The Contacts page (under Consent Forms → Contacts) is where you set up who receives completed consent and admission request PDFs, apart from the patient and the hospital.
There are three ways a person can receive a completed consent form:
- Consent Completion Notifications — your clinic's own addresses, which receive every completed consent form.
- Procedure defaults — Referral Contacts chosen for a procedure at a particular hospital, who receive the consent form every time that procedure is done there.
- Contacts field on the consent form — anyone added by hand when a consent form is completed, for that patient only.
The patient always receives a copy if they have an email address on file. Each hospital's own notification emails are set under Consent Forms → Hospitals, see Setting up or changing hospitals.
Referral Contacts
Contacts are the named clinicians and other people outside your clinic who may need consent documents or referrals, such as physiotherapists, anaesthetists or GPs.
To add a contact:
- Click + Add Contact.
- Enter the Contact Name, for example Dr Jane Smith.
- Enter their Email Address.
- Under Hospital Locations, select the hospitals this contact works at.
- Click Add Clinician.
Each contact shows their name, email address and hospitals. Use the pencil to edit a contact, the bin to delete one, and the toggle to disable or enable them. Disabling a contact hides them from the Contacts field on the consent form but does not affect existing consent records.
Consent Completion Notifications
These are optional addresses that receive every completed consent form:
- Clinic Email Address — receives public registration notifications, completed consent forms and signed PDFs. This address is required for registration notifications.
- Hospital Nurse Email Address — receives every completed consent form, for theatre booking coordination.
Click Save Notification Recipients after making changes. Leave these blank if you want all other recipients to be controlled by hospital emails and procedure defaults.
Setting default recipients for a procedure
Once your Referral Contacts are added, choose who should receive consent documents for each procedure:
- Go to Consent Forms → Procedures and click the pencil next to a procedure (or + Add Procedure).
- Under Default recipients by hospital, each of your hospitals is listed separately.
- For each hospital, open the dropdown and tick the Referral Contacts who should receive the signed consent form when this procedure is done at that hospital. You can search by name.
- Click Save Changes.
This lets you send the same procedure's paperwork to different people depending on the hospital. For example, a knee replacement at one hospital can go to that hospital's physio team, and at another hospital to a different team. Use Clear recipients to remove all contacts for a hospital.
Adding recipients for one patient
At the end of the consent form, use the Contacts field to add anyone else who should receive that patient's signed consent form. You can search your saved contacts. These extra recipients apply to that consent form only.