Digital consent form collection and filing

Purpose

1.1. Secure and automate the collection, signing, and storage of digital patient consent forms required for acupuncture procedures, initial consultations, minor treatments, herbal prescriptions, and recurring appointments.
1.2. Ensure regulatory compliance with healthcare documentation standards (e.g., HIPAA, GDPR) by maintaining consent records.
1.3. Enable practitioners to focus on patient care by eliminating manual paperwork, minimizing errors, and reducing administrative overhead.
1.4. Synchronize consent forms with EHR/EMR systems and notify staff automatically when forms are signed or missing.

Trigger Conditions

2.1. Appointment booked, rescheduled, or canceled in patient management software.
2.2. New patient intake initiated via web, phone, or in-person registration.
2.3. Practitioner sends treatment plan or prescription to patient.
2.4. Expiry of previous consent form (e.g., annual update required).
2.5. Form left incomplete beyond a defined time threshold.

Platform Variants

3.1. DocuSign
• Feature/Setting: "Send Envelope" API; pre-build a consent form template; trigger via webhooks when appointments are created.
3.2. Adobe Acrobat Sign
• Feature/Setting: "POST /agreements" API; upload form document; set participant email dynamically from appointment data.
3.3. PandaDoc
• Feature/Setting: "Create Document" API; auto-fill with patient and treatment data; monitor status with "Get Document Status".
3.4. HelloSign (Dropbox Sign)
• Feature/Setting: "Signature Request Send with Template" API; assign patient as signer; use callback URL for filing document.
3.5. Jotform
• Feature/Setting: "Form Response Webhook"; embed mobile-optimized consent form; auto-export submissions as PDFs.
3.6. Google Forms
• Feature/Setting: Enable "Collect email addresses"; sync with Google Drive on submission; auto-notify staff with "Form Submit" trigger.
3.7. Typeform
• Feature/Setting: "Responses API"; prefill identifiers via hidden fields; export signed forms to EMR via Zapier webhook.
3.8. Cognito Forms
• Feature/Setting: "Form Submission Webhook"; require digital signature field; archive PDFs to OneDrive.
3.9. Formstack
• Feature/Setting: "Forms API" + "Documents API"; trigger e-signature workflow and route final docs to practice’s SharePoint.
3.10. Microsoft Forms
• Feature/Setting: Auto-save submissions to Microsoft Excel; Power Automate flow triggers; email reminder if unsigned.
3.11. OneSpan Sign
• Feature/Setting: "Create Transaction" API; enable mobile authentication; webhook on completion for consent logging.
3.12. RightSignature
• Feature/Setting: "Send Document for Signature" API; integrate with practice management system for recipient details.
3.13. Zoho Sign
• Feature/Setting: "Send Document" operation; monitor status changes with webhook; auto-download signed files.
3.14. SignNow
• Feature/Setting: "Create Signature Invite" API; auto-assign template; configure expiration and reminder settings.
3.15. SignRequest
• Feature/Setting: "Create SignRequest" API; track signing process; file PDFs to Google Drive via API.
3.16. Wufoo
• Feature/Setting: "Entry Webhook"; collect form fields; convert entry to PDF using cloud script and upload.
3.17. PDFfiller
• Feature/Setting: "Send to Sign" API; attach consent form; monitor and move signed docs to cloud folders.
3.18. monday.com
• Feature/Setting: "Item Created" trigger; attach consent form via boards; checkbox automation for signed/unsigned states.
3.19. Airtable
• Feature/Setting: "Form Submission" event; link with e-signature integration; auto-update record when received.
3.20. Salesforce Health Cloud
• Feature/Setting: "Consent Management" object; use Flow Builder to auto-email forms when a patient is registered.
3.21. Medesk
• Feature/Setting: "Patient Registered" webhook; attach consent PDF; log signed events in patient record.
3.22. SimplePractice
• Feature/Setting: "Client Portal Invitation Sent" trigger; patient e-signs forms; auto-file in documentation tab.
3.23. IntakeQ
• Feature/Setting: "Create Intake Form" API; send form links; mark as "Complete" on successful sign.
3.24. Cognito Forms
• Feature/Setting: "e-Signature" field; submission triggers email and document archive.

Benefits

4.1. Guarantees regulatory compliance and access audit trails.
4.2. Reduces manual data entry and minimises filing errors.
4.3. Improves patient onboarding speed and accuracy.
4.4. Enables cross-platform storage and retrieval, ensuring forms are instantly accessible in case of clinical review.
4.5. Automates consent tracking, reminders, and escalations for unsigned or expired forms.
4.6. Facilitates patient-friendly, mobile-first signing experience.