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Elation Patient Passport Guide

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Elation Patient Passport Guide

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User Tip: You can hover your move over the video bar to jump ahead to chapters within the video.

 
 

What is Elation Passport?

Elation Passport is a secure online portal for you and your patient to share and communicate regarding their health information. Elation Passport allows you to send messages from Elation to a Patient's Passport account which can be accessed through a web browser or via the Elation Passport for Patient's iOS© application. 


 

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?

Review the Elation Passport for Patients- Patient's Point of View article to see the different Passport features from the patient's perspective. The patient will have access to the following in their Passport account after completing registration:

  • 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.

 

Important Note: Other than their Clinical Profile and summaries of their visits, the patient will not be automatically granted access to any other clinical information in their chart. In order for a patient to obtain copies of other clinical records like orders or lab reports, your office must manually send it to a patient via a Patient Letter.



 

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

Important Note: Once you invite patients to Passport, all the information documented in the following sections of signed visit note will be automatically shared with patients as part of their visit summaries. This includes all visits prior to activating Passport for the patient. 
  • 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)

 

 

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

 

Important Note: Ask the patient if they have a Passport account with another Elation Provider or if their email is being used for a Passport account for another patient in your practice. If the patient says yes to either situation, see the Elation Passport for Patients- How patients access multiple accounts with One Login article for how to grant patient access to multiple Passport accounts using a single log in.

 

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

    Passport Button.png
    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".
    Send Invite Window.png

     

    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"
    Sign & Send to Patient.png
    1. OR open a letter from the patients chart by clicking on the "Letter" >> "Letter to Patient" button at the top of their chart
    Invite via Patient Letter.png
    1. Enter a message to your patient and click "Sign and Send"
    2. 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.
    3. Click "Send Invitation & Close"
     
    User Tip: If you are with the patient, you can print them a copy of the Passport registration instructions by clicking "Print Passport Info Document & Close" button in the confirmation box that appears after you send an invitation to a patient.
    Invite Confirmation.png

     



    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

    There are three Patient Passport registration statuses which are shown under the patient profile picture. Passport Statuses.png

    • 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.
     


    You can also run a Patient List Report and filter by the Passport registration status. 

     

     

    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
    Attach Chart Items.png
    1. Clicking "Attach Everything in Chart" if you want to attach all records from the patient's chart
    1. 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.
    2. 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

    User Tip: Use the Bulk Letter feature if you want to communicate with a cohort or group of patients en masse.


     

     

    Share Visit Summaries with Patients

    When a patient is invited to Passport, all their past visit summaries will be immediately shared with them in their Passport account. Going forward, visit summaries will automatically be shared with their Passport when any visit note is signed off in their chart in Elation. The patient will receive either an email or text (depending on their chosen notification preference) notifying them to log into Passport when a new visit summary is shared.  
     

    What information is shared with my patients?

    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)

    Click here for more information on sharing settings.


     

    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
    Attach Chart Items.png
    1. Clicking "Attach Everything in Chart" if you want to attach all records from the patient's chart
    1. When you are ready to send the message and attachments, click "Sign & Send".

     

    Respond to Messages from Patients

    The Patient Letters queue in your Practice Home page will have all patient messages (from their Passport account) in chronological order. Users are able to see each other’s Patient Letters queue and respond to Passport messages no matter who the message is assigned to. 

    You can reply directly from the Patient Letters queue by clicking on the "Reply" button. Once someone has replied to a Passport message, the message will be removed from everyone’s Patient Letters queue and stored in the patient's chart. If a user only views the message but does not reply or click "Sign Off & End Conversation" then the Passport message will return to the Patient Letters queue the next time a patient replies.
    Patient Letters queue.png

    When a staff member selects the option to "Sign Off & End Conversation," the conversation will be ended and filed to the Chronological Record of the patient's chart. You will see notifications in the Patient Letter to tell you who ended the conversation: ”[Staff name] ended this conversation on [date and time]” and “filed by [staff name] on [date & time].” 
    screengrab showing the conversation is ended

    If a staff member selects the option to "Reply & Sign Off" when replying to a message, the message will appear in the Chronological Record, but the conversation is not considered "ended" and you will only see that the message as "filed by [staff name] on [date & time]".

    screengrab showing conversation has been filed

     

     

    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.

    Passport Message with Attachments.png
    • When you sign off on the message, you have the option to file the attachment(s) as a report in the patient chart

    Sign Off Passport Attachments.png

    • 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

    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.

    Patient Passport Messages cannot be enabled/disabled for particular patients only. You must enable or disable it for all patients of your practice. To use Passport for one-way communication only, see the prevent patients from initiating new messages to your office section.

     

    Expiring Passport invitations

    To expire a Passport invitation you must temporarily remove the patient's email from their chart by following these steps:
    1. Click on the patient's name to open their patient demographics.
    2. Remove the patient's email address from the Email field in the Contact Information section and store it in the Notes field temporarily.
    3. Click "Save" to save your changes.
    4. All invitations to Passport will now be expired. Refresh the patient's chart to confirm that the Passport icon is now gray. 
    5. Add the patients email back into the Email field from the Notes field and then click "Save".
     

    Disabling Passport Accounts

    To disable a Passport account:
    1. Click on the Passport icon (the globe in the profile picture).
    2. Click "Disable Patient Passport".
    3. Click "Disable Patient Passport" again in the confirmation box. 
    The patient will no longer have access to their Passport account until they are invited again.


     

    Advanced Tips for using Patient Passport Messaging

    This section will outline some advanced tips for managing passport messaging. The following topics are covered in this section:
    1. Patient Initiated Messaging
    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".

    Do not allow patient to respond to letter.png
     
    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. 
    Passport Message Routing.png
    1. You can route patient messages to individual staff members or providers, as well as to entire user groups.
    Passport Message Routing Settings.png
    • 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
    1. When you're finished, click "Update Provider's Routes" at the bottom left of the form. 
    2. 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.)
    Passport Sharing Preferences.png
     
    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

    Besides defining their default sharing preferences, providers can modify their sharing preference at a patient-level. To adjust the Passport Sharing Settings for a specific patient:
    1. Have a Provider 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.
    Passport Sharing Notification Preferences.jpg

     
     
    Next Step

    Invite a patient to Passport and start communicating with them!


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