OTNhub Recommended Steps for Obtaining Informed Consent for a Patient to Participate in a Video Visit

This document is intended to ensure overall readiness for video visits and to remind users of the basic consent requirements. Consent for participation in video visits undertaken through OTNhub eVisit is the members responsibility and OTNhub is not able to provide specific consent guidance to members and users.

Step 1: Orientation

• Introduce the patient to the video solution, how it works, and how it can be accessed (via website or app).
• Explain that the patient will receive an email invitation, including a link and the need to test the connection prior to the appointment.

Step 2: Confidentiality/Privacy

Assure the patient that no other parties can see the interaction online and that the video visit is secure.

Step 3: Recording

Assure the patient that the session, which takes place in “real time”, is not recorded.

Step 4: Technical Considerations

• Explain the sound delay.
• Advise the patient to wait their turn and pause before speaking.
• Advise the patient to use a normal speaking voice.
• Advise the patient to use the “self-view” to ensure they are positioned properly in front of the camera so the health care provider can see them.

Step 5: Contingency Management

• Explain that the health care provider may determine during the interaction that an in-office assessment may be needed.
• Explain that the patient has the right to refuse to participate and the right to decline the video visit at any time.
• Establish a plan in case there is a technical issue (for example, ask the patient to phone the office and ensure they have the phone number).

Follow-up Instructions

Inform the patient that the health care provider will communicate the need for additional appointments/tests/communication prior to the conclusion of the video visit as per the clinic’s current process/clinical protocol.

Opportunity for Questions and Feedback

• Ask the patient if they have any questions about the process.
• Advise the patient that the video solution may prompt them to participate in a satisfaction survey after the video visit.

Consent

• Request consent to participate in the video visit from the patient or substitute decision maker.
• Follow your organization’s policies and procedures with respect to obtaining and documenting consent, as well as to determine which form of consent (implied or express) is most appropriate.
• For further information and guidance on obtaining and documenting consent, refer to the Canadian Medical Protective Association’s Consent to Use Electronic Communications.