Adding a New Document
If you would like patients to review and sign agreements during enrollment, you can configure agreements by following these steps:
Note: The Documents feature does not support fields for patients to fill out additional information. If you need patients to complete forms or questionnaires, use the Forms feature (in Hint's EHR). This feature allows you to create customizable forms for data collection and send them to patients from their Clinical chart.
Navigate to Admin > Documents.
Click '+ New Document'.
Select the document type and give it a name.
Leave 'Published' toggled on if you want it to appear on online signup.
Unpublished documents will only be saved on a patient's record if they have already been signed.
Select if you would like it displayed & required on the online signup form.
Choose between a checkbox confirmation or the patient typing their name (e-signature).
Click 'Create'
Location-Specific and Plan-Specific Documents
You can choose if a document is shown to all patients enrolling, or if it is only for specific plans or locations.
Everyone: practice-specific documents that apply to all patients regardless of membership status.
Specific Plans: plan-specific documents that apply to patients enrolled/enrolling in that specific plan. Additionally, documents can be required for retail patients (individual or group memberships) or employees (sponsored by an employer) only, and be plan-specific (see picture)
Specific Locations: location-specific documents that apply to patients enrolled/enrolling in that specific location.
NOTE: If you are updating documents that were previously required for every patient to plan- or location-specific documents, please unpublish the current one (by toggling off the "Published" setting) and upload the revised document as a new file to save the history of the document on each patient's chart.
Please don't hesitate to reach out to us if you have any questions about updating and editing documents!
Agreements from the Patient's Chart
Next to each document listed under the 'Agreements' section of a patient's record is a status and a 'View Details' link. This will enable you to click through to the document itself ('Show Agreement') or to mark/unmark the document as accepted (depending on the document's current status).
Additionally, you can download the signed document and view audit details by clicking the 'See details' link.
Document Statuses:
Not Accepted: This document has not been signed. A user can manually 'Mark as accepted' and upload a signed agreement.
Accepted (in green): This document has been signed. The date and time of the acceptance is displayed to the right of the status.
Out Of Date (in yellow): This document has been signed; however, the terms of the document have been revised, and the new version of the document requires acceptance.
If you revise an existing document (i.e., upload a new PDF file for the document), the patient's acceptance status of the document will turn from 'Accepted' status to 'Out Of Date' status.
If you click the 'View Details' link next to a patient's document that is in 'Out Of Date' status, you will see the old version of the document that the patient agreed to, as well as the patient's acceptance details for the old version of the document:
If you don't want patients' agreement statuses to turn to 'Out Of Date' status, you can instead unpublish the existing document and create a new document. Unpublished documents will be saved on a patient's record if they have been signed. You can view unpublished signed documents on a patient's record by clicking 'Show additional signed agreements':
Upload Signed Agreement
When signing up online, patients can agree to your contract terms or patient agreement, which helps reduce admin time when onboarding a new patient.
If a patient already signed a copy of the agreement, follow these steps to upload their signed agreement to Hint:
Navigate to the patient's record
On their main 'Patient' tab, scroll down to the 'Agreements' section
Click 'View Details' to the right of the agreement you'd like to upload
Click 'Mark as accepted'
Click 'Choose file'
Select the signed agreement
Click 'Confirm'
To view a copy of the uploaded signed agreement:
Click 'View Details' to the right of the agreement
Click 'View uploaded document'
If you need to configure an agreement prior to uploading it to a patient's chart, click here to learn how to add a new document.