How to set up Terms & Conditions in Meddbase and the Patient Portal

Article author
Sarah Kate Daly
  • Updated

What is the purpose of the article?


There are a range of configuration options for Terms & Conditions (T&Cs) you can set for the Meddbase application, the Patient Portal and both in combination.

This article outlines:

How do you find and update Configuration options for the Terms & Conditions?


To find and update these options, you can do as follows:

1. From  the Start Page click on the Admin tile

2. On the following page click on Configuration

3. From the Configuration menu on the left-hand side click on Consent

The Consent configuration options are displayed.

/hc/article_attachments/4406550555921/1a_-_Select_Consent_menu_option_from_Configuration_section_to_display_options.png

4. From the Configuration menu on the left-hand side click on Consent

The Consent configuration options are displayed.

From here:

5. Scroll through and update the options as required

6. Click Save from the top left

 

What do the different Terms & Conditions Configuration options do?


Applying different configuration settings impact the behaviour of the system. What the settings are and what impact they have in the application is outlined in the sub-sections below.

 

Terms & Conditions are required


2_-_Terms_and_conditions_are_required_option_ticked_in_Configuration

If this box is ticked it will initially reveal the further options of 

  • Accepted by default
  • Text
  • Force re-accepting

GIF_-_Showing_action_of_ticking_t_and_c_required_to_reveal_other_options

As a result of ticking the box and saving the setting, it enables Terms and Conditions to appear in the Consent Options pop up on the Personal details page of the Meddbase and on the Patient Portal.

In Meddbase the user would see something similar to this example below.

Consent screen

In the Patient Portal, the portal user would see something similar to the example below.

Consent screen

 

Accepted by default


If you tick this box and save the configuration setting, it automatically ticks the box on the Consent options pop up in Meddbase. But it won't have any effect on the Patient Portal > Our Teams and Conditions page. 

Terms_ticked_automatically_in_consent_popup

 

Text


You can write text here that relates to what the patient is accepting. This text will be the text visible on the Consent options pop up and the Patient Portal.

 

Force re-accepting of T&C and Force button


If you:

1. Make a change to the Text for Terms & Conditions

2. Click the Force button

3. Click on OK to the Force re-accepting notification

Dialog_about_after_clicking_on_Force_button_in_Consent_configuration_options

3. Then Save the change in Configuration

It will request all patients to re-accept the T&Cs via Meddbase but not the Patient Portal.

For the Patient Portal, the Force button will not action anything. To make sure changes to the text can be accepted via Patient Portal too, you go to Online Portal > Terms & conditions > Force terms and conditions and tick the box. You must click save after.

 

How do you set Terms & Conditions for the Patient Portal?


To do this:

1. From the Start Page click on the Admin tile

2. On the following page click on Configuration

3. From the Configuration menu on the left-hand side scroll down the list and select Online Portal

The Online Portal configuration options are displayed.

4. Scroll down to Terms & conditions section

    Note: These config settings are for the Patient Portal. The Patient Portal is only accessible to people on a Chargeband with Online Booking enabled.  

4. Update settings as required

Terms_and_conditions_options_for_Patient_Portal_in_Configuration

5. Click Save from the top left

 

What do the Terms & Conditions options for the Patient Portal do?


 

Force Terms and Conditions


If a patient does not have their T&Cs accepted while registering via Meddbase having this ticked will result in the T&Cs appearing on the Patient portal when they log in.

Also, if there has been a change in contact options since they were last accepted, Force Terms and Conditions being ticked will force the patient to accept the new T&C's on the Patient Portal. So that 

  • When the patient logs in on the Patient Portal
  • The Terms & Conditions text will appear.
  • The patient must enter their password and accept the T&Cs (for example if they want to proceed to make an appointment booking). 
  • When the patient accepts the T&Cs on the Patient Portal the tickbox beside The patient has understood and accepts the above terms will be ticked in Meddbase.

 

What about Patients who do not want to accept the T&Cs?


For patients who do not want to accept the T&Cs:

  • T&Cs can be skipped on the Meddbase
  • But not on the Patient Portal (if Force terms and conditions is ticked via Admin > Configuration > Online Portal > Terms & Conditions)
    Note: When a patient logs in to the patient portal for the first time and doesn't have T&Cs accepted the T&Cs will not appear unless Force terms and conditions are ticked.  

 

Steps to skip Terms & Conditions


When registering a patient on Meddbase you can skip acceptance of Terms and conditions. To do this:

1. Add the patient to Meddbase

2. Click on Save

2. Select Consent Options towards the top left of the page

3. In the Consent options screen that appears

3.a Complete Contact options, NHS Consent, Data sharing sections as required

3.b Do not tick option The patient has understood and accepts the above terms towards the bottom right

3.c Click on OK

Showing_steps_to_save_patient_record_and_skip_acceptance_of_terms_and_conditions

The patient record is created and a notification is displayed that the patient has not accepted terms and conditions.

 

Did you know...?


Reports


You can run a report of patients and their T&Cs. via Admin > Report > File Admin > Query Builder.

 

Checking acceptance for T&Cs


If the patient accepts the T&Cs on the Patient Portal no notifications appear in Meddbase, but you can check the time stamp. 

 

Review date


This article was last updated on 6 September 2021 in the context of Meddbase version 1.245.0.32246