How do I receive copies of passport and marriage certificates?

Clinics can use EngagedMD to gather copies of passports and marriage certificates from patients. In the UK for example, the Human Fertilisation and Embryology Authority (HFEA) requires that patients submit these documents for fertility treatment.

How it works:

Through EngagedMD’s eSign offering, clinics can require patients and partners (if relevant) to submit a passport and marriage certificate copy (if married and receiving treatment together as a married couple).

Clinics can configure a form (example below) to be uploaded onto the EngagedMD platform asking patients and partners to complete.

Example form

Patient Name: [pulled from EngagedMD record]

Patient DOB: [pulled from EngagedMD record]

Patient ID: [pulled from EngagedMD record]

Please provide an upload of your Passport photo page:

[Document required to be uploaded - can be from device filestorage, drag and drop, or device camera]

Relationship Status Information

Are you in a relationship? [radio buttons for YES and NO requiring at least one entry]

If yes, [use conditional logic create rule on YES answer to question above] are you intending to receive treatment with your current partner? [radio buttons for YES and NO requiring at least one entry]

If yes, [use conditional logic create rule on YES answer to question above] are you married or in a civil partnership with your current partner? [radio buttons for YES and NO requiring at least one entry]

If married, [use conditional logic create rule on YES answer to question above] please upload a photo of your marriage certificate:

[Document required to be uploaded - can be from device filestorage, drag and drop, or device camera]

Patient Signature: [Docusign Signature patient required] Date: [Docusign date of signature]

Staff Signature: [Docusign Signature Reviewer required] Date: [Docusign date of signature]

Clinics can also decide on the most appropriate stage within the Clinic’s workflow to assign the form to the patient and partner. The form should be completed early in the care journey and could be assigned as a form by itself or added to an existing envelope if the clinic considers it works in terms of workflow.

Once the form is assigned, the patient will receive an email that they have a new form to complete, as usual with EngagedMD eSign.

Once they click on the email, they will be taken to the form to attach the passport photo page copy.

If the patient answers “Yes” that they are going through treatment with their partner and are married, then the patient will be prompted to attach a copy of the marriage certificate.

If there is a partner, then the clinic can have a separate version of the form or update an existing form going to the partner asking for the passport photo page copy.

When trying to attach the certificate, the form will allow access to the patient’s phone to access saved photos or camera to get the certificate image needed.

Once the patient has completed the form, the staff will receive the form to review and sign off, as usual with EngagedMD eSign.

Upon staff review, if everything looks fine they can sign off. If the clinic has document markup turned on, the staff can add a note if changes are needed to the form the patient submitted, such as the wrong page of the passport was uploaded, and sign and submit.

If a markup was made by staff, the patient will receive another email notification to review the form again. They will see that the note was added and be prompted to change the uploaded document that they had as needed.

If the clinic does not have document markup turned on and they need the patient to make a change to the form, the staff would need to assign a new form for the patient to complete.

To view the complete form, the staff can click on the form itself and then select “View Consent” to view and download a copy of the passport photo page and marriage certificate to upload into the EMR.

Notes:

• At present, it is not possible to have passports and marriage certificates imported through interfaces into EMRs.

All of the steps are also reviewed in the video below: