How to Securely Accept Photos and Other Files from Patients

Virtual visits over the phone or via secure messages can be an effective way to provide patient care…but getting a clear picture of a patient’s problem can still be a challenge.

When clinics started closing their doors and shifting to virtual care earlier this year, many of our clients were asking for a way to allow patients to send photos or other documents to help supplement their virtual visits. Our team responded to this request in nearly record time, developing Ocean’s Patient Authenticated (PA) Website Forms, which allow clinics to securely accept photos and other files from registered patients, and easily move them into the patient’s chart.

Here are a couple ways patients can access your PA Website Form links:
On Your Website

Since the Website Form is accessible through a link, you can simply create a button on your website that will take the patient to the form. Alternatively, you can embed the form for a more seamless experience. We recommend checking with your IT staff to see what options are available to you.

Through A Message

If you are using Patient Messages & Reminders, you can include the link to your Website Form either in the email body or as part of the secure message. The link itself is encrypted and completely PHIPA-compliant so where you include the link is up to you.

When included in the email body, any patient who receives the message will have access to the link. If you prefer to keep it locked down, we recommend including it in the secure message portion with further instructions. For example, if you’re communicating with a patient regarding a rash, you can attach this Ocean Form for Rashes and instruct the patient to send a photo of their issue through the Website Form.

Note: Patient Authenticated Website Forms should only be used to receive photos, documents, and other inbound messaging. If you’d like patients to complete Ocean Forms (e.g. New Patient Intake, Email Consent) from your website, we recommend using a separate Website Form.

For more information on how it works, take a look at our support guide where we cover the workflow for patient authenticated website forms, or reach out to our team to request a demo and learn more.

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