This guide will show you how you can access the consent portal, invite practices and manage enrolled practices. Details on how practices receive invitations and how they can respond are here: Consent Portal Guide for Practices
Accessing the Consent Portal Guide
When logging on to the MyPen portal at http://users.pencs.com.au/ you will see the option to access the Consent Portal on the top right of your screen:
Managing Programs
The portal will show any existing programs. Please note that at this stage new programs can only be created by PEN CS. The example below shows two existing programs, one called 'Data Linkages' and one called 'test program' for my organisation:
Depending on the scheduled date of a program there can be future programs (start date in the future) or expired programs displayed as well. The colours/numbers indicated the status and number of practices, with the following colour codes:
- green = consented and verified
- orange = consented
- red = invite declined
- grey = pending/more information requested
Manage Practices
Clicking on a program will open the 'Manage Practices' tab and show more details about the invited practices:
In the program above we have one clinic that has consented and consent has been verified, and one that has consented but still needs to be verified. The verification would involve reviewing the uploaded consent form and the clicking the 'Verify' button.
Consent History
The last column will show a history for each practice by clicking on the clock symbol:
You can see the invite was sent on the 25/03 by Matthias, was consented on the same day by a user called Matthias.QA (at the practice) and was then verified by Matthias. This allows for an audit trail in addition to the uploaded consent form.
Invite Practices
The 'Select Practices' tab allows to invite more practices, either all of them by using the tick box on the top left, or individual practices by using their own tick box:
After inviting practices, click on 'Save' on the bottom right of the tab:
You will see a confirmation message:
Invitations can only be revoked (by un-ticking) a practice before the practice has accepted the invite, once they have consented they can't be removed on the 'Select Practices' tab.
The newly added practice is now visible on the 'Manage Practices' tab:
Consent on behalf of practices
If a PHN/Other organisation has already completed the consent process for a program with a practice this screen allows to provide consent on behalf of the practice(s). The options available in the 'Action' column are:
- Consent to participate in the program
- Decline to participate in the program
- Request more information
The history function will store your user name for any action that is performed for an audit trail.