The Patient Profile feature gives patient users visibility of their referrals and associated healthcare information, empowering them to view their own information at their leisure. This also reduces freedom of information requests, thus reducing the workload on clients.
To send invitations out to patients, it's as simple as creating your letter templates and sending their credentials. You can also check the status of a patient user and update support information.
Configure invitation letters
Before you can send credentials for Patient Profile to patients, you need to configure your invitation letters. This ensures you’re giving the correct information when inviting the patient. We also suggest the input of additional legal text, references, or data obligations which you may want to outline to the patient user at the point of registering.
📌Note: You’ll need the correct permissions to configure these letters, if you need to check this, please raise a new case online and reference the title of this article.
Create the template base
The first step in configuring the letters is setting up the template base.
Click My Company then click CMS Configuration.
Click Letter Template Bases then click New.
Enter the name of your template base.
Select and upload the Word file template document.
In the letter body, type out your letter.
🤓Tip: You can bring up a list of information pulled from the system by clicking Fields.
Click Save.
Create the Patient Profile letter
After creating your template base, you can create the letter template for the Patient Profile.
If you need to have multiple credential letters, rather than a single one, it’s possible to configure separate letters to show different parts of the login information. This gives you the ability to have one letter contain the username, and a separate letter contain the activation code.
Click My Company, then click CMS configuration.
Click Letter Templates, then click New.
On Object, select Patient Profile.
Select Patient Letter Template Base then click Next.
Enter the name of your template.
In the letter body, type your letter.
🤓Tip: You can bring up a list of information pulled from the system by clicking Fields.
To make a letter visible to a patient user whilst creating it, click the Patient Profile Is Visible button.
Click Save.
Make the letters visible
Now that you’ve got your letter templates, you need to ensure the documents and letters are visible to the patient user.
To make your letters visible:
Click My Company, then click CMS configuration.
Click Patient Letter Templates.
Click your letter, then click the Patient Profile Is Visible button.
Click Save.
To make your documents visible:
Click My Company, then click CMS configuration.
Click your document, then click the Patient Profile Is Visible button.
Click Save.
Send invites
Once you’ve configured your letters, and you know which individuals need access to Patient Profile, you can distribute the credentials to the patient users.
Within CMS, when landing on a patient’s individual records view, you can now see a new module: Patient Profile.
To create new credentials for the user:
Click Actions, then click Create Patient Portal Credentials.
Select the expiry date and relevant distribution option, which can be seen in the table below.
If you select Distribute now, click Submit.
Credentials Expiry Date | This is the date the credentials expire if they're not distributed or activated after clicking submit. |
Distribute now | This opens the letter creation page where you can select the template to send to the patient user. |
Distribute later | This takes you back to the individual profile details. It doesn't send the letters, however the credentials created remain unless overwritten with new ones. |
Upon distribution, the individual will receive their Patient ID number, an activation code and a link to register via letter. To successfully register, the individual should enter their date of birth alongside their credentials on the registration page.
Given their information is accurate, they receive a confirmation email. Once they confirm, they gain access to the system.
Patient user states
Throughout the process of registration, and once the patient user registers, there are various states the patient user can be in. These states are visible on the Patient Information View.
One of the below states can be seen:
Active | Registration is complete and the user can log in. |
Pending registration | The patient still needs to begin the registration process. |
Pending email confirmation | The patient needs to confirm their email address. |
Locked | The patient failed to register numerous times which resulted in their account being locked. |
Disabled | You’ve manually disabled the account via CMS or the patient is in one of the following states:
|
The actions button gives three functions, depending on the current state of the patient user, and given the permissions you have.
Disable Patient Profile Account | This shows when the account is active. |
Enable Patient Profile Account | If the account shows disabled, the patient has credentials that are active, and the patient’s account status isn’t disabled. |
Distribute Patient Profile Credentials | This shows when the patient user account isn’t active, the patient doesn’t have active credentials, and the patient’s account status isn’t disabled. |
Activity log
An activity log shows on the Patient View on CMS SProc, which shows a historic account of the activity related to the patient profile account. This logs all actions taken against the patient’s profile account, including:
Patient Credentials Distributed.
Patient Account Onboarded.
Patient Account Locked.
Patient Account Disabled.
Patient Access Letter Generated.
Patient Access Letter Sent.
Patient User Successfully Registered.
Patient User Failed To Register.
Patient Access Granted
Patient Account Disabled Automatically.
Client support information
You can change the support information showing to the patient user in CMS.
Click My Company, then click CMS configuration.
Click Client support.
On Organisation type, select the type the support contact details are applicable to. Leaving this blank will apply to all organisation types where there’s not already support made for them.
Enter an email address and phone number.
📌Note: Amendments are visible approximately one hour after entry.