Practice Agreements

ReLiMed allows for documents that need to be reviewed and/or signed to be uploaded and managed directly in the EMR. Once uploaded, these documents can be viewed within the ReLiMed EMR, Patient Portal, or KIOSK Self-Check in products depending on the document type. Documents that are uploaded will be shown to patients when they login to the patient portal until they accept an agreement.

Requirements:

• Access: The Practice Agreements page can be found by going to Admin -> Admin -> Practice Agreements.
• Privileges: The following group privilege is required to access this page: Admin -> PracticeAgreement. Group privileges can be changed by going to Admin -> Personnel -> Group Privileges.
• Document Type: Only PDF documents can be uploaded

Uploading Documents:

The image below highlights hot to access the Practice Agreements page and how to add agreements.

1. Click Add Agreement, you will see the popup shown below.
2. On the popup, click Browse, search and select the document you want to upload.
3. Field selection:
   1. You can Select all Locations or select them for a specific location if you are a multi-location office. Language, StartDate, Version can be entered to further define an agreement.
   2. Agreement Name is prepopulated from the document name; however, you can edit it if necessary.
   3. All the fields with red * next to them are mandatory to save an agreement in admin screen.

Field Definitions:

• Agreement Type:
  • This is a customizable list that you can set up under User List Entry screen. It’s a required field to save an agreement. Example types include Financial Responsibility, HIPAA etc.
• Agreement Scope:
  • Determines where and who the documents will be shown. All agreements are visible to providers within the EMR and Patient Portal. All agreements are also viewable in the Patient Portal to users that have access to that patient's account.
  • User Level: Patient Portal
    • Users will be prompted to read and/or sign these agreements upon logging into the portal. The portal’s users are typically the patient, however there are also instances where a patient's representative will sign up as a portal user. This is common in pediatric clinics where a parent signs up for portal access for their children.
    • Agreements that have not been signed yet will be displayed only one time when the user logs in, even if they have access to multiple patients.
    • Can be viewed in the patient portal and in the emr’s patient agreement tab
  • Patient Level: Kiosk specific
    • The kiosk is only used by patients when checking in which is why it is considered patient level. Patients will be prompted to review and/or sign these agreements during the kiosk check in process.

    • Can be viewed in the kiosk during check in and the emr’s patient agreement tab. (Go to Patient Chart -> Patient Info -> Agreements)

    • If a user has access to multiple patients and logs into the patient portal, they will be prompted to sign an agreement for each patient.

• Appointment Type:
  • This field can be used to select specific appointment types an agreement will appear for.
  • Ex. New patient agreements can select only the "New Patient" appointment type. That way no other appointment types will be shown new patient agreements.
• Agreement Start Date:
  • The set start date determines when the agreement will start appearing to patients.
  • Giving the agreement an end date will set the document to inactive. Inactive agreements will only show for patients that signed the document before the end date.
• View:
  • You can view uploaded documents by clicking on the View button (marked by a red box in the below image).

• Delete:
  • ​​​​​​​Agreements can be removed by clicking on the red X next to the view button.
  • Deleted documents will have an end date added and will no longer be enforced/show up to patients in encounters after the end date.
• Signature:
  • ​​​​​​​This checkbox determines if a document only requires a patient to review/read it or if it can be signed by a patient.
  • A patient's signature is collected electronically and can be viewed in the patient portal or emr (Go to Patient Chart -> Patient Info -> Agreements).
• Mandatory:
  • ​​​​​​​Agreements that are marked as mandatory must be reviewed/read by a patient. Mandatory agreements can still be bypassed during the Kiosk check-in process without being signed both to not hold up the check-in process and to account for documents that can be signed but don't require it. Staff can follow up with patients if they see a mandatory agreement was not signed.
  • Ex. An AI Consent agreement asks for a patient's approval to use AI during their appointment to take notes. A signature is required to use AI during an encounter so would be mandatory for a patient to review, but they have the choice to not consent/sign.

*** If agreement is not displayed on the patient portal, please check and make sure patients preferred location is set to the location to which the agreement was added.