Participant Enrollment Workflow Overview: Web Enrollment

Owned by Andrew Rankin
Last updated: Jul 08, 2022 by Rod Roethke
5 min read
This article pertains to: Impact

Note: the following section outlines the participant enrollment workflow via the Impact web experience (not using HealthBridge app or your organization’s own app).

The participant receives a program invitation email with an enrollment link that directs the participant to a website, where they can verify identity, consent to participation in the program, and connect to cloud/marketplace data sources.

This is not a standard workflow for most organizations.

Participant enrollment is a simple four step process:

  1. Once enrolled by a clinician, the participant will receive an enrollment email. The participant clicks the enrollment link in the email to begin enrollment.

  2. Participant verifies identity.

  3. Participant reviews program instructions and consents to enroll in remote monitoring program.

  4. Participant permissions their data to your organization.

Once enrollment is complete, the participant will install the partner app and pair their device (if they have not already) and participant device readings will be available to your organization. 

 

1. Receive Enrollment Email

Once enrolled by a clinician, the participant will receive an enrollment email. 

Both the clinician and your organization’s support team have the ability to resend this email to the participant. The content in this email can also be customized by a Validic Admin within the Validic Impact Admin Portal.

The participant will click the link in the enrollment email to begin the enrollment process.

​​​2. Verify Identity

The participant will verify his or her identity by entering two pieces of information; in the below example, Last Name and MRN (Medical Record Number). They will then click the VERIFY AND GET STARTED button. 

 

3. Consent to the Program

An enrollment consent page will display with important program specific information for the participant. The participant can choose to opt in to Email and SMS (if enabled). This page includes expanded sections on:
 

  1. “How Remote Monitoring Works": content and specific information on how the remote monitoring programs works. This section includes an overview of any Goals or Notifications that the clinician has set up for the participant.

  2. “What you Need to Begin Enrollment”: specific information on the device(s) and app(s) needed to use the program. For example, a smartphone and a specific glucometer.

  3. “If you Need Help”: this section shows your organization’s support contact information to assist the participant with enrollment.

  4. “How [Your Organization] Will Use Your Data”: this section describes how your organization will use the participant’s data.

  5. “Data Confidentiality”: this is an additional section on data privacy.

  6. “Consent”: this section shows program consent information.

After the participant has reviewed this information, they will click the AGREE AND CONTINUE button.

 

The content on this page can be customized by a Validic Admin within the Validic Impact Admin Portal.

4. Permission Data Sharing and Complete Enrollment

A "start sharing your data" page will display to the participant. This page provides important next steps to the participant to begin sharing their relevant patient generated health data (PGHD) with your remote monitoring program.

In the example below, we have a single device enabled for a sample blood glucose monitoring program for Diabetes. Programs can have multiple measurement types (for example, blood glucose and weight) and multiple data sources (for example, OneTouch and iHealth) enabled for the respective measurement types. 

If multiple data sources are enabled, these sources will be listed for the participant to connect. The participant can only connect a single source per measurement type. For example, if we have a program that supports both OneTouch and iHealth glucometers for the blood glucose measurement type; that participant can only connect their OneTouch or iHealth account for their blood glucose data - they cannot connect both. Using Multiple Measurement Types within a Program.

The participant will click the data source that they would like to use:

 

 

The participant will enter their login credentials for the data source and permission or authorize their data to be shared with your organization. The participant can also set up an account if they do not already have one. The below example shows the OneTouch permissioning process.

 

 

At this point, the participant has completed program enrollment, and data flow will be initiated for that participant. An enrollment complete page will show with next steps for the participant.

 

 

The participant will need to download the respective data source’s mobile application on their smartphone or tablet (if not already in use). 

In this example, the participant would download the OneTouch Reveal mobile app and follow the instructions within that app to pair and use their OneTouch glucometer.


Any readings taken and synced by the participant will now flow to your organization, trigger relevant notifications, and will be available for viewing within the Validic Impact Clinician Dashboard.

Upon completing enrollment, the participant will receive an enrollment confirmation email informing them that they have successfully enrolled in the program. This email contains a link that the participant can follow to un-enroll from the program, if desired. This email can also be re-sent by your organization's support personnel via the Impact Support Portal.