Patient Signature of Treatment Plan or Note via the Portal
This knowledge base article will guide ICANotes users on the workflow of acquiring patient signatures on notes and treatment plans via the Portal. This workflow should be especially useful for clinicians providing telehealth services where the patient is in a remote location and cannot sign documents in person.
Login with your ICANotes credentials to the Upload site - https://upload.icanotes.com, then search for the patient's name (1). Your search results will display below. Click the appropriate patient's name (2) to access their files.
Locate the Treatment Plan within the Documents column. It may be within a folder labelled Patient External Medical Records. Click to expand the section.
Once you’ve located the Treatment Plan, click to edit it.
In the edit screen, click the checkbox to enable Patient can View this Medical Record. "Allow Group to View" must also be enabled.
Click to Save changes. The note will now be accessible to the patient via their Patient Portal login at https://patientonlineportal.com.
Please note: if the group rule Patient can view CCD is disabled in the Security Center, then only manually-uploaded documents marked Patient can view this medical record will be visible to the patient in their My History tab on the Portal. ICANotes Security Administrators can enable the Patient can view CCD group rule in the Defaults tab of the Security Center:
From the patient's Portal login, the patient will click into the My History section. Depending on the number of medical records present, they may need to scroll down to find the note/treatment plan in question. Notes and Treatment Plans will be itemized as "Medical Record generated for [date of service]".
In the example above, the Treatment Plan for 2/4/2020 was made accessible, so the patient would look for that corresponding date of service.
Click to View the medical record and see the full Treatment Plan or note.
In order to send the signed Treatment Plan back to the provider/their chart, the patient will need to click to Download the record.
Upon doing so, the file will download to their computer as a compressed file. The patient will locate the download (likely in their default Downloads folder), then right-click to Extract All...
Follow the prompts to extract, making sure Show extracted files when complete is checked. Click Extract.
The Treatment Plan/note is now saved to their computer in PDF format.
The patient's next step is to upload the note back to the Portal and sign. From their Portal login, the patient will click into the Forms section, then Uploads/Downloads.
In Forms, the patient will scroll down to the Upload Forms section and click into the blue area to begin upload.
In the prompt, the patient will select the downloaded file from their computer, then click Open.
The patient will see a green notification at the bottom corner of the Portal window confirming upload, and the file itself will be visible in Uploaded Forms. The patient will now click to Sign.
The patient will be prompted to sign their name with their mouse. If they make a mistake and would like to start over, they need only click to Clear Signature and the field will clear, allowing them to sign again. Otherwise, they will click to Authorize Signature.
When the Sign button is no longer visible, it indicates that the document has been signed.
In ICANotes, the signed Treatment Plan will now be located within the patient's Documents tab in their chart. Click to View Document to see the signed Treatment Plan.
The signature will be a part of the Treatment Plan file on the very last page.
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