Automated consent form collection and storage

Purpose

1.1. To automate the entire workflow of collecting signed consent forms from dietitian clients by digital means, automating reminders, secure storage, indexing, and retrieval.
1.2. To ensure compliance, minimize manual errors, reduce onboarding time, and provide automated audit trails specific to Healthcare and Nutrition Services.
1.3. To streamline client onboarding by automating the end-to-end consent form process using multichannel touchpoints and secure storage integrations.
1.4. To automate legal record maintenance and access, while automating client engagement and status tracking.

Trigger Conditions

2.1. New client record creation in the EHR/CRM triggers automated consent request.
2.2. Booking of initial consult appointment in scheduling software.
2.3. Manual or automated import of lead via web forms or referral source.
2.4. Consent form expiry or update in compliance policy.
2.5. Automated periodic audits or missing consent flag triggers re-collection automation.

Platform Variants

3.1. DocuSign
• Feature/Setting: Envelopes API to automate sending of consent forms & storage of completed PDFs to cloud service.
3.2. Adobe Sign
• Feature/Setting: REST API “Send Agreement” endpoint used to automatedly push consent forms, automate reminders, and save return documents via webhook.
3.3. HelloSign
• Feature/Setting: Signature Request API to automate request sending, automated status updates, and PDF save on completion.
3.4. Jotform
• Feature/Setting: Webhooks and Submission API to automate triggering on new form submits and automate saving to cloud drives or EHR via integration.
3.5. Typeform
• Feature/Setting: Responses API provides automated retrieval of signed consent forms and triggers for storing.
3.6. PandaDoc
• Feature/Setting: Document automation using Document Creation API and Webhook Notifications for completion/updates.
3.7. Formstack
• Feature/Setting: Partial Submissions automation triggers and Zapier integration to automate cloud storage.
3.8. Google Forms
• Feature/Setting: Forms API with Google Drive API for automated collection, timestamping, and archiving.
3.9. Microsoft Forms
• Feature/Setting: Microsoft Graph API notifications automate consent collection and saving to SharePoint/OneDrive.
3.10. SimplePractice
• Feature/Setting: Client Portal API to automate sending consent requests and auto-storing completed documents.
3.11. Practice Better
• Feature/Setting: Automated document upload triggers with Webhooks integration for cloud archiving.
3.12. Calendly
• Feature/Setting: Event Scheduled Webhook automates sending form link on consult booking.
3.13. Salesforce Health Cloud
• Feature/Setting: Automated Record Triggers to initiate DocuSign/Adobe Sign flows and file storage automation.
3.14. HubSpot CRM
• Feature/Setting: Workflow Automation and Webhooks to automate consent form distribution and document updates.
3.15. Monday.com
• Feature/Setting: Board Automations and File Column for automated consent request and document filing.
3.16. Twilio SMS
• Feature/Setting: Programmable Messaging to automate SMS reminders and links to forms.
3.17. SendGrid
• Feature/Setting: Transactional Templates API automates personalized consent requests and reminders.
3.18. Zoho CRM
• Feature/Setting: Blueprint automation for consent task, with Zoho WorkDrive API for storing forms.
3.19. Dropbox
• Feature/Setting: File Requests and API integration for automated upload and structured folder archiving.
3.20. Google Drive
• Feature/Setting: Drive API Batch Create for automated file saving and permission assignment.
3.21. OneDrive (Microsoft)
• Feature/Setting: Graph API File Upload and Delta Queries to automate version control of incoming forms.
3.22. Slack
• Feature/Setting: Workflow Builder for automated notifications on form status and automated reminders.

Benefits

4.1. Automates end-to-end consent collection with audit trails, improving compliance.
4.2. Automates reminders, reducing missed forms, ensuring rapid onboarding.
4.3. Automates secure document storage and retrieval with cloud integrations.
4.4. Automates manual record-keeping, freeing staff for clinical work.
4.5. Automates notifications and escalations, improving client engagement.
4.6. Automates analytics on completion rates and follow-up needs.
4.7. Automates adaptation to compliance or policy changes needing new form distribution.
4.8. Automates multi-channel engagement (email, SMS, app) for higher completion.
4.9. Centralizes and automates access control and sharing, adhering to healthcare data privacy rules.
4.10. Automates scalability for growing client bases, maintaining structured onboarding operations.