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Overview

Bulk inviting patients to Passport is an efficient way to invite multiple patients from your practice at once to join Elation secure online patient portal. This process allows you to create a patient list compiled of patients who have not yet registered for Passport and send a bulk letter invitation. Inviting patients to Passport in bulk will allow you save your practice time from inviting each patient individually from their chart as it allows you to invite multiple patients at once. As your practice grows and you gain new patients, you can repeatedly send out these bulk letter invitations to ensure new patients at your practice have been invited to Passport.

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Workflow Instructions

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Before you invite patients

  • Please ensure you have filtered out inactive patients at your practice. You may do so through patient tags, or by manually reviewing the patient list that is generated before sending the bulk invitation.
  • Review the patient list to remove patients who you do not want to provide Passport access to.
  • You may add a patient tag to patient charts in the future to help flag to your practice members that these patients should not have Passport access.
  • Clinicians should review their sharing settings to ensure that the correct amount of information is shared with patients. Clinicians can set default settings, which will apply to patients for whom you are identified as the primary physician and who have passport accounts, in the Patient Sharing Defaults section of their clinician User Settings.
You may override the default patient sharing settings per patient by clicking the Passport button in the Clinical Profile and selecting a different option under Patient Sharing Defaults.

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Inviting patients in bulk

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Click the Reports button in the blue navigation bar.
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Click Patient List.
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At the top of the lefthand column with the patient list filters, you may select which provider, or your entire practice, that you would like to pull the list of assigned patients for
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You can generate a report of your entire patient panel by leaving the filters blank and clicking Generate List.
Filter for patients using the following criteria:
  1. Under General filters, click the checkbox next to Patient Passport Status.
  2. Click the checkbox next to Registered user to uncheck the box
  3. Click the checkboxes next to Invited but not registered & Not invited to create a list of patients that have not registered for Passport accounts.
  4. Filter out patients that have been designated as inactive at your practice by filtering out those with the specific patient tag.
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The Send Bulk Letter button will be greyed out until you select patients from the results list.
The grey icon next to a patient’s name represents that the patient has not been invited yet to join Passport.The yellow icon next to a patient’s name represents that they have a pending invitation to join Passport and need to complete the registration.
Click Generate List once you have selected all of your filters to pull a list of patients to invite to Passport.
  • Please review this patient list to ensure it only includes patients that you wish to provide Passport access.
  • Click the checkbox at the top of the patient list to select all of the patients generated and select the orange Send Bulk Letter button.
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When this letter is sent, patients receive a notification email from Elation stating there is an unread message from your practice. Patients who do not yet have a Passport account will be prompted to register before viewing the letter.
Fill in the fields of the bulk letter using the recommended values below:
  • Letter title (internal only): Bulk Passport invite [insert date] — This label is visible only to your staff and helps distinguish campaigns from each other. It is not shared with patients.
  • Subject: Welcome to Patient Passport
  • Letter body:
    Welcome to Patient Passport, your secure online portal for staying connected with our practice. With Patient Passport you can:
    • View your visit summaries and health records
    • Send and receive secure messages with our office
    • Access your appointments and upcoming care
    To get started, click the button in this email to create your account. If you have any questions, contact our office directly.
  • Allow patient to reply: Check or uncheck based on your practice’s preference.
  • Send this as a Patient Passport letter to: Select your filtered patient list.
  • Generate printable PDFs of letters for: Select None — this is an electronic communication and does not need a paper version.
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Click Next in the bottom right of the page to move to the next window to preview the letter, confirm your sending options, and send the bulk letter.
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Once you are ready to send the letter, click the Send Bulk Letter button in the bottom right of the page. This will redirect you to the Bulk Letters Dashboard and your letter will be sent to the list of patients generated.

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Additional recommendations

Outreach to patients who could not be invited electronically
  • We recommend reaching out to patients who do not have an email address listed in their demographics to obtain one so that they may be invited to Passport.
  • You are able to create PDF versions of bulk letters, if you wish to provide paper handouts to patients with steps on how to join Passport.
  • If a patient wishes to join Passport, there must be an email address in their demographics.