We have created a new way to help practices gather HIPAA consent from all of their patients automatically, and send reminders if they have not yet granted/denied consent via HIPAA Campaigns. If you would like to have the HIPAA Campaign feature enabled on your account, please reach out to our Success Team at success@rhinogram.com .
What is a HIPAA Campaign?
A HIPAA Campaign is an automated messaging campaign that can be set up to send out a HIPAA Consent Request to patients whose HIPAA consent is in the Unknown status or Denied status. the practice can choose at what frequency they wish to send additional reminders to grant/deny the HIPAA consent after the initial message is sent out (ex: 2 weeks, 4 weeks, etc). When a patient replies with one of the codified responses (Y to accept or N to decline), the HIPAA Consent Status on the Phone Owner's profile will automatically be updated with the Green or Red HIPAA shield.
The practice can set up 2 campaigns. One for patients in the Unknown status, and one for patients in the Denied status.
How does the practice set up a HIPAA Campaign?
A HIPAA Campaign can be set up by going to Settings, selecting Campaigns, then clicking the green + button at the top right hand side of the screen. Once in the set-up screen, the Administrative HIPAA Consent Status Campaign Type will automatically be selected. Dynamic List will also be selected automatically. This means that once a phone owner replies with Y to accept or N to decline they will be removed from this list, and will not receive any more HIPAA Campaign messages.
The Admin Member setting up the campaign will choose if this campaign is going to be sent to patients in the Unknown status, or the Denied status. Afterwards, they will need to choose after how many days to send a reminder, if no codified response is received.
There is default messaging in the Message box, but this text can be edited.
It is important to note:
For the phone owner's HIPAA Consent Status to update automatically, the variables "REPLY 'Y' to accept" and "REPLY 'N' to decline" must be used.
It is also suggested to use the First Name or Preferred Name variable so that each message is slightly different and less likely to get marked as SPAM by the cell phone carriers. (If the contact does not have a preferred name, we will use the contact's first name by default).
Files, Forms (if enabled), or VCards (if enabled) can also be added to the HIPAA Campaign message. (For more information on VCards click here.)
Once the changes are saved, the messages will begin sending out.
Do newly added patients/contacts get added to the campaign automatically?
Yes! If the practice is integrated, the new patient/phone owner will be added to the HIPAA Consent Campaign. If the practice is not integrated, a new manually created contact will be added to the campaign.
If a phone number is attached to multiple contacts, will they receive multiple messages?
No. We will send one message to the contact that is the Phone Owner, even if that number is associated with multiple contacts. (The phone owner will receive additional reminder/follow up messages if they do not send a codified response). When the codified response is received only the Phone Owner's consent status will be updated. (Example: Sally is the mom of Josh. Sally is the Phone Owner of the phone number on both Sally and Josh's profiles. When Sally replies, only her HIPAA consent will be updated, not Josh's. Once Sally's reply is received, their number will be removed from the HIPAA Consent Campaign, and no further reminder/follow up messages will be sent).
Is there a way to see how many HIPAA Consent messages have been sent, and how many people have consented?
Yes! Admins will be able to see the total number of HIPAA messages sent (which can be filtered by date range), as well as a breakdown of how many have Consented, Declined, and those still unanswered all in the Analytics Dashboard.
