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Set Up Consent Management in Health Cloud

Learning Objectives

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

  • Understand the licenses and permissions required in relation to care programs.

  • Configure and upload care program consent documents. 

Before You Begin

In this module, we assume you are a Health Cloud admin with the proper permissions to take the actions we describe. If you’re not an admin for Health Cloud, that’s OK. Read along to learn how your admin would take the steps in a production org. Don’t try to follow these steps in your Trailhead Playground. Health Cloud isn’t available in the Trailhead Playground.

Part of Harryette’s job as an admin involves making sure the licenses and permissions required to gain patient consent are set up. Here’s what she does.

First, Harryette sets up org-wide sharing for these entities to be Private, Public Read Only, or Public Read/Write, as necessary.

  • Authorization Form

  • Authorization Form Consent

  • Authorization Form Data Use

  • Authorization Form Text

  • Care Program

  • Care Program Enrollee

  • Care Program Enrollee Product

  • Care Program Enrollment Card

  • Care Program Product

  • Care Program Provider

  • Data Use Purpose

She creates a permission set that gives access to the objects used to manage consent forms.

  • Authorization Form: Read

  • Authorization Form Consent: Read, Create, Edit

  • Authorization Form Data Use: Read

  • Authorization Form Text: Read

  • Data Use Purpose: Read

Then she clones the Health Cloud Foundation permission set and configures Read access for these objects.

  • Care Program

  • Care Program Enrollee

  • Care Program Enrollee Product

  • Care Program Enrollment Card

  • Care Program Product

  • Care Program Provider

Next, she clones the Standard User profile for care coordinators or anyone who enrolls participants in programs and adds the Run Flows permission to it.

For participants using a community, she clones the Customer Community Plus User profile or a similar profile that includes View Content permission. And she grants the View Content in Portal permission to the profile.

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

Upload Care Program Consent Documents

One of the first things that Harryette has to do is upload the consent forms so they can be associated with a care program later. Here’s how.

  1. From setup, click the App Launcher ( App Launcher icon) and then navigate to the Files tab.
  2. Select Libraries and click New Library to create a library for consent documents.
  3. Add a name and a description for the library. For example: Chronic Lower Back Pain Consent Form. Description: To enroll a patient who has been diagnosed with chronic lower back pain.
    From the App Launcher, navigate to the Files tab and then add the name and description of the library.
  4. Click Add Files and select the consent form you want to add to the library.
    You can upload it from your desktop or select a form that’s already been uploaded to the Files tab. Once it's completed, click Done.
    Adding the consent form to the library.

Associate New Consent Documents with a Care Program

Once Harryette has uploaded the consent documents, she can start associating them with Charles’ care program. 

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. For example, to enroll Charles in the chronic lower back pain management program, there can be several consent forms he has to fill out, including forms for physiotherapy, home visits, and renting equipment. 

Here’s how to associate new content docs in the Data Use Purpose tab. 

  1. From the App Launcher, navigate to the Data Use Purpose tab,
  2. Select New to create a program record.
  3. Enter the following information:
    Name: Chronic Lower Back Pain Consent Form.
    Description: Form to get a patient's consent to participate in a pain management care program.
  4. Select the name of the care program from the Purpose field. The Legal Basis field and the checkbox that lets users opt out of the consent process, aren’t used for care programs.
    Information for the Data Use Purpose is entered here.
  5. Next, navigate to the Authorization Form tab to provide information about each consent form. 
  6. Enter the name, revision number, and effective dates for the consent form.
  7. If the program requires that the participant sign the consent form, select Signature Required.
    The New Authorization Form saves information about the care program.
  8. Navigate to the Authorization Form Text tab to manage the text associated with the consent form. 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 to customers when asking for their consent.
  9. Enter the name of the text for the consent form. For example, Consent for Treatment of Chronic Lower Back Pain. You can also include a summary to describe the form’s purpose and display to customers when asking for their consent.
  10. Select the associated authorization form and select the uploaded consent form in the Content Document field.
  11. Select the locale for the content document and make sure it matches the user’s language or the consent forms will not appear for that particular user.  Create an authorization form text record for each language supported in your org.
    Through the associated authorization forms select the uploaded consent form in the Content Document field.
  12. From the App Launcher, navigate to Authorization Form Data Use tab and click New to connect the consent form with the care program.
  13. Enter the name of the form in the Authorization Form field and the name of the care program in the Data Use Purpose field.

New Authorization Data From Use page where you connect the consent form with the care program.

 

Copy Existing Consent Documents for a New Care Program

It’s likely there are other patients experiencing the same health problem that Charles does. For example, in a back pain care program, there can be several forms to consent to. The patient must consent to a physical therapy form for treatment, or a home health visit form. In such cases, instead of creating consent documents for a care program, Harryette can simply clone Charles’ existing document. 


To do so, she first must clone the documents from a Data Use Purpose record. Here’s how.

  1. Navigate to the Data Use Purpose tab, and then click the record that contains the existing consent documents.

  2. Click the Clone arrow, and then click Clone with Related.

  3. Select the objects you want to clone and click Next.

  4. Give this data use purpose a descriptive name, such as Chronic Lower Back Pain Consent Forms Clone.

  5. In the Purpose field, select the care program to clone the consent forms to, and then click Save.

After Harryette completes these steps, she must make sure that she creates a community and grants member access, so that Charles can later log in, and access and check his 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 can add his electronic signature in the signature box.
The electronic notepad with the signed consent form.

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

Signature field showing the patient, Charles Green, has signed to give his consent.

To Sum Up

Now that Harryette has set up the needed licences and permissions, and loaded all the needed documents into Health Cloud, April can easily get Charles’ consent to enroll him in a care program for back pain. With his care in place he’s one step closer to living a life with little or no pain!

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