Forms & consents
Who agreed to which version of what, when, and through which channel. Every signature is sealed with its template version, an audit trail and a certificate; nothing here changes after the fact.
| Patient | Form or packet | Status | Appointment | Sent |
|---|
Sample patients for illustration. Statuses follow one vocabulary everywhere: Draft, Sent, Viewed, In progress, Needs practice signature, Needs review, Sent back, Completed, Waived, Declined, Expired, Canceled, Out of date, Due for renewal.
Your templates
| Template | Version | Signers | Validity | Auto-send | Status | Last edited |
|---|
Sample templates with the New York rules they follow. Have your own counsel review consent language before use. Editing always creates a new version; signed copies keep the version they were signed on.
Starter library
not in your library yetRules
| Trigger and conditions | Forms | Channel and reminders | Last run | On |
|---|
Rules never resend a form that is already completed, in progress or waiting on a signature. Reminders stop at three per request and never go out during quiet hours (9 PM – 8 AM).
Electronic records consent
ESIGN §7001(c) · version 2Shown once, before the first document that the law would otherwise require on paper. Patients confirm they can open the documents and learn how to get a paper copy or withdraw.
Signing links
- Link expiryCounted from the appointment end; 7 days when there is no appointment
- Identity check before signingNo account or password needed
- RemindersOne per day, three per request, none in quiet hoursDefault
- Save and resumePatients can stop mid-way and pick up on any device
- In-office device modeFront-desk tablet: 44 px targets, no autofill, signs out after each patient
- Prefill from the chart and earlier formsPatients never retype what you already know
Retention and evidence
- Keep signed forms6 years from the later of signing or last in effect (HIPAA 164.530; NY Regents 29.2)6 years
- MinorsUntil one year after age 21, whichever is laterAge 22
- Legal holdPause deletion for a patient or a template
Certificate of completion includes
Texting consent and opt-outs
TCPAReminders and forms are informational texts (prior express consent). Marketing texts need written consent and are tagged separately. Any reasonable opt-out is honoured within 10 business days; we do it the same day.
AI documentation consent
Linked to AI Scribe- Standing consent templateSigned once, in writing, at first useAI documentation disclosure and consent · v2
- Per-visit confirmationA structured field in each encounter: consented, declined or not asked, who was present, and who recorded it. Never pre-filled.Always on
- Declined reaches AI Scribe before the visitThe Scribe will not start recording
- Telehealth in all-party statesCA, CT, DE, FL, IL, MD, MA, MT, NH, OR, PA, WA: every participant is asked; Illinois therapy gets a separate written formOn
Languages and access
- Spanish variantsOne logical template, two languages; the signed copy records which one was shown
- Notice of language assistance15-language tagline attached to intake, consents, the privacy notice and bills (Section 1557, if the practice takes federal funds)
- Accessible signingWCAG 2.2 AA: 24 px targets, no colour-only cues, keyboard signing, screen-reader labelsBuilt in
Prototype. Nothing is sent or saved. Time is fixed at Thu, Oct 8, 10:52 AM so the sample lines up across screens.