Overview
Invitation Methods
For flexibility, there are several ways to invite patients to Patient Passport. Options include:
- Sending a stand-alone invitation.
- Sending an invitation while sharing records or communications.
- Sending an invitation automatically after the patient books an appointment on the Booking Site.
- Sending invitations to multiple patients at a time.
It is important to know if the patient’s email address is already linked to an active Passport account as their invitation will differ:
- If the patient’s email is not linked to an active Passport account, then your invitation will simply prompt the patient to register for a new account.
- If the patient’s email address is linked to an active Passport account (e.g., they have a Passport account with another Elation doctor or for a family member), then your invitation will prompt them to link the new account to their existing one.
Review the scenario table in the Resources section below to ensure the correct instructions are being used
.
Patient’s Invite Experience
Patients need an invitation from your practice to register for a Patient Passport account. The invitation is sent to the patient’s email. To finish setting up their account, they’ll need to enter a unique Invitation Code and then create a password.
By default, the Invitation Code is texted to the patient’s U.S. mobile phone for two-factor authentication. However, you can also give them the code verbally -
click here for instructions
.
General Workflow Instructions
Inviting patients one by one to Patient Passport for the first time
Sending a stand-alone invitation
| 1 | In the patient’s chart, click on the Passport icon (the globe) at the corner of the patient’s profile picture. |
|---|
| 2 | Review the patient’s email address and U.S. mobile phone number for accuracy. Edit if necessary. |
| 3 | Go to Passport Sharing Options to adjust how much of the Clinical Profile the patient can see. By default, it will use the settings you’ve configured under Patient Sharing Defaults . |
| 4 | Click Send Invitation & Close . |
Inviting patients through a Patient Letter
When you send a Patient Letter to a patient who doesn’t have a Patient Passport account yet, you’ll be prompted to invite them to register. This will allow them to access the letter and other information you’ve sent.
Managing invitations
Checking the status of invitations
Here are the possible statuses for a Patient Passport invitation:
- Green = Registered/active
- Yellow = Invited but not registered
- Gray = Not invited
Re-sending invitations
| 1 | In the patient’s chart, click on the Passport icon (the globe) at the corner of the patient’s profile picture. |
|---|
| 2 | Click Re-send invitation . |
| 3 | Review the patient’s email address and U.S. mobile phone number for accuracy. You can update these fields if needed. |
| 4 | Click Send Invitation & Close . |
| 5 | (Optional) After sending the invitation, a confirmation box will appear. Click Print Passport Info Document & Close to print a registration guide you can give to the patient. |
A new Passport Invitation Code is generated each time you click Send Invitation & Close. If a patient has received multiple invitations, they should use the most recent code sent via text message.
Looking up the patient’s Passport Invitation Code
You can verbally give the patient their Passport Invitation Code after verifying their identity. This workflow may be necessary if the patient has trouble accessing their Invitation Code via text.
| 1 | In the patient’s chart, click on the Passport icon (the globe) at the corner of the patient’s profile picture. |
|---|
| 2 | Click details at the top of the invitation. |
| 3 | Tell the patient the 7 digit number next to Invitation Code . |
| 4 | Click Dismiss to close the box. |
Cancelling/Expiring invitations
To expire a Passport invitation you must temporarily remove the patient’s email from their chart by following these steps:
| 1 | In the patient’s chart, click on the patient’s name to open their Patient Demographics. |
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| 2 | Remove the patient’s email address from the Email field and store it in the Notes field temporarily. |
| 3 | Click Save . |
| 4 | All outstanding Patient Passport invitations will now be expired. Refresh the patient’s chart to confirm that the Passport icon (the globe) is now gray. |
| 5 | Move the patient’s email from Notes field back to the Email field and click Save . |
Disabling a Patient Passport account
| 1 | In the patient’s chart, click on the Passport icon (the globe). |
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| 2 | Click Disable Patient Passport . |
| 3 | Click Disable Patient Passport again in the confirmation box. |
Re-enabling a Patient Passport account
To re-enable a Passport account, simply send the patient a new invitation, and they can register again.
Always review the
Invitation Considerations below
prior to inviting the patient again.
Advanced Invitation Workflows
Inviting patients in bulk
Click here for instructions on how to invite patients in bulk
.
Inviting patients through booking an appointment through the Booking Site
If you use the Booking Site and enable the
Automatically send patients an email invitation to join Elation Patient Passport after they book online
setting, any patient who books an appointment and doesn’t have a Passport account will automatically receive an invitation.
If many of your patients plan to use one Patient Passport account to access multiple charts—such as parents managing children’s records or caregivers managing relatives’ charts—we recommend leaving this setting off so that your staff can confirm the use case for the account with the patients before sending an invitation.
Inviting patients to link their Passport accounts
If the patient’s email is already linked to an account (e.g., they have a Passport account with another Elation doctor or for a family member), your invitation will prompt them to link the new account to their existing one.
Review the scenario table in the Resources section below to ensure the correct instructions are being used
.
| 1 | In the patient’s chart, click on the Passport icon (the globe) at the corner of the patient’s profile picture. |
|---|
| 2 | Review the patient’s email address and U.S. mobile phone number for accuracy. The email address must be the same one linked to the existing Passport account. |
| 3 | Go to Passport Sharing Options to adjust how much of the Clinical Profile the patient can see. By default, it will use the settings you’ve configured under Patient Sharing Defaults . |
| 4 | Click Send Invitation & Close . |
| 5 | (Optional) After sending the invitation, a confirmation box will appear. Click Print Passport Info Document & Close to print a registration guide you can give to the patient. |
Even if the patient now sees you as their current provider, they may still see records from their previous practice when logging in to their Passport account. Ask the patients to login to their Passport account via a web browser to switch account views as needed.Click here for patient-facing instructions about switching account views.Consider mentioning this behavior during onboarding for patients who previously used Passport with another practice. This helps set expectations and reduces confusion when they first log in. Resources
Here are some common scenarios you may encounter with patients when inviting them to create a Passport account.
| Scenario *Regardless of who the Passport account belongs to and which provider the account is with. | Staff Actions | Patient Actions Click here for a complete walkthrough on the various ways patients can register for a Passport account. | Additional considerations |
|---|
| The patient’s email address is not tied to any active Passport accounts yet. | Collect the patient’s email address & cell phone and store it in their chart. • Follow the instructions for inviting patients to Patient Passport for the first time. | The patient will provide their email address and cell phone number for you to save in their demographics. • Then they will register for their account by finding the invitation in their email, entering a unique Invitation Code texted to their cell phone, and creating a password. | If the email address that the patient wants to use is shared with other people, advise them to create a new private email address first before inviting them to Passport to protect their Protected Health Information (PHI). |
| The patient’s email address is linked to another active Passport account and they wish to reuse it. | Collect the patient’s email address (must be the exact email address as their existing Passport account) & cell phone and store it in their chart. • Follow the instructions for inviting patients to link their Patient Passport accounts. | The patient will provide their email address (must be the exact email address as their existing Passport account) and cell phone number for you to save in their demographics. • Then, they will link your practice’s account to their existing one by finding the “claim chart” link in their email. They’ll log in to their existing Passport account and follow the prompts to link both accounts together. | If a patient’s email is already being used for a family member’s Passport account and they don’t want to link their personal Passport to that person’s account, they have two options: Update the email address in the family member’s Passport account to the family member’s own email address OR • Provide you with a different email address. |
| Thelegal representative is trying to register and their email address is not tied to any active Passport accounts. | Collect the legal representative’s email address and cell phone and store it in the patient’s chart. • Follow the instructions for inviting patients to Patient Passport for the first time. | The legal representative will provide their email address and cell phone number for you to save in the patient’s chart. • Then the legal representative will register for an account on the patient’s behalf by finding the invitation in their email, entering a unique Invitation Code texted to their cell phone and creating a password. | If the legal representative is also a patient and wants their own Passport account, have the legal representative create their personal account first and then link the patient’s account to theirs. • If a legal representative is creating accounts for multiple patients, have the representative complete registration fully for one patient first before you send an invite for the next patient. • Multiple legal representatives can’t access a single Passport account with different email addresses. |
| The legal representative’s email address is tied to another active Passport account. | Collect the legal representative’s email address (must be the exact email address as their existing Passport account) & cell phone and store it in the patient’s chart. • Follow the instructions for inviting patients to link their Patient Passport accounts. | The legal representative will provide their email address (must be the exact email address as their existing Passport account) and cell phone number for you to save in the patient’s chart. • Then the legal representative will link the patient’s account to their Passport account by finding the “claim chart” link in their email. They’ll log in to their Passport account and follow the prompts to link the patient’s account to their own account. | If a legal representative is creating accounts for multiple patients, have the representative complete registration fully for one patient first before you send an invite for the next patient. • Multiple legal representatives can’t access a single Passport account with different email addresses. |
Related Articles
- Elation Patient Passport Introduction
- Elation Patient Passport Guide - Setting up Patient Passport
- Elation Patient Passport Guide - Communicating with patients & sharing records
- Elation Patient Passport Guide - Helping patients troubleshoot Passport issues
- Elation Patient Passport Guide - Patient’s Point of View
