providers, as well as to entire user groups.

• To add an individual or group, search for them in the box marked "Add provider, staff or group in practice..."
• To remove a specific individual or group, hover over their name and click "x" to remove them from the routing list.
• To remove all users from the 'Route To:' section for a specific Message Category, click the "Clear All" button

5. When you're finished, click "Update Provider's Routes" at the bottom left of the form. 
6. All new patient messages will follow the new routing preferences.

 

 

2. Passport Sharing Settings

Provider Defaults

Each provider can dictate how much information is shared with patients assigned to them, via the patient's Passport account, from within the Patient Sharing Defaults section of their provider User Settings. You can set default settings which will apply to patients for whom you are identified as the primary physician and who have passport accounts.
 

Important Note: When Providers update the Patient Sharing Defaults section of their provider User Settings, the changes will only take affect for newly registered Passport accounts. To adjust the Passport Sharing Settings for patients who have already registered, you must go to the Passport Sharing Options in the chart for each individual patient. 

 

The following information is automatically shared with the patient

• Visit summaries which include the information documented in following sections of the visit note:
  • Vitals
  • Plan (*SOAP Visit Note Format only)
  • Proc (Procedures)
  • Tests/Treatments
    • This includes any Referrals, medications and diagnostic test orders.
  • Care Plan (Instructions)
  • F/U (Follow-up)
• Date of upcoming appointment
• Date of last appointment

 

There is additional information you can share with patients depending on your preference. There are four "levels" of how much information you wish to share with your patients via Passport (each builds upon the previous level). Please select the appropriate level for your patient panel:

1. Objective Data Only
   • Allergies, Drug Intolerances, Medications, Vaccines (Does not satisfy MIPS requirements)
2. Objective Data & Problem List
   • Allergies, Drug Intolerances, Medications, Vaccines AND Problem List (minimum required for MIPS)
3. Clinical Profile, excludes Confidential
   • Allergies, Drug Intolerances, Medications, Vaccines, Problem List, AND History, Legal Reports and Provider List
4. Clinical Profile, Expanded Summary
   • Allergies, Drug Intolerances, Medications, Vaccines, Problem List, History, Legal Reports and Provider List, and the Expanded Summary, Implantable Devices (which will include the Visit Note: Problem and Plan. This sharing option excludes Confidential.)

 

User Tip: You can override the default patient sharing settings per patient by clicking the "Passport" button in the Clinical Profile and selecting a different option under Patient Sharing Options.

 

 

Patient-specific Sharing Settings

Each patient can have their own Passport Sharing Settings, which can be configured in their chart. To adjust the Passport Sharing Settings for a specific patient:

1. Have a Provider Level User or Admin Level User open the patient's chart.
2. Click the "Passport" button at the top of the Clinical Profile.
3. Update the sharing settings under Passport Sharing Options.
4. Click "Save Settings Changes & Close" to save your changes.
5. The changes will take affect the next time the patient signs in to their Passport account.

 

3. Notifications

Each provider can opt to receive notifications in their Practice Home Reminders inbox if their patient does not open the letter they sent through Elation within a specified time period.

1. Navigate to "Settings"
2. Under User Settings, select "Patient Sharing Defaults"
3. Scroll to the bottom of the page to "Notifications"
4. Select the time period with which the provider wishes to be notified from, 1 day to 3 months.

 

 

Next Step

Invite a patient to Passport and start communicating with them!

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Related Articles

• Elation Passport for Patients- Help Patients Troubleshoot Account Issues
• Elation Passport for Patients- Patient's Point of View
• For Patients- Frequently Asked Questions
• Elation Passport for Patients- How patients access multiple accounts with One Login
• Bulk Letter Guide- Mass communication with Patients
• Letters & Referrals Guide- Sending messages to patients & corresponding with third party professionals