Set Up Consent Management

Learning Objectives

After completing this unit, you’ll be able to:

• Describe the licenses and permissions required in relation to care programs.
  
• Configure and upload care program consent documents.
  

In this unit, let’s see how Harryette Randall, the office manager and Salesforce admin for Bloomington Caregivers, takes the appropriate steps to make consent forms available for a care program.

Configure Permissions for Consent Management

First, Harryette must configure the appropriate permissions for a number of key objects related to consent management.

There are five objects that store the key information needed to support the core consent management processes. The graphic below illustrates how they relate to one another.

This table briefly describes each object.

For each of these objects, Harryette sets up the appropriate org-wide sharing and permission set settings. Then, she adds permissions to certain profiles so that different users can complete certain tasks, such as running flows and viewing content in portals.

For detailed setup instructions for consent management, see Configure User Permissions and Sharing Rules. Note that these instructions also cover the necessary steps to support care programs as the two solutions are closely related.

Once Harryette has these licenses and permissions set up, she moves on to working on the consent forms.

Upload Care Program Consent Documents

As a first step in setting up a consent management process for a specific care program, upload all the relevant consent documents to a library in Salesforce Files.

Harryette navigates to the Files tab and creates a new library dedicated to storing consent forms. She gives the new library a simple name and description.

Next, add the consent form files to your library. Salesforce Files supports a wide variety of file formats. You can either upload the file from your desktop or select a form that’s already been uploaded to the Files tab.

Harryette locates the consent form for Chronic Back Pain on her desktop and uploads it to the Consent Forms for Care Programs library.

Associate New Consent Document with a Care Program

After you upload the consent form, create a series of records that define the consent document and associate it with a specific care program.

To do so, create the following records:

1. Data Use Purpose
   
2. Authorization Form
   
3. Authorization Form Text
   
4. Authorization Form Data Use
   

Let’s see how Harryette sets up the records necessary for associating the chronic back pain consent form with the pain management care program.

Create a Data Use Purpose Record

The first step in associating new consent documents with a care program is to define the relationship in the Data Use Purpose tab. This tab is a container for all the forms that are associated with a care program.

Harryette creates a new Data Use Purpose record, specifying a clear name and description. For the Purpose, she selects the appropriate care program, which is called Pain Management Program. She doesn’t worry about the Legal Basis field and the checkbox that lets users opt out of the consent process as these fields typically aren’t used for care programs.

Create an Authorization Form Record

Next, Harryette defines an Authorization Form record for the Chronic Lower Back Pain Consent Form. Later, she links this to the Data Use Purpose record she just created.

She makes sure to enter the name, revision number, and effective dates. Since the program requires that the participant sign the consent form, she selects the Is Signature Required checkbox. Finally, she leaves the Default Auth Form Text field blank for the moment, since she hasn’t yet created the Authorization Form Text record. That’s what she does next.

Create an Authorization Form Text Record

Harryette now creates a new Authorization Form Text and associates it with the Authorization Form. Remember, you can create multiple text versions for the same consent form to support different languages, regions, and situations. You can also include a summary to describe the form’s purpose and display it to customers when asking for their consent.

Harryette creates the Authorization Form Text record directly from the Related tab of the new Authorization Form. By doing so, the Authorization Form field automatically populates with the correct record.

She then selects the uploaded consent form in the Content Document field and then specifies English (United States) as the appropriate Locale, since the document is the English version of the consent form.

Next, Harryette returns to the Authorization Form record and designates this Authorization Form Text as the default. Every Authorization Form must have one default Authorization Form Text.

Create an Authorization Form Data Use Record

Now that the Authorization Form and Authorization Form Text are in place, it’s time to link the Authorization Form back to the Data Use Purpose record. To do this, simply create a new Authorization Form Data Use record, which serves as a junction between the Authorization Form and the Data Use Purpose. Make sure to specify the appropriate Authorization Form and Data Use Purpose records.

And with that, the link between the Pain Management care program and the Chronic Lower Back consent form is fully connected!

To add any additional consent forms to this same care program, upload the files to the Library, create a new Authorization Form and Authorization Form Text for each new form, and then link each new form to the original Data Use Purpose record by creating a new Authorization Form Data Use record.

Harryette proceeds to upload a new General Consent Form and then creates the required records to link it to the Data Use Purpose record for Chronic Lower Back Pain Consent Forms.

Now, there are two consent forms linked to the Pain Management Program through the original Data Use Purpose.

After Harryette completes these steps, she must create a site and grant member access, so that enrollees can log in to access and review their consent documents.

Get in the Program

Now that Harryette has set up the licenses and permissions and configured the consent forms, April can ask Charles for his consent when she enrolls him in the care program. Charles can review any related consent forms by selecting the name of the form. To give his consent, he adds his electronic signature in the signature box.

Charles clicks Consent for forms that require a signature or clicks Accept for forms that are informational only.

For each Authorization Form that Charles consents to, a new Authorization Form Consent record is created. This record contains the specific details about his consent, such as the method and status. It links to both the Authorization Form Text record and to Charles’ account, making it very easy for Bloomington to keep track of who has consented to which consent forms.

With his consent in place, Charles can now participate in his care program. He’s one step closer to living a life with little or no pain!

Resources

• Salesforce Admin Guide: Configure User Permissions and Sharing Rules
• Salesforce Admin Guide: Manage Care Program Enrollment Flows
• Salesforce Help: Enroll a Participant in a Care Program