Privacy Policies

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Privacy Policies

You can set up Privacy Policy records to make sure that, when a patient signs the HIPAA policy, the patient's signature is logged. Follow the instructions below to set up Privacy Policies, help patient's sign the policies, and view logged signature records.

 

Topics

How Do I Set Up a New Privacy Policy?

How Do Patients Sign the Privacy Policy?

Where Can I View the Patient's Signature?

Can I Use the Patient's Pickup Signature as the HIPAA Signature?

 

 

How Do I Set Up a New Privacy Policy?

1.Click on the System menu item.

2.Select Privacy Policies. The Privacy Policy Maintenance screen will open.

3.Click on the Create New Privacy Policy option. (If you do not need to create a new policy but need to edit an existing one, you can search for the existing policy in the Search Privacy Policy sidebar.)

4.Enter a Description (e.g., "Privacy Policy 2019").

5.Enter the Effective Date (the date that this policy begins to take effect).

6.Enter the Expiration Date.

7.To use this privacy policy, make sure the Active checkbox is marked.

 

When users select the first patient in the Checkout screen, ProPharm will check to see if there is a Privacy Policy that is marked as "Active" and has not passed its Expiration Date. If so, ProPharm will check to see if the patient has signed the policy.

 

8.To use this as your pharmacy's default privacy policy, mark the Default checkbox. (It is best to only mark one policy as the default.)

9.When you are ready, click Save.

 

ProPharm will check for active, current Privacy Policies when you select the first patient in the Checkout screen. If the patient does not have an active, signed policy, it will prompt the user to collect the patient's signature.

 

Please note that the Check if the Patient has Received HIPAA info in the Past Year during Checkout option must be set in the Options screen for this warning message to appear during the Checkout process.

 

 

How Do Patients Sign the Privacy Policy?

After a Privacy Policy has been set up for your pharmacy, patients will be able to sign the policy during the Checkout process.

 

1.Click on the Checkout menu item. The Checkout screen will open.

2.Search for the correct Patient.

3.If the selected patient has not signed a current HIPAA policy, a warning will appear on the screen.

 

ProPharm will check to see if there is an active Privacy Policy that has not passed its Expiration Date. If a policy is available, ProPharm will check to see if the patient has signed it. If not, the warning message will appear.

 

4.Click on the HIPAA policy warning. This will open a window asking you to offer the HIPAA policy to the patient.

5.Click Continue.

6.On the Signature Pad, the patient will see a pop-up window. This window will tell them that they can sign to affirm that they were offered a copy of the policy.

7.The patient can click Confirm and then give their signature.

8.After the patient clicks Accept Signature, a pop-up window will appear on the user's screen, showing the patient's signature.

9.If the signature is satisfactory, click Accept Signature.

 

 

Where Can I View the Patient's Signature?

The patient's signature will be logged. You can view patient signatures from the Privacy Policy Signature Log report.

 

In Patient Maintenance, the record of this signature will be shown under the Privacy Policies tab.

 

 

Can I Use the Patient's Pickup Signature as the HIPAA Signature?

Patients do not only sign for receiving the privacy policy, but also when they complete their purchases in the Checkout screen. You have the option to use this pickup signature as the signature for the privacy policy as well. To do this, got to the Options screen and locate the option to Allow a Pickup Signature to be Saved as a HIPAA Signature.

 

When this option is being used, if the patient has not signed the privacy policy, they will receive a pop-up on the signature pad reminding them that they can request this information. When the patient signs for their scripts, ProPharm will consider the privacy policy to have been signed.