How to Change Consent Status

Changing the consent status needs to be carried out differently to ensure the timeline is also updated. Making this change from the Immunisations tab ensures that any workflow status updates are automatically completed. 

 Depending on what is discovered during the triage process, you could need to change consent from YES to NO. This could be for a number of reasons: 

• The child falls outside of the demographic requirements – not in the specified cohort due to geography or age 
• The child cannot be immunized due to medical reasons 
• The parent decides to withdraw their consent 

 You may also need to change from NO to YES, which could be because the parent decides to provide their consent 

 Conflicting Consents 

A situation that would require a consent change is that of conflicting consents – where one parent/guardian has consented YES, and the other has consented NO. These situations are identified from the eConsent forms and routed into the Conflicting Consents queue.  

If a second consent is received for a child with a  different consent status, RIVIAM will mark the immunisation record as 'Conflicting consents' and move to the 'Conflicting consents' workflow step. A timeline event will be created against the new referral, saying, 'Parent has changed consent status from the previous consent they submitted. No vaccination record has been created because it is on the existing consent reference (existing referral reference number)'.  

A timeline event will also be created against the existing referral linked to the vaccination record. For example, 'Parent has submitted a new consent with a different consent status. The new consent is in the Flu - Conflicting consents queue for review'.  

This is the most complex consent change example. We will use it to walk through the process. Other scenarios will follow the same process but be easier as you deal with a  single patient record. 

Step 1: Find the consent in the “conflicting consents” queue   

If the consent is in this queue, it means that a second consent (with a different consent status) for the same child has been received.   

Step 2: Select the consent to change.   

Select the Primary consent for that child. This consent will be the consent with the vaccination record - this record is created when the first consent is received.  

Vaccination record (showing conflicting consent) on the Primary with referral number ending in 43061:

The record showing under the Conflicting consents queue is “43062”, but this has no vaccination record as seen here:

The record we need to update is “43061”, – identified in the timeline notes. There is a link in the bottom right to this record. Clicking on it brings up the relevant patient record. 

Under the Immunisations tab (accessed in the left-hand menu bar), the timeline event will show 'Parent has submitted a new consent with a different consent status. The new consent is in the Conflicting consents queue for review', and the vaccination table will show 'Conflicting consents' under the consent status column as shown below: 

Step 3: Select the 'Change consent status' button   

Select the 'Action' dropdown next to the vaccination table:

and click on 'Update consent status' as shown below :

You will then need to choose the relevant consent status - Consent given, Consent not given, Declined (clinically or by service) or Declined (out of cohort):

4- Then select the workflow step to allocate the consent to (e.g. HPV- Consent given) – the steps available will vary depending on the status chosen in the first dropdown. Finally, add a reason why the consent is being changed and click Confirm. 

If (as with HPV), there are two vaccination steps, you need to repeat these actions for the other vaccination. 

Step 5: Check the vaccination table and timeline event have been updated  

Check the timeline event has been updated to say "Consent has been changed for the following reason: XXXX XXXX" and the vaccination table has been updated e.g. 'Consent given'.  

Check the consent has moved to the new workflow step , e.g. HPV-Ready, Declined by service, etc. 

To note: Both consents will be updated to be in the selected workflow step. In addition, both consents will now have the same consent status. This will be shown on the vaccination record against the main consent.