VFC & Consent Modules in iClinic

1. Introduction 

• Purpose: This guide provides comprehensive, step-by-step instructions for managing the Vaccines for Children (VFC) and Consent Modules within the MDLand iClinic system. 

• Key Features: Accessing patient registration, setting patient consent statuses, attaching consent forms, and updating VFC eligibility statuses. 

2. Accessing the Patient’s Registration Page 

1. Log In:  

• Sign in to your MDLand iClinic account using your credentials. 

2. Locate the Register Icon:  

• On the dashboard, click the Register Icon. 

3. Search for an Existing Patient:  

• A box will appear with two sections. 

• Use the left-hand side labeled “Look Up Existing Patient.” 

• Enter the patient’s Last Name, First Name, or Date of Birth. 

• Click Go. 

4. Retrieve Patient Information:  

• Select the correct patient from the search results. 

• Click Retrieve to open the patient’s registration page. 

3. Setting Patient Consent Status 

1. Locate the Consent Section: 

• On the patient’s registration page, scroll down the right-hand side to the Consent Section. 

2. View Existing Consents: 

• Click View next to the consent name related to the discussion you’ve had with the patient. 

• For example:  

• Medical History Retrieval Consent if discussing medication or vaccine history retrieval. 

3. Edit Consent Details: 

• A Consent Detail Box will appear. 

• Here, you can set the following:  

• Consent Status: Click the dropdown next to Consent Status and select from the options:  

• Accepted 

• Declined 

• Unknown 

• Consent Date: Enter the date when the patient provided consent. 

4. Attaching the Signed Consent Form: 

• Click Attach from Documents/Forms/Labs. 

• A list of document categories will appear. 

• Select the appropriate category and choose the file corresponding to the consent form. 

• Important: Always ensure the correct file is attached for documentation purposes. 

5. Save Changes: 

• After updating the consent status and attaching the necessary documents, click Save to apply the changes. 

4. Setting the Patient’s VFC Eligibility Status 

1. Locate the VFC Eligibility Section:  

• On the patient’s registration page, scroll down the right-hand side to the section labeled Bridge. 

2. Update VFC Eligibility:  

• Under the Bridge Section, find the dropdown labeled VFC Eligibility. 

• Click the dropdown to view the available eligibility options. 

• Select the option that best matches the patient’s actual VFC eligibility status.  

• Options may include categories such as:  

• Medicaid Eligible 

• Uninsured 

• Underinsured 

• American Indian or Alaska Native 

3. Save Changes:  

• After selecting the appropriate VFC eligibility status, click Save to apply the changes. 

5. Best Practices 

• Verify Information: Always confirm consent statuses and VFC eligibility with the patient or guardian. 

• Document Thoroughly: Attach signed consent forms for legal and compliance purposes. 

• Regular Updates: Review and update consents and VFC statuses regularly, especially when patient circumstances change. 

6. Troubleshooting Tips 

• Cannot Locate Patient:  

• Double-check spelling of the patient’s name. 

• Use the Date of Birth for more accurate search results. 

• Consent Not Saving:  

• Ensure all required fields (Consent Status and Date) are filled. 

• Confirm that the attached document corresponds with the consent. 

• VFC Eligibility Issues:  

• Verify eligibility with patient records. 

• Refresh the page if changes do not appear immediately. 

7. Support Guidelines 

• In-App Support: Utilize the MDLand iClinic help feature for immediate assistance. 

• Technical Support: Contact IT support for technical issues related to VFC eligibility or consent management. 

• Compliance Officer: Consult for regulatory questions regarding patient consents and VFC program compliance. 

Thank you for following this guide. Accurate management of VFC eligibility and patient consents ensures compliance with healthcare regulations and enhances patient care.