Protocol For Receiving Patient PHI and Enrolling Patients For a Client
Protocol For Receiving Patient PHI and Enrolling Patients For a Client
Sections
Corresponding Clinician Articles
The client confirms that they would prefer us to enroll cases for them.
RegenMed creates a folder within the Client’s SharePoint folder labelled "Patients to Register for [Client Name]”.The owner will limit view/edit access to this folder to “RegenMed Owner(s)” only. RegenMed Members and Visitors should not automatically have access. Subsequently, the Owner will create a shareable link to the folder viewable and editable by “Specific People” only.
These “Specific People” will be limited to:
The account manager
The member of the content team responsible for enrolling patients for this client
The client
Share the SharePoint folder with the client. They upload their patient list which includes, at minimum, patient email, treatment area (to allow us to select the correct Circle), and treatment date.
If the client has preferred case commencement dates, these should be communicated to us as well.
If no alternate commencement dates are communicated, the default will be on the day of enrollment (approx. 1-2 days after receiving the patient list(s).
The client should notify us by email when this list has been uploaded.
We enroll all applicable patients, and then return an email to the client stating "We have enrolled [x number] of patients. We could not enroll [y number] of patients due to [reasons]. These reasons may include not having an applicable Circle to enroll the patient into, missing information (e.g. email), etc.
After 1 week the responsible account manager will delete this information from the initial SharePoint Folder, as well as our “Deleted Items” bin, to fully delete the PHI.
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