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Setup

Prior to using Patient Passport, make sure the correct Settings and workflows are in place by following the setup instructions below.

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Basic Configurations

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Customizing default sharing preferences for your assigned patients

As a Provider Level User, you can control what Clinical Profile information is automatically shared with your patients through their Passport accounts. The following Clinical Profile information is always shared automatically with patients. This is known as the Objective Data Only category:
  • Allergies
  • Drug Intolerances
  • Medications
  • Vaccines
Other Clinical Profile data points that can be shared automatically are categorized into three additional levels. Use the table below to determine which level you want to set as your default and then review and adjust your preferences under Settings→User Settings→Patient Sharing Defaults→Sections of the clinical profile to share through Passport. These defaults apply to patients who have you listed as their Provider Assigned in Practice under their demographics.
Changes to your sharing defaults only apply to patients who register for Passport after the update. For patients already registered, adjust sharing settings individually in their chart under Passport Sharing Options .

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Specifying messaging preferences

By default, patients cannot initiate messages to you from their Passport account. To allow patients to send messages to your practice:
1
Go to Settings → Admin Users Only → Patient Passport Messages.
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Change the Allow patients to send messages to the practice toggle to Yes to enable patient-initiated messages.
Afterwards, scroll down the page to review your routing preferences to ensure patients’ messages are routed to the correct person/team in your practice. Adjust as needed:
1
Adjust routing preferences For all providers at the same time in the Routing for All Providers section by clicking Update Routing for all Providers. • For individual providers under the Routing per Provider section by clicking Change Routing for ….
2
Type the name of the recipient(s) or User Group(s) in the Route To: fields next to each Message Category. To add a recipient, type the recipient’s name in the Add provider, staff or group in practice… field and then select a match from the search results. • To remove specific recipients, hover over their name and click X. • To remove all users click Clear All.
3
Click Update Provider’s Routes to save your changes.
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All newly received patient messages will follow the updated routing preferences.
If a Message Category is routed to a User Group, any action taken by one member (viewing or acknowledging the message) clears it from every other group member’s Requiring Action queue, even if they never personally opened it. If you need to guarantee that specific staff each see every message, route the category to those individuals instead of a User Group.
Routing is evaluated at the time a message is sent, based on the message’s subject/category and the patient’s Provider Assigned in Practice at that moment. If you change a patient’s assigned provider afterward, messages the patient already sent stay with the original routing — they don’t retroactively move to the new provider’s queue. You do not need to cancel and re-invite the patient to Passport to fix this.

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Controlling patient profile photo uploads

Practice admins can decide whether patients can upload or change their profile photo from Patient Passport. This is useful if you want the profile photo on file to come only from the practice.
1
Go to Settings → Patient Passport Settings.
2
Toggle Allow patients to upload a profile photo from Patient Passport on or off.
Photo uploads are allowed by default. When the setting is off:
  • The edit photo button is hidden on the patient’s Profile, Demographics, and Clinical Profile pages in Patient Passport, so patients cannot add or replace a profile photo from the portal.
  • Any profile photo already on file stays in place, and patients can still see it.
  • Staff can still upload or update a patient’s profile photo from the chart.
This setting only controls profile photo uploads from Patient Passport. Photos and other attachments patients send through Messages are controlled separately under Settings → Admin Users Only → Patient Passport Messages.

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Educating patients about Patient Passport

Educating patients (and/or their caretakers) on the benefits and usage of the Patient Passport can help boost adoption, especially as different use cases will require different ways of setting up their Passport account. Click here for a patient facing article about Passport setup and features. Feel free to include it in your communications with them.

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Advanced Configurations

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Customizing Clinical Profile sharing settings for individual patients

As needed, adjust what’s shared for each patient to override the default.
1
In the patient’s chart, click the passport button (a globe) at the corner of the patient’s profile picture.
2
Go to the Passport Sharing Options section and choose the level of sharing you want.
3
Save your changes by clicking the appropriate button based on the patient’s account status: If the patient hasn’t been invited yet or they haven’t registered yet, click Send Invitation & Close. This will also send the patient an invitation, even if they’ve already received one. • If the patient is a registered user, click Save Settings Changes & Close.
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The changes will take effect the next time the patient signs in to their Passport account.
Provider Level Users configure the practice’s default Passport Sharing Options. Any user can override this default for an individual patient from the chart by following the steps above.

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Enabling notifications about unopened Patient Letters

As a Provider Level User, you can specify a default notification preference for when patients don’t open/read the Patient Letters you send them. This includes Patient Passport invitations of any kind .
1
Go to Settings → User Settings → Patient Sharing Defaults → Notifications.
2
Use the dropdown to choose how long to wait before receiving a notification.
Click here for more information about receiving notifications.

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Training staff - Best practice workflows

To maximize Patient Passport adoption:
  1. Train your staff on the common scenarios they may encounter when inviting patients to create a Passport account. Use the scenario cards in the Managing Passport Invitations article to find the workflow that matches each situation.
  2. Collecting a patient’s email address:
  3. Before you collect a patient’s email address, here are some important questions to ask:
  4. Do you have a Patient Passport account with other practices, whether it be for yourself or someone else? If so, what is the email address associated with that account?
  5. Do you plan to use this email address for multiple Passport accounts? (E.g. for your child or someone else in your care).
  6. Does anyone else have access to this email address?
  7. Have staff educate patients (and/or their caretakers) on the benefits of using Patient Passport.
  8. Have the front office:
  • Collect & store an email address for each patient in their Patient Demographics for Patient Passport account invitation.
  • Invite all patients to Patient Passport.
For a full breakdown of invitation scenarios — including patients with existing accounts, family members, and caregivers — see the Managing Passport Invitations article.

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Setting up the Patient Booking Site

If you allow patients to book appointments through your Elation Booking Site, you can enable a setting to automatically send them a Patient Passport invitation after they book an appointment if they don’t already have an account. To turn this on, go to Settings → Calendar and Booking → Booking Site → Preferences→ Automatically send patients an email invitation to join Elation Patient Passport after they book online (if they don’t already have a Passport account).
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.